As I built agencies I made my share of mistakes along the way. Building the virtual assistant agency was probably the most difficult. When I transitioned us (the company) into a digital marketing agency it went smoother but still not without faults. So, let me help you avoid some of the same mistakes in building your agency.
Avoiding Mistakes In Your Agency
Building and growing an agency can help you work less and earn more if done properly. If, however, it is not done in order with proper preparation you can end up working more and earning less, not to mention frustrated. Nobody wants to do that.
Not Having Processes and Systems in Place
The first thing you must do BEFORE bringing on a team is to prepare your processes and systems. Not having processes and systems in place can be costly in time and training others.
Processes and systems must be the first thing you do in order to get ready for your subcontracted team members. These also define the role(s) the team member (subcontractor) will have in helping you.
Waited Too Long To Add A Virtual Team
Another mistake I made early on was waiting too long to add a virtual team to help me with the business. I was so busy and seemed easier to keep doing my solopreneur thing.
The reality however was that I would get to a place where my revenue flatlined. This was because I did not listen to my own advice for our clients. I told my clients that by the time they finally seek us out to help they should have really come to us 6 to 12 months earlier.
Do not wait too long to add the help (your virtual team) you need. It will help you grow.
Indecision On Managerial Style
One of the things that happened naturally as I began managing my team members was that I developed a managerial style. I initially became what I call a “Helicopter Manager”.
Helicopter Manager Management Style
The Helicopter Manager makes sure that they receive everything! From the initial meetings to doing onboarding and discussions with clients about the work that the team will ultimately complete. Every piece of work then filters back through to you to review and then hand off to client.
The Helicopter Manager does not allow any team members to communicate with the client. The client may not even know that you have help in completing the work – I do Not recommend this at all but some agencies do this.
This type of managerial style will wear you out quicker than not having your team. You may need to do this initially with new team members but once they have proven themselves I recommend that you move on to another management style quickly.
Project Management Managerial Style
The Project Management Managerial Style is slightly different from the Helicopter Manager. In this managerial style you allow the team member to be part of the meetings where the work they will complete is being discussed (if applicable), however, you will still review hte work before allowing the client to view it.
I used this before transitioning to the next manager style.
Note: There are additional mangerial styles I’ve written about in the past, however, for our purposes these are sufficient.
Hands-Off Manager
The Hands-Off style is, in my opinion, the best managerial style to use. This is really the best way you will scale your business not to mention work less and earn more. Allowing your team to manage the client work (as long as it isn’t a specific type of work that only you can do like coaching, physician, etc.) is truly best practice when attempting to grow your business and be able to have a life as well.
Lack Of Clear Communication
One of the biggest mistakes I see when people build their agencies is the lack of clear communication. Communication has to be one of your top priorities otherwise things will begin to get out of hand quickly and will be too removed from the business.
Stay in touch with your team and hold regular meetings to discuss client work, any issues, and any new work coming up. During normal work hours make sure your team copies you on all of the emails to clients.
When first working with a new team member you will want to monitor them for a short period. Once you see they are communicating professionally and effectively without needing your help you do not need to monitor every email. If there is a problem you have access to all emails for review.
Keeping the lines of communication open both ways is so important, I cannot stress it enough.
Inefficient Communication
Miscommunication comes as a prime reason for failing VA relationships. Some business owners think their VAs would understand it all without checking in now and then. Avoid this by:
- Setting up regular check-ins or progress updates.
- Using project management tools like Trello or Asana.
- Promoting open dialogue for questions and feedback.
Not Firing Team Member When Needed
I try to be nice and give everyone the benefit of the doubt. I go to bat for my team while trying to keep clients happy. If, however, a team member makes the same mistake over and over without regard to the client, I have to step in.
It isn’t easy letting someone go, but sometimes you have to fire the team member when needed. Not firing them can cost you more in the longrun, including clients. After giving them a few tries without the team member making the appropriate change(s) it’s time to let them go.
Ways To Do It
Once you know you must fire someone it is still possible to be nice in the process. You can simply let them know it is not working out. You can site examples of the client work that was not up to your excellent standards.
The majority of the time it is amaicable. I have not seen any extreme firings, however, I have heard of some that came to ugly language. You never know, however, so you may want to record the meeting (if on Zoom, Google Meet, etc.). If in person, please bring someone else with you and have them sit nearby (do it in a public place if possible).
Final Thoughts
I’ve certainly made my fair share of mistakes while I was growing my 2 agencies. We all have different backgrounds, experiences, and skills. Utilize it all to be the best manager of a virtual team you can be. Remember you are partnering with them to grow a business and they are helping you so treat them as part of the business.
Do you need help creating or growing an agency of your own? I’d love to discuss it with you. Book a free mini-session to if we can work together and how I can help you.
Tammy Durden is a thought leader, speaker, and business coach for online service solopreneurs.
Tammy has established herself as an authority figure over the last 17 years of owning several online service businesses. She specializes in helping women online service providers grow a business to fit their lifestyle not squeeze a life around their business.
She loves teaching them how to.
Earn More and Work Less
Reach out if you need help growing your business or if you are ready to build an agency! This is her sweet spot.