The Fierce Business Babe Podcast Ep 153: My 2021 Team Breakdown
Today, we will be diving deep into my team, setting up an organization chart, and my exact process of how I hire and how my team is run. I will be sharing with you behind the scenes of my business and how to delegate tasks that you no longer need to be doing yourself so that you can make it to the next level of your business.
My 2021 Team Breakdown
By: Melissa Lin
I cannot believe that we are already more than halfway through the summer. So I am recording this episode on Tuesday, August 10th. And actually, that’s more than halfway through the summer. Time is just flying by so, so fast. Last week I was supporting my higher-level Mastermind clients who are currently working on scaling to multiple six figures in their businesses and I support them in my program, called fiercely scale, and they’re absolutely crushing it. If I may add and I love this program because it doesn’t take a lot of team stuff. For example my team runs specific calls around systems and Facebook ads and different things like that. Like my actual managers who run my business which is super cool. And I love that they can also support my clients on top of my group calls that I do with them and private calls and so much more. But anyways most of the women at this level and their businesses who have already reached six figures and now they’re trying to scale to multiple six figures. How many of you have team members? You know, maybe one or two and they’re starting to really expand their team. I did an exercise with them around org charts, or if you’re not familiar with that word or that terminology organizational charts to help them really clearly lay out, who was on their team, what their key roles are on their team, what their roles during launches and during all of the different seasons in their businesses. We went really deep into specific items and really supporting them and how to start to even manage their team because that is part of being a business owner. As you continue to grow your business and your team, you will be leading your team and that’s definitely a huge role for you as the CEO.
Todays podcast episode is all about my team. I will be going into my very first hire, some of my 2019 hires and my current team who is helping me and what the rules are. My biggest things that I delegate in this moment and just so much more and I can’t wait to share it with you. And before we do get started into all those goodies, can I ask that you take one minute of your day to give my podcast a Fierce and raving review before you dive into the episode now it helps the podcast Brad. So the more people just like you can find us and learn how to start their businesses. Take your businesses to the next level. Move the needle forward sign more clients are their first team member second team member 30-member, whatever that looks like and so much more. I appreciate you so much for giving us that Fierce engraving review. It helps so much. It helps us create a bigger impact in this world, because were able to read for people and serve more people as well. So and new episode, awesome. Well, Im assuming you said, yes, cuz youre probably still listening if youre hearing this. So, here we go. Lets find into my very first Tire, which was Back in the Day, in 2018, in business for a few years. And this is when I hired my very first team member in my business, I had already had six figures and something that I do want to share with you is that as you continue to grow, your business name, as your business, moves into the next level, as you move, into the next level, You will face new challenges. Different challenges, new challenges will come. What helps? You get to six figures is not necessarily was going to help you get to multiple six figures. Thats not necessarily is going to help you get to half a million or a million, you know, seven figures. So I definitely face new challenges every time Ive moved into the next level and it decided to finally make my first higher, my business was definitely one of those challenges for me a few years ago, they started shifting into multiple six speakers my business. Now, I do want to say is I was always and I mean this might surprise you because my team is a decent-sized now, but I was always the person that said back then Ill just do it myself or Im the only person who can do it the way I want it to look or maybe you can really do this one. This other one is one. I would always say, itll take me longer to teach somebody else how to do it. So Ill just do it myself. Right? If you told yourself that one. I have told myself that last one was one of the biggest one, they told myself and its probably one of the biggest one. They see my clients tell themselves and so many of us do. So if youve said any of these yourself, youre not alone. I promise you are not allowed. I have to. Now it typically in case youre wondering if Melissa, when should I start thinking about my first Tire? What does that look like? So typically I recommend making your first higher when youre at about 3,000 per month in your business. Now, this isnt cookie cutter. You may be at 2000 per month. I need to hire me. If youre already at 5p month or 10K months and havent made your first Tire like amazing, congrats and lets make your first higher so that you can continue to grow. And stay in yours in a genius serve more people, without spending so much time. And that your business doing some of those tasks that maybe you dont necessarily need to do, right? If youre spending more of your time in your business, affording clients making sales rain content and you know, making your website or change it up, a little buttons with payment length, and things like that. And you dont have the energy or space to actually work on your business and focus on future projects and how things are going to be taking to the next level or how youre going to prep for the next level. And I definitely saying its about time to delegate or make your first hired was definitely in your business so that you can start to hand a few things off that are eating your time up. Others can be taught in To be honest almost everything and I mean, this is truly, truly mean, this almost everything in your business can be outsourced at some capacity. And so anytime that, you know, I have a client, I have clients who absolutely you. Dont hate the posting on social media or they haint engaging on social media or they just dont like XYZ. Theres always a part of business that some people just dont enjoy, write the text side, the social media side, the onboarding side with, theres parts that some people dont enjoy, and thats okay, because its not this thats not yours out of Genius of, you know, you wanted to coach, you wanted to create a service-based business, not a tech company so its totally okay and almost everything in your business can be outsourced at some capacity. So if youre wondering what two starts outsourced, I do have an older podcast where we dive into an exercise to help you determine it. And Im pretty sure the word Outsource with the word hiring is in the title. So I would recommend searching for that on iTunes under my podcast, if youre looking to brainstorm what items to delegate, first for you and your business, if thats where youre at in your business right now. So, lets get into my very, very first tire, and then will continue into my current to you and Im so excited. So, I hired a virtual assistant to help me with emails, some social media content, support as well. And something, I do want to say before he died too. Deep into my team is, I personally thats not everybody but I personally, I like to know how to do everything at some level in my business. However, I wont be doing those things forever. So for example, exactly how to set up a funnel inside of activecampaign I know exactly how to record at a upload and share my podcast everywhere. I know how to do almost everything in my business. That way if needed right? I can always fill that role if needed if theres an emergency or anything like that or if I want to Back in town for a little bit. Like theres some times where I love creating my Instagram stories because for me, thats my way of being creative. And when I get to flow, I loved doing that sometimes. And so I person like to know how to do everything in my business at some capacity. However, I will eventually Outsource most of that I had. So for example, I dont necessarily I dont create my funnel inside of a campaign to support me. However, if needed, I can go in there and support. For example, I was just playing around an active campaign last week and notice there was a glitch interactive campaign, nothing to do with my team. However, it was something that I noticed and Im scared of my team and we were able to get on it very quickly. However, I hadnt noticed that right. If I hadnt known that aspect of my business and I was just looking up some numbers and things like that, we may not have caught as early on. So, Now, we are creating a new system so that we can catch things like that are always learning as we continue to scale up and move into the next level. And the company active campaign is also now very aware with the issue. It was like their side issue, sort of things that I want to go into the details and bore you with that. But anyways again, I like to know how to do most things that stem capacity but again Im not Im not a coder, Im not a tech person. South I cant dive deep into like creating or making a brand new dashboard right now, which is way beyond my expertise. And so weve outsourced gotten hired some of the support us with that, okay? My very first Tire 2018 virtual assistant to help me with the emails. Some social media content supports and usually thats the first hired on always. But usually somebody who can do a lot of different things for you and your business, And maybe not particular a expert in one thing. Right? Just because if you are going to bring him 3,000 per month, you dont necessarily want to spend all of your pain and delegating right away. You definitely want to you know start slow and then continue to hire as your business continues to grow. Now in 2019 let see 2019 we definitely hired quite a few more team members. I believe I had about five team members total maybe a few more in 2019 and that included. Another virtual assistant to help me a few project-based team members. And we also hired support coaches, my business, towards the end of 2019 to support me inside of our coaching business coaching program. So that was towards the end of 2019 and into 2020, and then in 2020, I told my team as we continue to grow and scale and it now I have over 12 members supporting us every single day in the business. And as we got into 2020, we started hiring more specialized experts as I had mentioned a minute or two ago. And so, you know that, for example, like the content manager, social media manager, hired, a Pinterest, manager, and ads manager, for Facebook and Instagram, Im also an online business manager, and people that are experts in their field and less of generalized positions. Since we had those mostly filled So now what I want to do is going to my current team in each of the roles that are currently filled. And so, Im actually right before I started recording, and right before I press record. I made sure to have my current business org chart up. And Im actually going to talk through it. All right now. So we have our org chart broken into a few different categories. So we have our operations team. We have our marketing team supports sales and contractors and those contractors are specifically project-based contractors when I say that. So, in operations, and again, this is our current email, current team supporting me every single day right now, August 10th and 2021. And so, an operations we have, my amazing business manager or as you may have heard before, a lot of people like to call that OBM and my opium Caitlin supports me and keeping things on track on the backend, really supporting me and some team management as well. And truly, that my team is on task with things as well. So a lot of the times when Moms or integrators come into businesses as you continue to scale, Im sure youll probably hiring. Ill be at some point as well. Your OB em is really managing everybody else in your team. So you can communicate to your OB em, your opium takes care of the rest of the communication to like a project with your graphic designer and a project with maybe theyre content manager. Randall, King back to you until your OB m. Is your main Communicator. Really helps manage everything in your business. I also have two incredible virtual assistants right now, who also support us mostly with admin tasks. Now, inside of our marketing team, we have my manager, we have my ads manager, and my Pinterest manager, and content manager. So, lots of managers supporting me. and also actually I Totally missed over this. When I was growing too quickly through my org chart also, my social media manager. So, the lot of managers were again, these are experts in their field and really supporting and do specific roles now and our support team. We have three amazing support coaches or inside of my coaching programs with me and they support my clients lungs and down inside of our sales team. We have about four to five team members that have rolls on support specifically in sales. So this includes supporting me with our email Marketing sales and campaigns onboarding offering clients payment recovery and Morris and theyre all about sales and in that specific role. And then in our contractors. And again, this is more project face contractors. Weve a few team members that we hired based on projects that were working on. So for example, we are currently revamping our entire dashboard. So like your company metric dashboard and so excited. I D count on this stuff so much with my business manager, and text Abby team member that we brought on to support us with it. We did lots of dashboards and I was in my engineering and I love having a pool from the business in all things and all areas my business to know whats going on, right? As you continue to grow into your role as a CEO, youre going to want to have a pulse on your business where its at to help you make decisions to, as you continue to grow as well. Write, you want to know exactly where its at, how things are going. And Im so excited. Were revamping our entire dash for that. We have right now to really take it to the next level and a few other examples of project-based contractors. In case, youre wondering my photographer. We have a graphic designer. We hire more for projects copywriter and so on. So is that about sums up my current team in 2021? And as we continue to grow, we know that we have a few key, hires a little later in 2021 into next year that will start to interview for Im pretty soon. Actually. I like to Im the type of person where I like to hire a little earlier so we can spend the time to train and whatnot. That way they can get started. If its a position that we need to train for a man on all positions are because experts will have everything good to go. But anyways, I like to hire a little earlier so we can go get started earlier course and just really rock and roll to. You never know whats going to pop up, youve got always got to be open to the pivots those changes and those things that may take a couple of more time than you anticipated, or maybe less time and thats a good thing. So I just like to be prepared, definitely continue to grow and into next year and well definitely do another podcast episode. Once we get a few more team members to give you more insight on, what some of those changes would need to look like as we continue to scale the business to the next level. So I question that I get very often. Any time I do the questions box, this is definitely one of the biggest questions. Like. Yeah, its her I guess the most asked questions is what is your team usually help you with each week? I more each month or every single day. And I went to the overall my team again. As I mentioned earlier, you can Outsource almost everything in your business at some capacity, right? Except for the things that only you can do. So, for example, I am the only one who can record this podcast episode, unless Im doing like an interview with somebody and theyre supporting me, but Im still the only one who can record a podcast episode for my podcast. However, I can delegate the editing than the uploading and the graphics and all of those things. The show notes, the blog post in Instagram, captions. I can tell you now its worth all of that. Some capacity. Some of it can be outsourced. However, not the actual recording of it. So I do do that to. This is me a promise again. So a few other examples, I got some capacity mostly my coaching cannot be Delegated are outsourced. However, at some capacity I can get support, right? I have support coaches inside of my programs who do support my clients alongside me, so we can have some capacity. There are things that can be delegated. If you do need some support there. And lets go into the usual thing. So for example, admin work a lot of my admin work is delegated out sourced. I really dont go into my email. If you try to email me, you will not be able to get ahold of me. You will get ahold of my support team and they will then send something to me, like via our team site Channel, or paying you the question. I dont go into email very, very often. It is a very rare. So my team and I communicate via slack or a sauna. Do admin work. Im email campaigns. That is outsourced. My team helps me with that podcast management, Pinterest management, like, my social media management, as well, make things like that. I do get support for my support coaches, my amazing support coaches. I also get support with customer service and Technical Support, right? So if you are client and you reach out to, you know, change something like your credit card or anything like that. For a payment work have a question around like when the next maybe course. Launch is going to be anything like that. You reach out to my support team and so my support team a customer service, team gets back to you. I also get support with client onboarding, client off for Dean, Parker feed Graphics, content management, and then I also has a lot of things like my personal life. So I Outsource grocery shopping, real Source, meals throughout the week. And I absolutely love it, right? Anything that I can do to help make things easier, so that I can again, stay in my zone, genius, know, something. I do want to stay just want to give an extra Tipper to just surround teams and hiring is over the years. Ive also had had to let some team members go, right? And if you are starting to make her first, you hires and I was just telling the client about this because theyre starting to make their first higher and their business, but if youre starting to make your first pioneer business, definitely interview. If you keep a few people more than once and find somebody that aligns with your values and yourself in your business and we support our clients and our programs with this specifically are Mastermind with the hiring and what that interview process. Looks like, you know, step by step, like, here are some questions that you should be asking. How to write a job. Option for what youre looking for here, for sure. Stop it. Anyways, you can teach a skill to anybody that you hire. So you can train new team members. However, you cant exactly change values. Those are a mismatch find team members that you get along with. So, I actually interview all of my potential team members myself, especially if Im going to be the main person working with that team member self. I interviewed everyone over resume, to get a sense of what type of person they are with their values. Are, you know what youre looking for in terms of growth with my company? So a question to ask yourself as well, if youre not sure who to hire next. Again, go to that podcast episode I shared about cuz I have another podcast episode with you about hiring. But ask yourself, what is it that you want more right now? Do you want time back? Are you looking the scale? And then asked, you know what this person Thinking about hiring, would this role help my business grow faster or help me get more time back sooner. So thats something to adjust. Start to ask yourself and to think about. And again, Ive got that other Outsourcing and hiring podcast episode, where do go into detail about tasks that I recommend Outsourcing. And I also have an exercise in one of those podcast episodes that walks you through deciding what to delegate first, one to Outsource in so many examples of things for you to Outsource first. And dont say weve touched on all things about my team. I have shared it on my very first hire, some of my 2019 and 2020 hires my current 2021 whos helping me what their roles are. One of my biggest things that I delegate and so much more and you know that were already getting ready and excited for next weeks episode and cannot wait to share with you. We will see you next week in another brand. New episode of The Fierce business being podcast, bright, and early next Monday morning. Thank you for hanging out with me today. Did you love this episode? If yes, please share it with a friend, a best, girlfriends other online coaches, you know that might find this helpful. Please leave me a review on iTunes and let me know. Your honest opinion any questions? You might have. Takeaways all of them could easily. Do you want to send? Im way, Im always going to be your biggest cheerleader, so you taking time out of your day to hang with me. Truly means the world to me. And if you are an online health and wellness, or Fitness coach, go check out the details for the fierce Fitness and Business Academy. Youre not going to want to miss out on this. The link is ready for you in this episode show notes. Ill see you next time.
Topics we cover include:
Organization Charts
Delegating and Outsourcing
Team structure
Training and Hiring
When to expand your team
And so much more!
Times to check out:
(5:17) What calls my team runs
(9:35) My First Hire and When You Should Hire
(16:07) Know Thy Own Systems
(21:45) Experts vs Contractors
(26:50) Setting Boundaries with Clients and Team
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