Outsourcing and buying time Archives - Tega Diegbe
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How I Get 200 Visitors to My Website Every Month

How I Get 200 Visitors to My Website Every Month (While Spending 45 mins per Month Recording Videos)

In the last blog post, I talked about how to run your business, without you having to be trapped in the business. And this is something that I believe is every business owner’s goal.

They want to create their business, grow the business, and when they’ve grown the business, eventually remove themselves so that they are not stuck doing everything in the business. 

It makes sense, and is an alluring goal to reach for, right?

Social media management

I mean, that’s why internet marketers sell programmes of them working from the beach, drinking mojitos as the money continues to roll in. But anybody who’s tried or been around for a little while will know that that is not entirely accurate. And, honestly, that’s not really the way that businesses work. 

After the last blog post, I decided to show you what this looks like, especially when it comes to what I/we do for content, research, content production, and content promotion via social media.

In short, I want to show you the “Leveraged” way in which we create content that has my experience and personality, without me being the person DOING things… In other words, I will be talking about how to hand off your social media management to your team and still have the content sound like you. 


For the most part, the way that I do this right now is that I have my content managed by one person on the team. And how we work together is systemized in such a way that my input is given at the start of the process. After my input has been given, that team member then goes away and does what needs to be done.

Before you think about handing things off to somebody else, there’s some things that you need to have in place. 

Step 1: Choose Your Platform

The first thing is that you need to know what platform you want to be active on. Do you want to be active on Facebook? LinkedIn? Twitter? TikTok?

The primary driver for choosing your platform is finding out where your prospective clients or audience are. You don’t want to be the loudest person in an empty room. 

And when you can answer that question and you know where you want to be active, it helps to understand the platform and the content requirements of that platform. 

For example, you can’t write blog posts if you choose to be on YouTube. You need to have videos, and if we want to take this a little bit deeper, you have to also be aware of the sentiment of the platform that you’re on. 

A good example of this is TikTok. At the time of writing this blog post, TikTok is a platform that is growing in popularity. On the surface, it may be considered a video platform, but if you delve deeper, you will quickly realise that TikTok is an entertainment platform. And it’s an entertainment platform for a world where attention is very, very fleeting.

When it comes to being active on TikTok as an entertainment platform, you have to be creating videos. And these videos should be entertaining and engaging, not how you would have traditionally done videos four or five years ago. 

That’s what I mean when I say to understand the platform and its content requirements. 

Step 2: Establish Your Performance Baselines

Once you figure all that stuff out, the next thing you want to get clear on is to establish what your performance baselines are going to be. What I mean by this is that you need to decide what your output is going to be on that platform. 

If we’re using me as an example, what I want is to post twice a day on my Facebook page. You may be saying your Facebook pages are not effective, which is in a way true. But the goal for me in creating content on Facebook was to get into the habit of creating content and putting a system in place to prepare for when I venture into other platforms.

Lesson here is not to get swayed or carried away by what other people are saying, stay true to YOUR objective without outside influence. I want to build the habit of being consistent so I fashion a system that will allow me to do that provided I STICK to the plan.

That is why I want to post everyday on my Facebook page, and then I post new blogs every 2 weeks. 

My plan is really to start small and create a system that would allow us to scale content production. If the system works, we end up with a leveraged way to create content and CUT DOWN the amount of time it takes to actually create content for multiple platforms. I wouldn’t have to worry about planning a video for YouTube, then filming and editing the video, only to realise that I still need to create blog posts and social media content after. 

For now, that’s the extent of my content production and content distribution. 

Step 3: Determine How to Measure Success

Another thing you want to do is you want to have a way to measure “success.” The reason why I placed success in air quotes is because what is going to be successful to me is going to be different to what somebody else would class as successful.

Measure success

To give you an idea of this, at the time of writing this blog post, we are currently getting results from just one platform. From posting 1-2 times a day on the Facebook page, and 2 blog posts a month on the blog, we are seeing on average 200 site visitors every month just from one platform.

Website traffic

Those numbers may not seem successful for some, but what it does is provide feedback that at this stage of where we are, what we are doing is working and we can go back later to refine and improve the results based on the goals we are aiming for at that time.

You need to have a way to measure and know the results of the efforts that you’re putting in. And I know my results because I have some super simple and super basic tracking on my website that tells me how many people are landing on my website, where they’re landing on my website, what they’re reading, and all that good stuff. 

And it just so happens that where people are landing and what they’re reading is the content that we’re sharing from social media.

Step 4: Choose the Right Tools

The final thing is you want to make sure that there is a way for your team members to access the different materials that you’re going to need to create content for social media. 

When I’ll talk through the system that we have in place later, you’ll get a list of tools that you can use. You can definitely find alternatives to these tools, but these tools form the foundation for us when it comes to content production and content promotion efforts on social media.


When it comes to creating your content for social media, I’m of the opinion that you need to start with video. 

When you start with video, you give yourself room to actually leverage that video and turn it into so many different content types. I call this method a repurposing engine, but most people simply call it content repurposing.

Building this machine will allow you to leverage the amount of time that you put into planning and creating videos. And when I say video here, I’m not talking about talking head videos. The videos I’m referring to are different because you are simply just dictating the subject matter of the thing that you’re talking about. 

That’s not to say you can’t use talking head videos. Matter of fact, it’s best if you actually use talking head videos because you give yourself more room to use that video content however, I personally did not want the fact that I wasn’t ready for talking head videos to stop me from actually doing what I needed to do. 

I learned how to record videos in this manner from a guy called Colin Theriot, who runs a Facebook group called the Cult of Copy. He has this programme called F**K it, Do It Live, and when I record my videos, I frickin’ do it live.

The idea is that you just plan the content that you’re going to talk about and then you record yourself talking about that content. 

I find that this is a great way to create content for me because the content has my voice, my personality, my stories and my experience, simply because I’m talking about those and dictating those as the video goes.

The key reason why we use video is the leverage that it gives us. For example, one 20-minute video can become (depending on what you’re doing) 1 to 5 podcast episodes. That same 20-minute video can become one 500-word blog post, multiple audiograms, Instagram posts, tweets, and so much more. 

From that video alone, you are able to create up to 35 multiple different bits of content. How cool is that?

If you had to create those 35 different bits of content individually, how long do you think it will take for you to actually do that? Would you be able to do it in a fraction of the time that working with video allows you to do? I personally don’t think so. 

And the reason I can say that is because from experience, I’ve found that to be true. At the end of the day, starting with video first gives you leverage because you can move quickly and make more micro-content from there. 

Remember that the video doesn’t have to be perfect. 

To give you an idea of what I mean when I say that, you can check out this link to see one of the videos I created that eventually became this blog post you’re reading right now. 

With that said, going back to the power of repurposing your video content, when I record my videos, I focus on quality over quantity. This means that I’m not looking to create the most amount of content from one video.

Quality Over Quantity

My aim is always to create good quality content from that one video that makes sense on different platforms. 

Yes, you could go away and create all of those different bits of content, but if you’re not being diligent in the quality of the content that you’re putting out, most of those pieces of content will make no sense. 

And if it makes no sense and you post it, it ends up looking like the ramblings of a smart lunatic. As opposed to something that can actually help people know, like, and trust you, and help you generate clients from the efforts that you’re putting into your content production. 

The next logical question is, how do you then get a virtual team member to actually manage your social media? For that, I have to show you and talk you through how we do that in my business. 


When it comes to creating content, you have to decide what your goal is. 

For me, when I started creating content, I wanted my focus to be on really in-depth, as-complete-as-possible-with-nothing-held-back blog posts. When I say this, I’m talking about blog posts that range anywhere from 3000 to like 7000 words. 

Reason for that being, those kinds of blog posts can be SEO-optimised so that they can generate organic traffic for you. And I’m finding this to be true from the efforts that my team and I have been putting in for the last roughly 12 plus months.

Because my focus was blog posts, that created a problem for me, and that problem was I don’t like staring at a blank screen. I can’t just sit down and start writing a blog post because, for some weird reason, it doesn’t work for me (I even struggled all the way through uni with that).

Because I knew and I understood that writing would be tougher for me to pull off, I had to sit down and think about what type of content I can create that will allow me to have leverage without forcing me to start with a blank screen. 

For me, that type of content was video. I could record a video and then somehow get that video turned into a blog post. 

The first thing I had to do is figure out how to structure the content of the videos I recorded or created. That way, when it gets turned into a blog post, it translates really well. 

The one thing that you don’t want to do is create a video that makes no sense and has no logical flow because it’ll be hard to turn that into a blog post

Once I figured that stuff out, it then became a case of figuring out how to turn that video into a blog post. And that was phase 1.

Once I had my blog posts ready, the next dilemma was that no one was reading them. So I needed to get active in promoting my blog post so that people read it, which then leads to traffic to my website, which then leads to people subscribing to my email list, which then leads to people inquiring how they can work with me. 

The easiest way to promote my blog posts was to get on social media, and share the blog post, right? Naturally however, you can’t just post the link for the blog post on the different social media platforms then and hope that you get traffic. 

So what needed to happen was that we had to create micro content from the blog post that encouraged people to read. Here is a sample of one piece of micro content:

Micro content

And then in terms of leverage and making the most of my content, we also need to find a way to repurpose the video itself. 

This step then involves repurposing the content of the video so that this video becomes a micro content in itself that promotes the blog post. What you’re doing here is that you’re doubling up on the work that you do. 

And once I had all that figured out, the next step was creating a system so that I can remove myself from this process so that I can spend my time ON the business.

That’s where I leveraged the power of delegation and had to refine my repurposing engine even further. This allowed me to not only record my video in an organized manner, but turn that video into a blog post in a shorter amount of time by paying someone else to do it.

I currently have someone in my team called Gabbie who is in charge of all of my content. After recording the video, I strip the audio and upload that file into a transcription service called Otter.

From the transcript, Gabbie turns it into a blog post, and from that blog post, Gabbie creates micro content that we then use to promote the blog post on social media.

To give you an idea on how the micro content is made, let’s say for example that I’m talking about 5 different ways to delegate more effectively. Those 5 different ways can each be turned into little teasers as micro content to be posted on the different social media platforms. These posts then drive traffic back to the main blog post. 

At the moment, we aren’t leveraging the video as much as we could be. 

There’s so many different things that we can do with the video in terms of making that video a piece of content in itself. That way, the video is not just sitting and gathering digital dust, but is actually promoting my content. Eventually, the goal is to leverage our video content to its fullest extent.


In terms of the tools used to do this, we have Otter primarily as our transcription service. 

For creating our images, we have Canva. As you can see, Gabbie has been able to create a whole bunch of images over the past 12-15 months.


For me, when it comes to planning the video, I use a service called Miro, which is a good planning software and collaboration software. 


It has a mind map feature, which allows me to actually plan the videos. 

Miro Mindmap

The mind map you see above was used to make the blog post you’re currently reading. And you’ll notice that this blog post reflects the talking points in the mind map.


Now, how do you actually go about doing this for yourself? 

It’s primarily based on creating a system that works for you. From there, finding somebody who is reliable to actually work with that system. 

At the start of the blog post, I talked about determining what platforms you want to be active on, which is the first step. 

From there, it’s figuring out the type of content that suits the platform you’ve chosen. And when you know that, you can go about creating the big piece of content which sits on your main website. And then you can create the micro-content based on the context of the platform that you are going to be active on to drive people to your main piece of content. 

To create that piece of content, figure out what your strengths are and start from there. If you’re a writer, you just sit down and write. 

For me, who’s not a writer, it helps to plan the video, record the video and then strip the audio, and finally put that into our transcription service so that Gabbie can then create the blog post from the transcript. 

And because I’m working with video, it gives me a high leverage asset, which I can turn into further different types of content other than just the blog post. 

When it comes to figuring this stuff out, doing it for yourself, and handing it off, I would suggest figuring out your system first and putting that system in place before finding somebody else to manage it for you. 

Once you find someone to manage that for you, you need to have clear instructions on the platform that you’re going to be active on, especially how you want your personality to come across. 

Most people make the mistake of their content being void of personality and their stories. 

And that is how I was able to hand off my social media management to my team and not have it sound like an alien wrote it.

If this explanation has helped and you want to talk to me about helping you come up with a system for managing your social media so that you can hand it off, you may contact me here. I’d love to chat and see how I can help you get this system built in your business. That way, you can focus on growing your business instead of wasting time on social media like most business owners do today.

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How to Find and Hire Reliable Virtual Team Members

As your business grows, so does the need to find more people. You can’t always be wearing different hats. Eventually, you will need to step into the shoes of the CEO instead of trying to do everything in the business. There will come a time when you will need to hire virtual team members to grow your team.

You will need to find trustworthy people who can “replace” you in the business.

I’m doing air quotes because as a business owner, you will never be truly replaceable in your business. What you do is you move up a level from being the person that’s doing to being the person that is managing the doing and then move up another level to manage the managers and on it goes to the C-suite Level.

I used to believe that I could do everything myself in the business (sometimes I still do). But after trial and error, I realised the importance of team members and STRONG documented processes. You can read all about my experiences  in managing own virtual team here.

You can't do everything yourself, Tega

What to Expect

In this blog post, I will be talking through the process of how you can find and hire reliable virtual team members for your business. You will be shown how this process works and the results you can get from it. And hopefully at the end of this blog post, you will be motivated to actually go out and give this process a try. 

Let’s go over what we’ll be covering today:

  • Some Common Hiring Mistakes
  • The Process
    • Building the funnel
    • Identifying your WHO
    • Identifying the WHAT
    • Creating the job post
    • Creating basic automations
    • Conducting Phase 1 & 2 tests
    • Conducting interviews
    • Making the job offer

As we go through this, you’ll notice that I don’t really I don’t use the term virtual assistants. In my experience, that term has been generalised too much. I see people who are not traditional virtual assistants call themselves virtual assistants and end up devaluing how the market views them.

And on the flip side, you see people that are actually virtual assistants. But because everybody else calls themselves a virtual assistant, they have this somewhat price war going on where they raise their fees to match specialists. 

I have been able to build a couple of businesses through the process I am writing about now, and I will talk about the businesses later on.

One of these businesses is a podcast management company. 

I was able to find a podcast editor to edit the podcast audio, and a writer to create the show notes. I also have someone on my team who just makes sure that the podcast is loaded according to the SOPs that we have in place. 

Once we get a client onboarded, my team then gets to work based on the systems and processes we have put in place. This gives me peace of mind and the freedom to work on more important aspects of the business. Such as finding more clients. 

At the height of that businesses’ success, it was making approx $2,000 a month, and my involvement was minimal. This is LARGELY thanks to the team we have in place. 

And by following this process, you too will be able to hire reliable virtual team members to achieve similar or BETTER results for yourself. 


As business owners, our time is limited and precious. 

Time is of the essence

Outsourcing allows you to buy back your time by hiring help to do the work for you. You may think that outsourcing is too expensive, but it’s actually very affordable because the price of labor is cheap IF you know where to look. 

As a business owner, there’s no reason why you should be spending your time doing things that you don’t want to do. Especially when you can find somebody else who can complete the tasks better and most times quicker than you. 

You can then use that saved time to do the things that you’re good at, that you enjoy or GROW the business.

Before you take the first step into hiring your first virtual team member, you need to be wary of some of the common mistakes other people are making.

Common Mistakes I See People Making

By sharing these mistakes with you, I hope you will learn what NOT to do whenever you go out to the different websites or job forums to hire your first virtual team member.

Here are some of the common mistakes I see people make

  1. Looking for “unicorns”
  2. Hiring contractors or freelancers
  3. Hire the wrong person/people
  4. Not accounting for the experience gap and/or skill gap
  5. Inflated wage expectations without the skills to command those wages

Let’s go in depth with each of these mistakes…

Looking for “Unicorns”

This is one of the biggest mistakes I see people make. 

What is a “unicorn”?

A “unicorn” is this idea in a business owner’s mind of someone who can do EVERYTHING the business owner does. They believe that when they find that person, life will be perfect. That person will be able to do everything in their business, and then they can stop doing those things.

I’ve made that mistake myself. 

As long as you have the chance to delegate work, people will continue to make this mistake if they are aware that finding a unicorn isn’t the best way to go. This is because people don’t really think about the bigger picture of what they’re trying to achieve.

And even if you do find a unicorn, you simply can’t pass on everything to them while you go rest on a beach somewhere without a care in the world. Chances are you will come back to no business because everything will go haywire, or your unicorn will take your clients/customers and start their own business!

Hiring Contractors or Freelancers

Don’t get me wrong. There is nothing wrong with hiring contractors or freelancers. 

But the problem for small business owners hiring contractors or freelancers is akin to something that my American football coach told me whenever I started playing football…

No matter how big you think you are, there’s always going to be somebody else out there who is bigger, faster and stronger than you.

I found that that is true for business as well. 

There are so many different business sizes and there are many people with different experience levels. This means that no matter the success you have, there’s always going to be somebody out there who’s bigger, faster, and more agile than you. 

That is relevant because I consider myself a “small fish.” So when it comes to contractors and freelancers who decide to work with me, they may start working really well and delivering things really quickly at the start. 

But as time goes on, and as they realise that working with me is going to be a little bit of a slow burner, they start looking for other clients…

Clients that are bigger, faster, and more agile than me. Clients who can pay them more money for the same amount of work that they’re doing for me. Because of that, what happens is I slide down the priority list.


So stuff that usually takes them an hour or two to deliver starts taking three or four hours and sometimes a day. In the worst cases, a week or two.

Hiring the Wrong Person/People

As a business owner, you have your own way of working and communicating. There will be certain people that will not abide by your way of working and communicating.

An example of this is if your business requires you to hire somebody that is a fast mover, but also pays attention to detail. But you hire somebody who’s a fast mover, but doesn’t pay attention to detail. I bet you that relationship isn’t going to last long. 

That is because as the business owner, you’re not going to have the trust required to give them a task while you go away and do something else. Your experience is telling you that this person doesn’t really pay attention to detail.

Because I’m a slight control freak, every time I give my virtual team members a task, I have to go back and almost micromanage and just look through everything they’re doing to make sure they’re doing things my way.

But thankfully, because I hired the right virtual team members, I always have peace of mind whenever I delegate.

Not Accounting For The Experience Gap And/Or Skill Gap

What people generally do when hiring someone is they look for somebody who knows how to do the thing that they’re hiring to do. But they’re not looking at it in the context of their business and how they do things. 

When I first tried to hire an audio editor for my podcast agency, I ran into issues. The way he edited was not the way that I wanted. Yes, he had the experience, but he wasn’t willing to learn how to do it the way I wanted to do it. Even though I feel like my way was better for my business.

He felt that because I was hiring him as the person to edit the audio, he could dictate to me the way it should be done. 

That’s what I mean by experience gap.

The skill gap happens when you choose to hire somebody who is at the start of their journey and you do not have proper documentation or proper systems in place yet. 

Because this person has this thing called unconscious competence, they don’t know what they don’t know. And if you don’t fill this gap through proper systems and documentation, then you will constantly have to give direction and put more effort to guide them into doing something right. 

Inflated Wage Expectations

The last mistake is more from the side of the virtual team members, which I know you guys can’t see. 

Because everyone calls themselves “virtual assistants” these days, they’re coming to the table with inflated expectations of what you are going to pay them. And in some cases, they don’t even have the skills to match the wages that they’re asking for. 

They see what other people are charging in the market, copy them, without taking into account their lack of experience. 

As a result, they end up getting discouraged when they don’t find anyone who wants to hire them because of their asking price. 

Now that we’ve covered these mistakes, let’s talk about what the right way is to hiring virtual team members.

How To Hire Your Virtual Team Member

Hiring virtual team members doesn’t have to be complicated or intimidating. In the next few sections, I will be going over our “Who First Method” in detail to give you a clear understanding of the principles we use when it comes to finding reliable and trustworthy people to help you in your business. 

Build Your “Hiring Funnel”

This step involves setting up a process for people to go through. 

Just like digital marketing and Facebook ads, you want as many eyeballs as you can on the front end. And then you want the right message to speak to the right people which gets them moving through the funnel.

Here is how the hiring funnel works:

  1. Get as many people to see your job post/offer (front end)
  2. Get the right WHO to go down the funnel
  3. Let candidates go through Phase 1 and 2 tests
  4. Filter the prospects after each test
  5. Invite candidate for interview
  6. Make the job offer
  7. Onboard the new team member

Hiring Funnel

Let’s walk through  each of the steps of the funnel in detail.

Start with WHO

The first step that I recommend to people is to figure out the WHO.

When you create ads for a campaign, you need to figure out who your avatar is. Similarly,when you want to find your ideal virtual team member, you also need to define your avatar aka the WHO.

The WHO is important because you’re going to be working with this person and you want to make sure that you have great synergy. Your personalities should be able to work together rather than clash.

Your WHO is going to be different from my WHO and everybody else’s Who. But generally, whenever it comes to choosing the WHO, you should focus on the personality types that you enjoy working with.

Your ideal virtual team member avatar should be someone you will get on with best. 

When I hired my first virtual team member to edit audio for my podcast, there was a personality clash. He wasn’t open minded enough to try out what I was suggesting, which created a friction point. 

Every time I asked him to do something, I was unhappy, because he wasn’t doing it the way that I wanted it to be done. 

It probably had to do with the control freak in me. But I strongly believe that because I spent the time creating these processes and systems, they should lead to an almost predictable outcome. If there’s another variable in there that hasn’t been accounted for, that’s just more headache than I want or need in my business.

A key reason why I’m putting an emphasis on the WHO is because I believe skills are trainable (not EVERY skill though, as you will see later on).

For example, the very first person I hired successfully had no idea what digital marketing was. 

After six months of working with me, that person was able to set up and manage podcasts, conduct the required research, create basic Facebook ads, and  even build a basic WordPress website from a template. 

This is hiring somebody that had absolutely no idea how to do any of those things. The reason that worked is because the focus during the hiring process was the WHO as opposed to what skill they can bring to the table.

Why can I say skills are trainable? Go to Udemy or Lynda. Any skill that you want to train somebody on, you can buy a course that shows them how to do it. The more technical the skill is, the more courses there are out there that you can put people through to get them that skill.

Figure Out the WHAT

Once you figure out the WHO, you need to know the WHAT.

Figure the Who and What

This is a bit easier than the previous step. WHAT is simply what they are going to be doing for you. This can include tasks like podcast editing, video editing, show notes, video, transcription to blog, post content writer, etc. 

Just like the WHO, the WHAT will depend on your business as well.

The only advice that I can offer here is once you know your WHO, spend some time deciding what you want them to focus on during the first month. 

The reason I’m saying for the first month is that it will give you and your team member 30 days to figure out the things that they want and don’t want to do in your business. 

It will also give you 30 days to put systems and documentations and processes in place if they aren’t established yet. That way, you can fully delegate the WHAT to this person, doing that removes you from the doing of that thing. 

As a result, you move up to the next level, which is going to be managing the doing of the thing because that is a completely different headspace to maintain as a business owner.

I did say earlier that the WHO is more important than the skills, but there are cases where skills are also important. 

For example, if I’m going to look for a graphic designer, I need to make sure that they have good graphic design skills and match my WHO

I know that kind of contradicts what I said earlier that skills are trainable. The caveat when hiring someone with no experience is that if you do not have those skills yourself, you’re not going to be a good judge of the work that they produce. 

Using myself as an example…

Where I’ve struggled the most is when I’m trying to hire people to do things that I don’t understand how to do. When I tried to hire a graphic designer two or three times, the results have not been as encouraging as I would like. 

And that is down to the fact that my idea of graphic design is very, very basic. 

That becomes a problem when I’m working with a graphic designer, because I cannot eloquently communicate what I need them to do. So even if I hire the best graphic designer in the world, if I can’t communicate what I want, then they’re never going to be able to produce what I want.

It’s because I don’t know how to communicate what’s missing and what I specifically want. 

So that’s why WHAT is important in certain cases, because at the end of the day, the idea here is to get this person involved in the business doing the things that you don’t want to do. That way, you can focus on the higher leverage tasks.

Create a Job Post

Once you have figured out your WHO and WHAT, you will need to create a job post. 

As you create your job posts, you want to make sure you call out your WHO. You must be clear about your WHAT as well. That way, you increase the chances of attracting the right WHO to go down your hiring funnel. 

The website I use to find people is onlinejobs.ph. This is a job board website for people in the Philippines. 

I personally like the Philippines because for some weird reason I just get on with Filipinos. They operate mostly on American time so there’s not that much of a gap in terms of when they’re working and when I’m asleep. I’ve had experience with different nationalities, and I’ve had the best working relationships with Filipinos.

But take note that this entire process is not “country specific.” So if you want to hire other nationalities, feel free to. The reason this system works is because it’s process-based. 

So you can take it and run it in whichever country or platform you want to hire your team member from.

In terms of your headline or job title, check out these examples below. 



If you were to put yourself in the shoes of someone looking for a job, which one would you be more likely to apply to? 

Option 2 right?

Talking about funnels and digital marketing, headlines that highlight benefits are attractive. Just like the second job title, it is more detailed and includes benefits, which is more likely to catch the attention of your applicants.

And what I found is that having the benefits in the “headline” gets people’s attention. It gets them to actually look through things properly because of the benefits that they’re likely to get.

Establish Basic Automation

I create basic automation through canned responses in Gmail. So if they follow instructions, they move on to the next phase. If they don’t follow instructions, you pay them no attention. 

If they can’t follow simple instructions, which is the very first hurdle, the chances of them making a good team member is slim to none based on my experience.

One example of automation is asking them to use the subject “Rockstar Executive” when emailing their application. These 2 words are the trigger for the automation that move them to the next step. If they don’t use these words, they don’t go to the next step. 

Phase 1 Test

Those who passed the first hurdle are then given a test. 

This test is really just for me to figure out their “basic working infrastructure.” I ask them about their internet speed, which includes the download and upload speed, and also typing speed. I also like to throw in a fake fictional customer support query, just to see how they handle that.

I do all of these tests in Google Forms. 

These tests do not have to be something done for your business if it is not required or relevant. You can also tailor it based on your business needs. 

Filter Prospects

Once enough responses have come back from phase 1, I then filter all the responses based on the criteria that I’m looking for. 

Filter Prospects

To give you an example, for a general assistant, I like them to have a minimum of 1 megabyte download speed and 1 megabyte upload speed. For typing speed, a  minimum of 33 words per minute. And if they meet those two, the final deciding factor is whether I like their answer to the fictional customer support ticket.

For those that don’t meet the criteria, just to be a nice human being, I send them an unsuccessful application email. I remember the days when I was searching for a job, and didn’t like it when I never heard back. 

Businesses use this story of “if you don’t hear back from us, it’s because we’re overwhelmed with applications.” The internet gives us the tools we can use to automate most of these things and if you get that right, you can send a super simple message saying “thank you for replying and I appreciate you taking the time. But on this occasion, you’ve been unsuccessful.”

And that’s what happens when people don’t meet the criteria.

Phase 2 Test

For the people that go on to phase 2, this is where we do a bit of a deeper test on the WHAT.

Where phase 1 is getting them to prove they are who we’re looking for, phase 2 is then getting them to display that they have some idea of the skills that we need.

You don’t want the test to be too hard, but it should be challenging enough that they get a mental workout to prove they have the skills you are looking for.

If it is someone who you are going to train, then this phase tests resourcefulness as opposed to testing for the skill.

Filter Prospects

Just like the filtering after phase 1, we have the filtering after phase 2 as well. 

Depending on the number of applicants who pass phase 2, you can choose for the top 5. I generally pick the top 5 or 7 as a rule of thumb. This depends on how confident I am with the candidates. 

There may be some people who don’t meet my criteria for phase 2 after filtering but because they’ve shown some kind of promise, I invite them for the interview to chat with them and see how they are as a person. 

And because the WHO is more important than the WHAT, some of them will meet my standards after the interview. 


The reason why I only limited the candidates to the top 5-7 is because you don’t want to take up too much of your time interviewing a lot of people. From my experience, interviews take roughly 60 minutes. So the more people you invite for interviews, the more time it will take and the more strain it will cause on your workload.

Interviewing candidates

There are specific questions that you need to ask to get this candidate to prove that they are the WHO that you’re looking for. I personally ask more open-ended questions because I’d prefer that they do most of the talking. Some of these questions include: 

  1. Do you currently work?
  2. How much money are you looking to make?
  3. If the internet goes out, what are your other options?
  4. When would you be available to start work?

Feel free to include these questions in your interviews as well if they are relevant to you.

Make the Job Offer

Once you decide who you like the most out of the people you interviewed, it’s time to make a job offer.

This job offer acts as the contract because it states all of the arrangements that we have agreed upon, including rate and working hours

If they accept the job offer, you onboard them as a new team member. 

If the job offer is not accepted, negotiate to find out if you and the candidate can come to an agreement. If not, then you can choose to go to the 2nd best candidate or go back to the start.

The latter option is almost like snakes and ladders. But the beauty of going back to the start is that you will already have established your funnel. So all you need to do is do any necessary minor tweaking and run the funnel again. 

And just like phase 1 and 2, don’t forget to let those who didn’t make it know their status. 

Time To Get To Work

And that is how you find and hire reliable virtual team members. 

The funnel basically moves people through each phase. You get them to prove they are who you’re looking for and that they have the skill that you need.

Don’t get intimidated if everything seems too complicated based on my explanations. I just have more experience doing it, that is why I am able to explain everything in more detail.

If it’s your first time, you don’t need to make things complicated in order to find the right virtual team member immediately. The importance of going through this process is actually experiencing doing it yourself.

Trust in the process and have the confidence that the person you find at the end of it is going to be the right WHO that you’re looking for. 

And if they are the right WHO, you’re not going to find yourself 3 to 6 months later trying to recruit somebody else, because that first person didn’t work out. 

The person that you hire is going to be in it for the long haul because the both of you work well together and will be able to form a great bond.

Congratulations for making it all the way to the end! I wish you all the best on your journey. 

Open post

Replace Yourself: How To Find Great Virtual Team Members

Occasionally, you watch a film, hear a song, or in my case, read a book that changes how you see things. In my case, one book led me to the other and what I got from these 2 books became a part of my OS when I think about business, success, and how to find great virtual team members.

Those 2 books were the 4 Hour work week and Rich Dad, Poor Dad. Yes, I am aware there was some controversy around both of those books, but it doesn’t change the impact they have had on my thinking since reading them.

One of the ideas from Rich Dad, Poor Dad that stuck with me is the idea of the cashflow quadrant.


Cashflow Quadrant

It laid out in my mind a framework to shoot for, if you were building a business to secure financial freedom. Looking at the image above, I could see and prescribe why someone was stuck depending on what they are/were trying to build and then come up with a suggestion for something they can do to move past being stuck.  

In this article, I want to tell you how to make the move from being “self-employed” to being a “business owner”. The premise is simple: hire people to work with you in your business, so that things can continue to function even in your absence. The implementation is anything but simple.  

What I want to do with this article is to offer guidance on “How to find reliable people, and how to hire them, without pulling your hair out or getting bogged down with admin.”  

So without further ado, let’s get to it. 


You FINALLY make the decision to invest in a virtual team member to help you grow and scale your business. 

You get so pumped up and quickly create a simple job post and post it in one of those popular job sites like Upwork or Fiverr. 

Then the issues begin, before you have a chance to say “I’m Hiring”, you have 150 responses of people interested in the job with 136 of not qualified and haven’t read the job post, you know this because if they had, they’d know they were not qualified to apply for the Job. 

You can’t get through the emails fast enough, and more keep coming in. At this point you start thinking “I’ll probably have to hire someone JUST to go through all these emails” between looking through emails and making sure that your business continues to run, most people would simply stop the process and go back to doing things the way they know how to do. 

The process of hiring team members can and does get overwhelming and it eats up a lot of time, and that is just the hiring process. You are yet to consider training this new hire, getting them integrated into the business, and accounting for the learning curve in all of that. 

Then there are the consequences of hiring the wrong person, worst case scenario is that you end up with a liability because you are carrying dead weight and you are doing the workload of two people because you thought you were hiring a superstar who turned out to be a dud.  

Best case scenario, you end up firing the person after 7 days, which leaves you again stuck doing the work of 2 people. 

The Old Way of Hiring

This cycle is going to go on and on and on unless you change your approach and adjust the way you are going about the task at hand. 

The approach you should adopt is one that puts a system or process in place, that from the outset filters and separates the good candidates from the unqualified candidates. This means that if you CHOOSE, to look through the responses, you are looking through the people who ideally you could hire with little to no stress. 

The process I will be walking you through today came about because, the scenario I described above was one I went through when I was trying to hire reliable virtual team members. 

I have experienced sitting down and filtering through unqualified applicant after unqualified applicant. I have endured the Job post email avalanche; I have also ended having to do the work of 2 people because I hired the wrong person. 

After a bunch of trial-and-error along with money invested, I was able to devise a process/system that not only delivered great candidates, it also removed unqualified candidates AND eliminated problems like the email avalanche.  

The process was borne from my own struggles and has significantly helped me when I accidentally started my own podcast management agency and other ventures.  I am sure it can be useful for you too.


Through this process, you will be able to avoid the frustrations of having hundreds of potentials to look through. 

 You do not want the entire hiring process to take so much of your time away from the business that you should have been focusing on in the first place. 

 Without having a system in place, all your effort could be wasted, and you might end up facing a bunch of other problems you did not have in the first place such as:  

  • Hiring the wrong type of team member because they are slow to deliver work leaving no time or room for amendments 
  • Flaky people that start out strong and then fade into some obscure place on the internet never to be seen or heard from again aka Ghosting 
  • Communication issues brought on by a gap in experience from BOTH yourself and the hire 
  • Inflated wage expectations without the skills to command those wages 
  • Language and culture barriers 

I will show you how you can avoid all these problems by taking on a more methodological approach to hiring. 

Not only do you want to keep the process quick and effective, but you want to make sure you find the right person that fits with your idea of the role they are going to play in your business. 

At this point, you are probably thinking, “Wait, I want my life to be easier! I want my recruit to do ALL the work so I can just chill!” 

I am not saying that you can’t eventually “chill” while someone does the work for you, but I am saying that in the first stages, you need to be there to guide this person. 

Let me elaborate…  


Surely, If I am hiring someone, they are going to be replacing me. I.e The are going to be doing the things I don’t want to do in the business? 

Well Yes AND No. 

When you are hiring someone, the last thing you want to do is abdicate your responsibility, by that I mean giving them what to do and making them responsible for doing it. You want to delegate the tasks but retain the responsibility and hold them accountable making sure that work is done to a high standard and delivered on time. 

You want the transition, from having that person assist you to eventually replacing you, to be done gradually. The idea is to start the ball rolling to remove yourself from your business, so the business is running I would say 80/20 without you.  

This means 80% is mostly with you and 20% is the management time that you would need to put in to check on the output of your team member. 

If you really think that you can instantly pass on 100% of the business to your recruit while you go lie on a beach somewhere, you are going to come back to no business. When you bring someone on to assist you, you learn about that person’s work ethics, skills, strengths, weaknesses, and what motivates and does not motivate him or her. 

So, when the time comes that this person is now experienced enough to replace you, you not only know if they are going to be up to the task, but you know if that is something that they want to do because they have been with you for a little while and you have gotten to know them. 

It makes no sense to hire someone to replace you if that person does not want to be in the driving seat. Therefore, the focus of this process is going to be on bringing in someone to assist in the meantime, but with the goal of having them replace you when the time is right. 

Before we delve into the framework, allow me to talk a bit about how I was able to find the right person for my team once I implemented the steps into my hiring process. 


My first success story using this framework is a dude called Mark.  

Mark is a very, very funny guy. He has a sense and attitude of fun. He does not take himself too seriously. He is a self-starter and a free thinker. 

But here is the catch. 

Mark had never done Digital Marketing before. Yet I chose to hire him anyway because I saw that he had initiative. 

He did not know what a squeeze page was when we started working together, but he put in the effort to familiarize himself with the role and responsibilities. So, for someone to take that responsibility on themselves to go and learn all that stuff just to not only make his life easier but make my life easier is a godsend. 

In fact, our connection grew so strong that I even had the chance to virtually meet his family over Skype! You learn that once you find the right person for your team, your connections go beyond work. 

My framework not only allowed me to hire Mark, but I now have a whole bunch of talented team members not only backing me, but in some instances taking charge of certain projects and tasks. 

I have benefitted from this process, and I know that you will too. 

So, If you are ready to delegate tasks, gain some time freedom so you can work more ON the business than IN the business carry on reading. 


The following is an overview on how to find GREAT virtual team members so you can (eventually) replace yourself in your business: 

The Hiring Process

It may seem detailed, but each of the steps are super simple. 

Let us get down to each of the steps in further detail below. 


Knowing WHO You Want 

The entire process fundamentally starts with you figuring out WHO you want to hire.  

What I mean by this is that you want to know what type of characteristics you want this person to have. Do not focus on the desired skills first. The skills for the most part are all trainable. 

You can train up someone to be proficient in the skills you need unless you are looking for someone who is a specialist in something you can’t do, like a graphic designer for example. Excluding specialized or niche skills, the rest are trainable.   

Do you want a jack of all trades who can do a lot of stuff to an intermediate or advanced level? 

Do you want someone who is a specialist? 

Do you want someone who is going to be a manager and have a team of their own?  

The list goes on and on and on.  

You must figure out WHO is right for you wherever you are in your business because how you will implement the entire framework will depend on this. Once you know the profile of WHO you want in the business, you need to know the WHAT.  

Defining their WHAT in Your Business  

The WHAT comes after you have decided on the WHO.  

The WHAT has the following elements: 

  • WHAT this prospective team member will be doing for you in your business. 
  • WHAT are the trainings you need to provide to get them proficient at the tasks they must carry out for you? 

In a bird’s eye view, after finding the WHO, the WHAT helps you figure out what training that person needs and how to get them up to speed. This is especially relevant if business is growing and you find yourself snowed under with tasks and jobs to be done. 

By finding your WHO, you will be able to decide how much training this person needs and what their capabilities are. 

You can then tailor your job post to attract the right WHO to your business.

Creating the Job Post  

Think of the job post as an advertisement and you are the marketer. When you interact with a marketer, they are trying to sell you something. A good marketer will sell you what you need, disguised as what you want.  

So, from a recruitment perspective, your job post sells the job role to the prospects. 

We honestly do not know what exactly your prospects want, but you can bet your bottom dollar they need a job. 

Remember that the job post is the first contact our prospect will have with you, so you need to make a good first impression to increase the likelihood of converting job seekers to applicants. 

By weaving direct response copy principles, you will be able to have an attractive “sales page” aka your job post. And just like any effective sales page, your job post must be benefit heavy, have qualifying statements, and calls to actions. 

You are not the only person looking for someone to hire, so making your job post intriguing will allow you to stand out in a sea of job post. 

So how DO you make your job post standout? It is not as difficult as it seems… 

You simply need to look at what everyone else is doing and do the complete opposite!  

Let me show you an example: 

Putting yourself in the shoes of someone looking for a job, which of the following job posts are you more likely to click on? #1 or #2? 


Job Post 1


Job Post 2

Did you say #1? 


Did you say #2? 

I would hope you said #2! 

If we are going to play the comparison game, there are several reasons why #2 stands out.  

Remember that the job posting title is like your headline. The headline is what will catch and hold people’s attention, and a good headline will get them interested wanting to know more about the job, which leads to a click. 

The second example shows how I craft my job titles which are specific and benefit heavy. You do not want to sound lazy and that you are not putting much of an effort by crafting your job post titles like the first one. 

That is just one example of using direct response principles within your job post. 

You then need to create some tests as the next step before posting the job post. 

Creating Phase 1 & 2 Tests 

The reason we need to give tests to these applicants is to filter out any tire-kickers and only attract those that are serious and likely to stay with you for the long term. 

These two tests have different purposes. 

Phase 1 is used to test for basic understanding of computers and personal skills. I also use this chance to see how good the internet connection of the applicant is. 

Finally, I have the applicant draft an email response to a fictitious customer service issue so I can see how they handle it with no prior briefing from me. 

The test for phase 2 allows me to check their research skills and how they handle other tasks which will be similar to what they will be doing as part of their job. 

My tests are primarily designed to have my ideal WHO separate themselves from the pack.  

Let us say I have decided that my WHO needs to be someone who pays attention to detail, and an applicant claims to have this quality, but they do not actually follow the instructions as directed in the job post, then I know that applicant does not fit the bill. 

And once you have these tests in place, you then need to figure out a way to further filter the applicants efficiently through automation. 

Setting Up the Canned Responses

The way this works is at the end of the job post is a call to action in the form of an invitation for people to email you their CV with a specific subject line. If you do an excellent job at making the job post attractive, you are likely to get inundated with emails and CV’s from prospective team members.  

The most emails I have had running this process is over 300. 

Not only do you have to go through these emails one by one, but you also need to do further weeding out after that. 

Setting up Canned Responses


After email deluge hell, someone told me to use canned responses to filter out the suitable from the not suitable applicants, and thus the canned response situation was birthed. 

So, I setup a process that when someone reads the job post and sends an email, it goes to the email address I specify in the job post, and they will receive the next round of tests. If they have not followed instructions, they hit a virtual dead end.  

Automating this process will save you loads of time and headaches. 

And now that you have all the things you need to start posting, it is time to get the word out and find your new team member. 

Which Platform Works Best for Me

The job post site I use is Onlinejobs.ph. 

Throughout this article, you may notice that I will mention this platform several times and that my examples will be based on my experiences there. The reason I use Onlinejobs.ph is because this is a job site especially for freelancers that live in the Philippines. 


Throughout the trial and error period, whenever I was trying to figure out this process and find someone, I hired people from all over India, former Eastern European, and even America. 

Over the years that I have been doing this, I have found that I get on better with Filipinos because the culture fit to me seems to be better than most. My personality type, for some reason, seems to gel with them. They also seem to respond very well to my style. 

Mark is also a Filipino. 

Now I am not saying that the process below will not work on other job sites. I have had people use Upwork, Freelancer and other sites with some minor tweaks and report back saying the process worked for them.  

The process is platform/job site agnostic. 

Posting the Job Post 

This is self-explanatory and will depend on the job site you decide to use to find your virtual team member. And once you post the job, the machine that you have put together should now carry the bulk of the load. 

What will be left for you to do is to screen the applicants, send rejection/unsuccessful application emails, interview prospects and hire someone. 


Creating the Interview Booking link 

In continuation to the automation of the more menial tasks in the process, I create a booking link for the candidates who pass Phase 2 of the testing, and make it to the interview stage, this circumvents the need to play email tennis with a prospective new team member, as you both try to figure out what days you are both free. 

Personally, I use a scheduling tool to generate this link. There are a bunch of tools like this on the internet and they are relatively easy to use and setup. 

Here is how I setup my Calendly: 

  1. Go to Calendly.com and create your account 
  2. Once you have successfully logged in, click +New Event Type on the homepage 
  3. Choose the One-on-One Event option 
  4. Fill in all the event details. For the duration, I usually set it at 60 minutes.  
  5. Be sure to set the Date Range so that you can indicate the days when you are free 
  6. After completing all the details, you will be provided with a Calendly link that you can send to the applicants 
  7. Any dates that have already been chosen will be blocked off to avoid any double bookings 

Now depending on the final number of candidates I am inviting for the interview; I usually free up 2 days and those 2 days are the ONLY days free on the calendar for candidates to book a time for their interview. 

This is beneficial because, as I previously mentioned, it saves both myself and the candidate from email tennis of “When are you available for an interview?”. In addition, it allows me to set the times and that can be a filtering mechanism that further vets the candidates and their suitability for the role they are applying for. 

Once you have your link set, you want to send it to candidates who you are inviting for an interview. 

Before going ahead with the interviews, I make sure to turn off the job post on Onlinejobs.ph so that no one new goes through the process again. If the interviews are unsuccessful and I don’t find someone during the interviews, I can always turn it back on. 

Interviewing the Candidates 

Contrary to the usual video call interviews, I prefer to do mine over Skype chat. 

Interviewing candidates

Now do take note that there is absolutely nothing wrong with carrying out the interview via video. If you think this will be of better fit in your hiring process, feel free to conduct video interviews instead. 

I personally prefer chat interviews because I found that in my experience with OnlineJobs.ph, the people I was interviewing were a little closed off during video calls, most Filipinos tend to be a little shy during your first few encounters with them. And because of their shyness, it is difficult for them to put their best foot forward. 

If you also consider the fact that they will be working virtually and the right candidate would be a self-starter, I will not need to have frequent communication with them so long as everything works out. 

The chat interviews have worked well for me all these years, so I stuck to it. 

When it comes to the interview structure itself, there are a few KEY questions that you want to ask. These questions go towards further confirming that you have the right WHO and assessing whether the two of you will work well together. 

Here are the questions: 

  1. Do you currently work?
  2. Tell me about your last job 
  3. What do you want to learn/do in this job? 
  4. Do you have your own computer and Internet access? If you have access, how fast is your connection? 
  5. If the internet goes out what are your other options? 
  6. Have you worked for foreign employers before? 
  7. Will you work from home or from an Internet café? 
  8. Where are you in the Philippines? 
  9. How much money are you looking to make? 
  10. Do you have a Paypal account? 
  11. What are your Long-term plans? 
  12. When would you be available to start work? 
  13. Do you have any questions for me?

This is not an exhaustive list of questions, but they should serve as a starting point to get you thinking along the right lines when creating your own questions. 

And once you have conducted all the test and interviews, it is time to assess who of the candidates make the cut. 

Assessing Your Candidate

This step should be straightforward because you have your WHO, and it is a case of seeing which ones fit the bill. 

Also, it is only proper decorum to send updates to those who did not make the cut and let them know that you chose to go with someone else. You want to make sure every applicant is updated. 

A Few More Things to Consider 

Now before you go and implement everything I have laid out; I just have a couple of other things you should consider when screening: 

  • You want prompt responses. The reason for this is that not only do fast responses prove that someone is a self-starter, but it also proves that they know what they are talking about. It also shows that they are indeed eager to get the role. 
  • Instilling a sense of urgency. You need to set deadlines because you have this process set up for people to go through, and you want to make sure that those who pass can continue to the next phase together. You do not want anyone to be left behind by due to late submissions. That way you can then set things up on the back end with the emails and everything that goes out can be scheduled properly.

And after this long but rewarding process of screening through a whole bunch of applicants, you can now focus on that one person you have hired. 


Welcoming Your New Team Member 

Congratulations! If you have followed the process; you should have your new talented and reliable team member!  

Welcoming your new team member

You have now taken the first step to getting your delegation shoes on and start the process of working more ON your business, than IN your business. Hopefully this process has gone some way to showing you that recruiting is not as difficult as you thought, provided you approach it with a process. 

Now that you have your new team member, you have to get them onboarded as smoothly as possible, check out this Complete Employee Onboarding guide from the good people at Sweet Process.  

Proper onboarding will go a long way to helping you build rapport and trust with your new team member. Once you hired the right virtual team member, you want to make sure that you manage this person well. 

And that is the process, that has allowed me to help business owners create room for growth in their business and to have the freedom to work ON their business and not IN their business. 


Here are a few key things that I have implemented with my team, and so far, we all have a harmonious relationship with each other, and I am aware of everything that happens in the business.  


At the end of every workday, I have my team member send me an EOD (end of day) email breaking down what they have worked on that day. 

The EOD email is quite simple, and I just ask them to briefly answer three questions: 

  1. What did you do today? 
  2. What problems did you run into today? 
  3. How can I make my processes better? 

Accountability daily report

Based on my experience with Filipinos like Mark, it was a little bit of a challenge to have them be honest with the last two questions.  

During the first six months, he would simply say “fine,” which I told him would not serve either of us. 

You need to reiterate to your team member that these questions are important in building better processes and procedures. These questions give them a sense of accountability in the business because it shows that you value their input. 

Consistent Communication 

Make sure that you are always in touch with your team member and are easy to reach, especially during the first few months when he/she is still learning the ropes. 

In terms of regular meetings, my team and I have a beginning and an end of week call.  

I have found that these calls allow me to get everything I am thinking out my head, and it allows the team to see the direction that I want to move in that week. It also gives them a chance to apply some forward thinking and share with me any ideas or issues. 

My team members and I also communicate via Slack for any other matters. 

Make sure to create a sense of openness with them so that they will not hesitate to bring up any matters with you. 

You Need to Be A Mentor, not a Boss  

Just like any unfamiliar environment, there is always an adjusting period. You need to dedicate time to train your new hire and give that person a clearer understanding of your business. 

They must know who your clients are, how you serve them, what you do, and what tools you are using before they can then fully step into the role. 

Where most people go wrong, and it is where I have gone wrong in the past is, I had the mentality of “Oh yeah, now have a VA. I can just give this task to that person and he or she is going to know what I need them to do.”  

That is abdication, and that is not good. Abdication is going to lead your business to ruin. 


That is the last thing that you want to happen, after all the effort you have put into finding the right team member. 

Therefore, you need to slowly immerse them into the business through letting them assist you first, then helping them improve their skills so that they can eventually replace you and you can focus on more important matters. 


You want to make sure that you are delegating and not abdicating. 

So, to recap… 

When you are ready to take the step to bring in outside help to grow your business, it is important that you start with WHO 

We start here because unless you want to bring in a specialist, bringing in the right kind of person is better than bringing on an “expert.” Focusing on the WHO allows us to bring in someone who would buy into the culture you are trying to build for your business and then learn the skills needed to fulfil their role. 

When you know the WHO, you then need to decide if this person is coming on to assist you or eventually replace you. Clearly defining the WHO allows you to figure out how you and your hire can help each other grow the business. 

You also want to automate the hiring process where it makes sense so that you do not find yourself in the position of needing to hire someone to help you hire someone. 

Remember, Delegation over Abdication. 

As the business owner, YOU handle your business, not your new virtual team member. 


The steps that I have outlined in this article allow you the room you need to start working more ON your business rather than being stuck IN the business. 

Once you can set all these systems in place, finding a great virtual team member is not going to be that much of a challenge anymore.  

You do not have to go through the entire process, running around like a headless chicken and hoping that you got it right this time, after sorting through hundreds of emails. But do not expect your problems to be fixed overnight. 

My experience using this process for myself and for others has shown me that nature abhors a vacuum. This means that if you are not disciplined when implementing this process, hiring someone will lead to some more stress for you. 

You really need to have everything planned and laid out before you hire someone. 

Rome was not built in a day so it would be unrealistic to expect you can build a business in a day or by hiring someone. It takes time, effort, and patience. 

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Find out how to make money online through the systems and processes I have implemented when starting my own Podcast Management Agency.

I Accidentally Started a Podcast Management Agency…

I help run and manage a community of aspiring and established entrepreneurs and business owners. This community is called Coffee with Dan (CWD). Due to my position, I get to see the myriad of questions people ask when it comes to starting, growing or scaling a business.

The more interesting questions I see are the ones where new members join up but they have no idea where or how to start.

I find these question interesting because, you get to see someone go through a process of finding an idea that they are excited by. You then see them take that from idea to something someone would happily pay for. At the same time, you get to learn that not all ideas are thought up equally and the chances of success are hampered further by lacklustre implementation.

So I want to put this post together to write about how I accidentally started a podcast management agency.

At the core of my happy accident, is what most if not all the guru's teach but we all sometimes miss for whatever reason. The core here being that to build a "successful" business, You need to help people solve a problem that they have.

In my opinion, that is where everyone should start, but for whatever reason, we want to start where we are most comfortable or where we can procrastinate the most. <<This is me drawing from my own experience and not calling anyone out.

Going back to the core...

Problem = Time strain on maintaining and growing a podcast
Solution = Let me handle it for you

What follows is as detailed an account as I can give on how the happy accident came to be and the steps I took to streamline and systemise my efforts. So if you have been thinking about starting a business for whatever reason, it is my hope that this article illuminates a path that you can walk to get where you are trying to get to and avoid some of the pitfalls along the way, because "ain't nobody got time for that"


You may be thinking, “What is podcast management and how does it relate to starting a business?

Read on to find out the answers to the question. In addition to that I would also politely suggest you read between the lines, I may be talking about podcast management, but the process can be applied to any topic. The things that we do as a podcast management agency, we can do for almost any other service that helps businesses or business owners.

The details may change but the foundation remains the same. We can switch out podcast management for social media management, or content repurposing, or video editing. Which ties back nicely to the core of good business. Help people solve their problem and they will pay you for that.

With all the preamble out of the way, Let me now tell you a (very short) story of how I accidentally started a podcast management agency. 


Once upon a time, many moons ago, I learned about outsourcing, in particular outsourcing overseas where your $/£/ Euro or Yen would go a lot further. Come to think of it, it was around the same time I read "The 4 Hour Work Week by Tim Ferriss" and I was intrigued by the idea of outsourcing and wanted to try it out. 

So, I go on an adventure and hire my first ever contractor...

Thanks to my naivete and lack of experience, my first foray into outsourcing was a complete shambles. It was SO BAD  that I thought as quickly as the outsourcing adventure started, that it was going to end as quickly.

After dusting myself off, and getting my wits back about me, I stepped back onto the plate determined to get to grips with outsourcing.

So with my renewed enthusiasm, I become a lot more process-driven about what I wanted to achieve, what problem I was going to solve and who I was going to solve that problem for. As fate would have it, the second time goes A LOT better than the first. After taking people through a process, I ended with someone who I believed would make an EXCELLENT contractor.

Lo and behold, just as I finished and found this person, my friend Adil was looking for someone to help him with managing his podcast. Turns out he wanted someone to help take some of the tasks required to manage and keep his podcast running, I make a proposal to him that if he was willing to go halves on the wages of my new contractor, and we'd manage it for him.

It was a win, win, win.

A win for Adil because he got a GREAT deal, and his podcast would be managed

A win for me because the cost of the contractor is now shared investment

A win for the contractor because there was always going to be work to do which meant stability for them. 

Adil shared with me that working on his podcast was taking too much of his time and that it was too difficult to focus on anything else. 

Funny story, at the time I made that deal/offer, I HAD NO IDEA how to manage a podcast. I knew how to edit audio but that was the bulk of my experiences. So I said Yes/made an offer when I didn't know how fully to deliver the service. 

Thankfully, everything worked out fine and here I am today, telling you the story of the happy accident and the inception of my podcast management agency. 

It was that simple! 


Now I do not want you to think that I was some sort of wizard and figured everything out on the get-go. 

When I just started out with the agency, I felt super lost because EVERYTHING was something new to me. 

Remember I didn't really have a game plan beforehand, because this idea sprung forth from impulse rather than months and months of meticulous planning. I had to learn new technology, learn a new language in the different hosting platforms, learn to upload on websites and basic on-page SEO, and a bunch of other aspects.  I felt overwhelmed and scared. 

I was fortunate enough to work with clients who helped and guided me along the way to make my agency what it is today.  

As I grew and got better, I found myself working with some really cool people who were doing great things in podcasting, a couple of them below: 

Unplugged by Adil Amarsi
The Laptop Empires Podcast
Hustle & Flowchart Podcast

I am writing this article in the hopes that you will be inspired to set up a similar venture for yourself. Which is why I say read between the lines. I mean if you want to start a podcast management agency of your own, then this article should be super useful in showing you what to do, however, if you have an idea for a “Side Hustle” the steps I have broken down here you can still get a lot from the article. 

Although I am in no way guaranteeing that your business will be successful, I hope I can help in my own way by imparting what I have learned through this process and journey. This business has been extremely rewarding for me because I have added value to so many people. 

I have done my best to be as detailed as possible, but I am sure there will be an instance or two where I maybe have not gone as deep for whatever reason, simply let me know in the comments and I’d be happy to update the article as those sections are brought to my attention. 

Are you ready to learn how to start a business from the ground up? 

Then let us continue… 


I believe everyone has heard of a podcast.  

But not everyone is aware of the magic (and hard work) that happens behind the scenes from producing to launching the podcast.  

Now some podcasters are a one-man-show, and I salute them.  

But most of these individuals, who are thought leaders in their industry, have A LOT of demand on their time.  Most of them are busy managing their businesses and so do not have the time freedom to handle all the nitty-gritty details for managing and maintaining a podcast from recording to editing to launching episodes then promoting those episodes. 

This is where podcast management agencies come in.  

If you are currently working with coaches or experts in their field, then creating a podcast management agency can be a great little business hustle to get into.

You do not have to be an expert in podcasts or have a podcast yourself to be able to start this business. As long as you put in the effort to research and learn about the industry, anyone can start their own podcast management agency.


If you decided to scan through this article like any normal human being, you might be concerned with the length of this article and start thinking that this process is just too complicated for a side hustle. 

Do not worry. 

It is only long because I wanted to make sure I am as detailed as possible. 

Here is just a quick run through of the process from starting the agency to managing it so you can see how simple the steps really are: 

  • Step 1: Starting the Business 
    • Finding clients 
    • To Niche or Not to Niche 
    • What Should I Offer? 
    • How Much Should I Charge? 
  • Step 2: Launching the Business 
  • Step 3: Managing the Business 
    • Tips on Client Management? 
    • Finding the Right Members for Your Team 
    • Tools to Help Manage the Business

After reading this article, I hope you will have a better understanding of the behind the scenes so that:  

  • You will know what this process looks like in full. This includes everything from starting the business all the way to managing your own team and clients. 
  • You will have another “string to your bow” and sell this as an extra service to your current clients and monetize from it. 
  • You will have a new side hustle that you can leverage on to increase your profits

Sounds good? Okay, on to the process we go. 



Finding Clients 

You probably might be asking “Tegs, finding clients already? But I don’t even have the business yet!”  

Do not worry my friend, we are taking things one step at a time.

The reason why finding your potential clients at the start is vital is because you need to know what is commonly sought out in the podcast industry.  That way, you will know how to structure your packages and services, and everything else will follow from there. 

As I said earlier, if you already have clients you are currently working with, then great! You can start with them and leverage from there. 

Personally, I focused on my existing network in my social media accounts. Luckily, I have friends who are podcasters and so I reached out to them and ask if they needed any help.  

It was natural that some of them declined my offer, but for those who said yes, I worked hard to provide the best service to them and prove myself. This helped build trust, which allowed me to get more referrals from them.  

This referral scheme was so effective in creating a snowball effect and growing my client base further.   

In short, it is all about leverage. 

I understand that other people may not have friends who are in the podcast industry. If you are one of those people, worry not.  If you do not have the network, the general way to find clients is to go on websites or directories that have podcast creators.  

A good example is Apple Podcasts. As being one of the most well-known platforms for podcasts, Apple Podcasts is the go-to for many content creators to have their podcasts published. You can actually find many of your potential clients here and the great thing about it is that you can contact them as well.

Let me show you how:

  1. In Apple Podcasts, have a good look at the podcasts and which ones catch your eye. Feel free to checkout the New & Noteworthy section to find those that are up to date and trending.

2. When you open one of the podcasts, you will be redirected to their main profile page. At the bottom left section, you will find a link to their website.

3. All websites are going to look different, but most, if not all of them, have a contact page where you can access their contact information from.

Take note that some podcasters do not have their own websites, but rather link their social media pages instead, where you can also contact them from.

It is a little bit of a long play and requires manual labor from your end, but the people you will get out of this effort will be guaranteed individuals who need your service. And once you are done with your research, you may notice that the categories or topics are endless. 

The question now is whether you want to focus on just one topic or have a more generalist approach. 

To Niche or Not to Niche… 

Deciding whether to focus on clients from a certain industry or niche is completely up to personal preference.  

If you are going to do the work yourself, I suggest working with podcasters who talk about topics that you are passionate about and interest you. This is because if you manage podcasts that you are not passionate about, you will eventually lose interest, and the work follows ends up feeling like a chore.  

The last thing you want to happen is that you get bored with managing your client’s podcasts! 

But then again, if you have an established team made up of skilled individuals who can do most of the work, I do not see any reason why you can’t branch out to multiple industries if that is something you want to do. 

For my agency, I work with entrepreneurs and business owners. This is because working on their podcasts not only educates me and the team, but since this certain industry is one that fascinates me, I am more keen on paying close attention to what they have to say. 

Now that you understand the market’s needs a bit more, do not reach out to them just yet.  

You need to decide how you are going to package your service and get them to say YES. 

What Should I Offer? 

The reason I have asked you first to find your market is so that you will understand their needs.  That way, you will know how to help your potential clients and make your services more relevant.  

If you did follow the earlier step of checking current podcasts in the market, you will see that these content creators have their own website for their podcasts. I suggest you go checkout their websites and see what they do.  

In my case for example, one of the guys who ended up being my client, did not have shownotes on his websiteSo, when I pitched my services to him, I offered to make his shownotes. But it did not make sense, because he did not need shownotes in the first place. This explains why doing prior research is so vital in getting clients.  

Always make sure your packages are tailored fit so that you will prove yourself valuable to them. 

One last tip I can give you about creating the package is to market yourself as an agency that will make a podcaster’s life easier. Show to them that your agency can take care of most of the workMarket it in a way that shows that all they need to do is record the podcast, and everything else gets done by your agency.  

Let them know that starting and maintaining a podcast need not be complicated and stressful with your help. 

And once you know what you are offering, you need to know how much you should be charging. 

How Much Should I Charge? 

Another aspect of the business that you need to figure out is the pricing of your services. 

Do not be too pressured about this since you can always adjust your prices as your business progresses and your services improve. 

Back when my agency just started, I used to price per episode and eventually added a monthly package. From there, once I could offer more services, I decided to increase my prices. I soon offered a setup package to take care of everything for the client after recording. There was a one-time fee for this, and a separate management fee per month.  

Now take note that this only happened when I had the ability to offer a holistic experience for my clients because of my growing team. 

Feel free to also check the prices of your competitors and see how you can price your own services from there.  

Again, you can always adjust your prices whenever you feel the need to do so. 

Once you finally have everything in place, it is time to get the word out. 


Personally, I firmly believe you do not need to spend on ads to get your business out there. The approach is super simple. 


Leverage. Leverage. Leverage. 

What I mean by this is to leverage on the platforms that you are already on, like what I did. For example, if you have a Facebook account, keep posting about your business and let your friends know. 

You can even join relevant Facebook groups and market your business there as well. Just be sure to avoid sounding too spammy or posting too much. Your content must be valuable and attractive to the people in the industry. 

If you have an email list, get the word out through newsletters. 

Use every channel at your disposal and be proud of your new agency and your ability to help other people. 

Personally, I never had to market my business since I relied on referrals from my clients. This goes to show why it is so important to prove yourself especially during the first stages of the business. Leverage and make the most of what you have. 

And we are done with Step #2!  

Yes, it really is that quick and simple.  

Let me repeat how to market your agency one last time… 

Leverage. Leverage. Leverage. 

On to the last step. 


Tips on Client Management? 

The tips that I will be sharing here are all based on my own experience that hopefully you can apply with your own clients as well. 

One practice that will give you lots of insight is to learn from your clients and always be open to criticism. This will be especially helpful during the first phases of your agency and will vastly improve how you manage your business. Always focus on constantly learning so that in return, you can be valuable to your clients. 

Another tip is to go the extra mile. You want to make sure you provide them with a wonderful experience and make their lives as easy as possible. 

Personally, one of my greatest achievements in the agency was that I was told by one of my clients that the work that I was doing was so good and so useful to them that sometimes they forget that they have a podcast of their own! 

I know I am doing my job right when I remove a huge weight off my clients’ shoulders. 

Finally, always remember that client management is all about communication. 

How do you communicate with them?  

How do you ensure transparency?  

How do you bring about any issues?  

What solutions can you suggest? 

Over-communication will always be better than under-communication.  

And remember that you cannot do all these tasks on your own. Well, you probably can in the beginning. But if you genuinely want to grow your agency, you will need to divide the tasks and find the right people to help you in the business. 

Finding the Right Members for Your Team 

It is a fact that podcasts consist of various elements that require skills other than being a good communicator. As a podcast management agency, you obviously do not need to do the communicating part. But you are doing everything else (depending on the package, of course).  

You need to design the artwork, edit the recording, write the shownotes, maybe even create the website, and on top of that, create a good relationship with your client.  

Now that is a lot on your hands! I have simple solution for that: outsource. 

For my business, I work with a virtual team from people I have recruited from online job sites. Currently, I work with Filipinos from onlinejobs.ph and I am happy with the results so far.

I highly suggest that you outsource so that one, you find people who are experts in their craft, and two, you save yourself some time by letting other people do some of the work for you. 

To know what type of people you need, you should identify what services you will be offering to your clients. So again, you see why identifying your clientele first is important. 

If you need someone to edit the recordings for your clients, I suggest that you look for a professional video editor who has knowledge in audio editing. In most cases, those who are good at editing videos can work with audio as well and will be able to edit the recordings MVE (minimum viable edit) style. 

Finding the right members to create the perfect team for your business is a whole other topic which I have written about in detail in my other article ‘How To Find Great Virtual Members So You Can Replace Yourself in Your Business.’ 

Click here to read the article and find out how you can hire the right VA for you.

That article is full of valuable content and tips that you can apply to your business so you can enjoy the benefits of delegating ad outsourcing. 

Not only do you need to find the right people to make your operations run smoothly, but you also need the right tools to manage various aspects of the business. 

Tools to Help Manage the Business 

Here are the types of tools I suggest you work with for your podcast management agency: 

  • Dropbox or Google Drive – to manage all your files  
  • Slack – for internal communication within your team 
  • Trello / Asana / Teamwork – or any other project management tool to help you create task templates (I will show you more of that later) 
  • PayPalThriveCart – shopping carts or a way to collect payments from your clients 
  • Zapier – for task automation 

In my business, here are tools that I am currently using, and I will show you a quick overview on how I use them: 

File Management: Google Drive 

Here is how I manage my files in Google Drive: 

  1. Create an exclusive folder in Google Drive for all your podcast files, and in that folder, a sub folder for your clients’ files

       2. In my own “Clients” folder, I created 6 folders to help manage my clients:  

    • Completed Episodes – this is where episodes that have been edited will eventually end up 
    • Guest Images – photos of the podcast guests are stored here for artwork purposes
    • Guest Research (since this folder is completely for the purpose of my podcast channel rather than the agency, you may disregard this)
    • New Episodes – this is where the raw audio files that are yet to be edited are stored 
    • Podcast Assets – where you store anything related to your podcast such as the featured image, background music, intro/outro audio and script for intro/outro 
    • Shownotes – plain and simple. This is where you store your shownotes. 
    • Websites (typically, clients will already have their own websites so please disregard this folder. Unless the client asks you or your web developer to build the website for them, you will not need this folder) 

Internal Communication: Slack 

I use Slack to communicate with my team. How we use it is that we create a channel for each of our clients and every bit of communication or issue is discussed in that certain channel. That way, it will be easier and quicker to assess and write a list of everything that needs to happen in the upcoming days for that certain client.  

In the #notifications channel of my Slack, you will see a list of tasks that automatically show up when a new task is added to Teamwork.  

This allows me and my team to stay on top of everything that is happening in Slack itself. I will show you more on how I set that up in a bit using Zapier. 

Project Management Tool: Teamwork 

In my project management system, which is Teamwork, each task/card has everything that needs to happen.  

Some cards for more routine tasks have templates or the general set of tasks needed to get something done.

The beauty of this is that you can assign the necessary people accountable for that specific task. That way, no one can miss the things they need to do. 

Shopping Cart: ThriveCart 

The shopping cart tool I use is ThriveCart, which allows me to design checkout pages so that my clients can pay me either via Stripe (for credit card) or PayPal account.  

This allows my clients the convenience of choosing which payment method they are more comfortable in using. 

ThriveCart however does cost a bit of money, so if you are on a budget, you can always go for PayPal. 

Automation: Zapier 

Zapier is a tool that allows me to be notified whenever a payment is made via ThriveCart 

The way this is done is that when a client makes a payment, I send them over to a page that asks them to fill out a form (I use Typeform.com to create the survey). The details that they filled out are all then sent to Google Sheets (the other application that I paired off with Typeform). 

Another example of how I use Zapier in my business is that if you recall my Notifications channel in Slack, I connected Teamwork and Slack to allow for automatic notifications to happen.

Zapier is a useful tool for you to easily pass information to your team so that the respective person assigned to the next task will automatically be aware. 

All these tools are what I have found useful to my agency. 

You can always see which tools will work best for you depending on the features and budget. And now that we have covered all the steps you need to take to setup a podcast management agency, let us end this article with just a few more bonus tips I want to give you. 


Just like any other human being, I have made my own mistakes and faced my own struggles while running this side hustle.

During the first stages of my agency, I experienced creating a package that was not aligned with the audience I wanted to target. This meant that I took the time to design a package and in designing that package, I thought anybody who is thinking of starting a podcast will need this package. I thought that it was a one-size-fits-all offer.  

The package was priced at £650 since it had so many inclusions. And although it was a very appealing and worth-it package, you will tend to find that people who are not so serious about podcasting or just want to try it out may not be so willing to invest such a huge amount at the beginning.  

Regarding that certain client, since he still had no means to monetize his podcast, he did not want to invest yet such a hefty sum without the guarantee of ROI. 

This taught me that no matter how good you think your package or service is, you will still need to think about what your client wants for that certain time in his business. 

Another tip is that you should be open to criticism from your clients, especially if this business is still new to you.  

I already said this earlier, but it wouldn’t hurt to say it again… 

Value the feedback from your clients and always find ways to do better. This is how I was able to grow from someone with zero knowledge to now managing multiple clients under my roster. 

There are also 2 books that I want to share with you that have guided me when managing my agency:

Built to Sell by John Warrillow
Clockwork by Mike Michalowicz

And there you have it.  

That is how I accidentally started a podcast management agency, how I set up the systems to deliver the work, how I have my team do the work to a high-level thanks to the systems we put in place. 

Simple right? 

So again, if you are looking to set up a profitable little business or “side hustle” and want to be useful to your network, then a service business is the route to go down. Not only are you able to add more value.  

You are also able to take the first step to set up yourself as an authority in the industry. 

I hope that this article has inspired you to consider this business to help you make the most of your time. Remember that you WILL make mistakes along the way despite all my unsolicited advice and steps laid out here.  Mistakes are what help you grow and make you better at your craft. 

What are you waiting for?  

Go start that agency and grow your business! 

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