Is It Time to Hire a Team Member? A Comprehensive Guide for Online Business Managers

hiring team management

Hiring your first team member is a significant milestone in your business journey—it's almost like a rite of passage. As Online Business Managers (OBMs), we start solo, wearing all the hats, supporting our clients, and building our businesses from the ground up. But there comes a point where, to continue growing, we need to make a pivotal decision: Is it time to bring someone else on board?

If you've found yourself juggling too many tasks, questioning whether now is the right time to hire, or wondering how the process even works, you're in the right place. Today, we're diving deep into recognizing when it's time to hire a team member, best practices for bringing someone on board, and how to plan effectively so you can scale your business with confidence.

 

Why Hiring a Team Member Is a Game-Changer

Bringing on a team member isn't just about offloading tasks—it's about creating space. Space for you to focus on strategic growth, serve your clients better, and maybe even reclaim some personal time. Hiring support can help you:

  • Scale Your Business: More hands mean more capacity to take on clients or offer new services.
  • Increase Your Income: By delegating lower-value tasks, you free up time to focus on higher-revenue activities.
  • Enhance Service Quality: Specialized team members can bring skills that complement yours, improving overall client satisfaction.

 

Signs It's Time to Hire

1. You're Overwhelmed with Repetitive Tasks

Take a moment to assess what's on your plate. Are you spending too much time on tasks like social media posting, email management, or data entry? If these repetitive tasks are eating into the time you could spend on strategic planning or client interactions, it's a clear sign you need support.

2. Your Business Growth Has Plateaued

If you've hit a revenue ceiling and can't seem to break through, it's possible you're maxed out on time and energy. Hiring a team member can help you serve more clients or offer additional services, boosting your income potential.

3. You're Neglecting Your Own Business Needs

As OBMs, we're pros at managing others' businesses, but what about our own? If your marketing, networking, or business development efforts are slipping because you're too busy, it's time to consider bringing someone on board.

 

Determining the Type of Support You Need

Before you start the hiring process, get clear on what kind of support will benefit you most.

For Your Business Needs:

  • Social Media Management: Scheduling posts, engaging with your audience, and tracking analytics.
  • Email Marketing: Crafting newsletters, managing subscriber lists, and monitoring open rates.
  • Administrative Tasks: Calendar management, bookkeeping, or organizing files.

For Client Work:

  • Repetitive Client Tasks: Data entry, report generation, or basic customer service.
  • Specialized Skills: If client projects require skills outside your expertise (like graphic design or advanced tech), hiring someone with those skills can enhance your service offerings.

 

Assessing the Financials

Understanding the financial impact is crucial.

The 50% Rule:

A good rule of thumb is not to pay a subcontractor more than 50% of your own hourly rate. For example, if you charge clients $60/hour, aim to pay your team member $30/hour or less. This ensures you're compensated for your time spent training, managing, and reviewing their work.

Consider Ongoing Costs:

Remember to factor in not just the hourly rate but also any tools or software they'll need. Ensure your business can sustain these expenses without putting a strain on your finances.

 

Hiring Options: Subcontractor vs. Client-Hired VA

Option 1: Hiring a VA for Your Business

  • You Handle Recruitment: You find, interview, and onboard the VA.
  • You Manage the VA: You're responsible for assigning tasks, training, and quality control.
  • You Pay the VA: All payments come from your business funds.

Option 2: Recommending a VA to Your Client

  • Client Handles Payment: The client pays the VA directly.
  • You May Still Manage: You might oversee the VA's work to ensure it aligns with project goals.
  • Less Administrative Work: You're not responsible for payment or legal considerations.

Choose the option that best fits your business model and client relationships.

 

Best Practices for Hiring a Team Member

1. Prepare Before You Hire

  • List Tasks to Delegate: Identify daily, weekly, and monthly tasks you want to outsource.
  • Document Processes: Create standard operating procedures (SOPs) for each task to ensure consistency.
  • Choose Communication Tools: Decide on platforms like Slack, Asana, or email for task assignments and updates.

2. Incorporate Them into Your Business Seamlessly

  • Access to Tools: Use password managers like LastPass to securely share login information.
  • Time Tracking: Have them use the same time-tracking software you do, such as Toggl, for transparency.
  • Communication Channels: Add them to relevant Slack channels or email threads to keep everyone in the loop.

3. The Hiring Process

  • Create an Application Form: Ask questions relevant to your business needs, such as their experience with specific tools or tasks.
  • Conduct Interviews: Narrow down your top candidates and schedule interviews to assess fit.
  • Paid Test Projects: Assign a small project to evaluate their skills and working style. Always compensate them for their time.
  • Onboarding: Once you've made your choice, have a structured onboarding process to get them up to speed quickly.

 

Planning Ahead

If you're not quite ready to hire but know it's on the horizon, start preparing now.

  • Financial Planning: Set aside funds to cover at least the first few months of their pay.
  • Process Documentation: Begin creating SOPs as you perform tasks, so they're ready when someone else takes over.
  • Task Tracking: Keep a running list of tasks that could be delegated in the future.

 

Celebrating the Milestone

Hiring your first team member is exciting! It's a testament to how much your business has grown. Take a moment to appreciate how far you've come. This isn't just about alleviating workload—it's a strategic move to elevate your business to the next level.

 

Ready to Grow Your OBM Business Even Further?

If you're considering hiring a team member and want personalized guidance through the process, I'm here to help. I'm offering discounted one-off coaching sessions where we can dive deep into your specific needs, strategize your next steps, and set you up for success.

👉 Book Your Coaching Session Here

 

Final Thoughts

Hiring a team member is more than just a business decision—it's an investment in yourself and your future. By delegating tasks, you open up possibilities for growth, innovation, and even a better work-life balance.

Remember, planning is key. Start preparing now, so when the time comes, you're ready to take that exciting step forward.