Why the founder is often the bottleneck in their own business

Almost every founder I work with is the bottleneck in their own business.

It's not because they're bad at running it, usually it's the complete opposite! They're so good at it that everyone comes to them for absolutely EVERYTHING.

There are multiple decisions, approvals and questions being directed towards them and each one takes time, headspace and interrupts workflow.

Often someone will tell me they need help with a specific task, but when I've actually gone to look at it, the real issue is they're the only point of contact for marketing, admin, finance, HR, all of it. Nothing happens unless it goes through them first.

Growing past that point isn't about working harder. It's about building systems and processes that hold up on their own, people who can make decisions without checking in first, and your time being spent on the stuff only you can do (or with your feet up?! Very valid also 😅)

That's what an operations partner is actually there for, not doing more, but making sure less needs to go through you in the first place

Another business strategy?

Maybe you don't actually need another new business strategy....

You might just need to free up some capacity.

This is a common issue - business owners who've done the planning, been on the courses, built a decent strategy and they are still not quite able to get to where they want to be.

Often it's because they're still doing everything themselves. There's always a reason to put off finding some operational support. It feels like a lot to hand over, the explaining might take longer than the doing or you've not found the right person yet. BUT this could be the key to finally getting some momentum and headspace to move forward with your business.

It can seem like getting help is what you do once you've grown your business but actually, getting help might be the thing that finally gets you there.

You Cant Pour From An Empty Cup!

We used to say this in social care a lot, and it's so true!

We think doing everything ourselves, and at times, for everyone else, is beneficial but often times it means we burn ourselves out.

We sometimes think we are being super productive but often it is the case we are doing many jobs, half as well.

It is easy as small business owners to feel like it's our job to do it ALL and we also can feel protective over our businesses. We struggle with the thought of handing over control!

Trust me though - it is worth it! If you are overwhelmed, always playing catch up and think you might be able to delegate some of your work, get in touch!!

I offer a free consultation call with absolutely no obligation to carry on after that. We can take things entirely at your pace and start (and remain) small! I have worked on one-off, hour long tasks right up to 10 hour weekly retainers, and everything in between!

Get in touch and see if I can offer you a hand to get things under control!

Cyber Security

This is incredibly important in today’s digital age where scams, viruses, phishing emails and malware are becoming more and more sophisticated. This is an area I have to take seriously as I deal with clients personal and sensitive information on a daily basis. I recently updated my Cyber Security training and I have summarised the main takeaways here.

1️⃣ Back Up Your Data!

I have to admit, this was an aspect of Cyber Security I hadn't given much thought to. A cloud back up and a external hard drive back up, at least weekly, is recommended. Most people probably have some form of cloud back up whether it’s to iCloud, Google Drive or One Drive - check and see if this is regular and actually happening. There is always a possibility of hacks or other technical issues so make sure and have second in place. Buy an external hard drive and make a note in your calendar to back this up on a regular basis.

2️⃣ Antivirus Software

This is essential, it doesn't necessarily have to be a paid for program. I use Malwarebytes and it's great. Windows Defender, which used to receive criticism is now rated as one of the top antivirus software out there. This is free for Windows users. There is a common misconception that Mac users don’t need Antivurus - I have news for you - you do!

3️⃣ Update Software

It is really important to keep your computer, software, apps and programs updated as new updates will come with new security settings. Check on your PC or laptop that you have these set to automatic. There is nothing more annoying than a lengthy update when you need your computer so set it to update at a time where it’s least likely to be a disturbance - or if you prefer to manually update just ensure that you actually do this.

4️⃣ Keeping Your Smartphone Secure

A smartphone is basically just a small computer. Always use biometrics, a password or pin to access your device. Use antivirus on your smartphone and keep the software updated. If you use public WiFi networks be very careful of what you are doing while on these and use your mobile data or a VPN if accessing sensitive data. Public networks are insecure and can be susceptible to data breaches.

5️⃣ Passwords

Trying to remember passwords for everything is a nightmare but decent passwords are essential - the most secure passwords contain upper and lower case, number and symbols and are 8 characters or more. See below for more info on a password manager which can help you keep track. A tip that was given in the training I did was to use the first letter of each word in a sentence to help you remember e.g. I Like To Eat Easter Eggs Daily (you can guess what time of year this is😂) and then add a memorable number and symbol.

6️⃣ Phishing Emails/Texts

These are getting more and more sophisticated. Be suspicious! Hover over the links that are often contained in them and see if the site address is genuine. Check the 'from' email address and try and verify it. If you are still unsure ask someone else or phone/email/visit the company's actual website to check. These are getting so clever now and with the rise in AI it’s only going to get more and more difficult to differentiate. Make sure you have spam filters in your email and be doubly suspicious of anything being offered for free or involving refunds!

These of course are just my takeaways and I have no qualifications or expertise in this area. There is a ‘Cyber Security Small Business Guide’ on The National Cyber Security Centre website. You can also test your anti-virus software to make sure it’s up to scratch.

Trust!

This is a massive component in the relationship you will have with your VA. It often requires you to share personal information, discuss confidential aspects of your business, talk finances and at times give them access to sensitive information.

I am well aware of the trust my clients place in me, and I do everything I can to maintain confidentiality, keep information secure and to respect my client’s information and privacy.

I am fully insured, registered with the ICO and have confidentiality clauses within my contract. My background in Social Care means I am well-versed in confidentiality and handling sensitive information and I fully understand the importance of this.

I use a password protected laptop with anti-virus, use password management tools and always store any information/documents securely.

In regard to chaotic organisations systems, bulging inboxes, endless to-do lists, overdue tasks and backlogged work – don’t worry I’ve seen it all!

Bringing order to chaos is my speciality!

Quick Tips to Avoid Burnout

This is something I have been thinking about recently. I’m trying to be mindful of over-committing and trying to do it all. I think this is the same for a lot of us – it is all too easy to get burnt out with the busy lives we all seem to lead.

These are some tips that you might find helpful to avoid getting overwhelmed and stressed – after all, life is too short for that nonsense!

1️⃣Set boundaries – Turn off work phones/laptops at a specific time or on specific days. Be clear about your start/finish times and stick to them! If you can have a specific work area that when you leave you leave work behind also.

2️⃣Achievable goals – I am so bad for writing a MASSIVE to-do list and then being disappointed when I don’t tick it all off. Have a master list that you then take three items off to do that day. If you manage to complete them and have plenty time, then take a couple more off to do.

3️⃣Make time for your interests – Set aside time for the things you enjoy and prioritise this! I make time in my week for exercise and being outdoors as these are two things I really value and also help my physical and mental health. Whatever your interests are – whether it’s Netflix, skydiving or cooking, prioritise these!

4️⃣Have a break – Allow yourself to rest and relax,it’s not a luxury it is a necessity! Sometimes we have to accept that we need a break, that some things might just not get done and that is OK. Try to really enjoy your break and put those guilty feelings to one side. Whether it’s watching TV from your bed for six hours (speaking from experience here🤣 ) having a trip away or just having a catnap. It will pay off in the end as you will come back from it feeling refreshed and with more energy.

As always, if you are feeling overwhelmed and need something taken off your plate, get in touch. Call, message or email me and I will do my best to help.