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Episode 12

When to Outsource and Begin Automating Your Business

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As entrepreneurs, we are all busy day-to-day. At a certain point, it can be hard to grow without some sort of outside help to free up your own time. This week, we chat with Zsofia about automating and outsourcing tasks, and how she helps small businesses and entrepreneurs get more of their time back to focus on what is most important.

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Hosts & Guests

Host – Nick Nalbach

Guest – Zsofia

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Contact the Guest

Follow Zsofia on Instagram

Check out Zsofia’s Freebies

Share Episode

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Show Notes

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Automation or Outsourcing?

Which one is right for you?

Depending on where you are in your business, you may be looking to outsource or automate some of the tedious, difficult, or time-consuming tasks to help free up your time. That is what Zsofia is here to talk about today.

Zsofia runs her own business, My Processes, where she helps small businesses and entrepreneurs start to either automate their tasks or start outsourcing some of their projects (or both!).

The first step in the whole process is to identify where you are making your money to see if either of these options would make sense for you and your business.

Note: I did include several resources at the bottom of the show notes (both free and paid) that can help increase your productivity and hopefully save you a little bit of time. So don’t miss out on those!

Automation

There are many tasks out there that you may be doing manually that can be automated. Depending on your budget, there are many different free and paid options you can turn to that can free up more of your time.

Having said that, you can definitely overwhelm yourself with all the options out there (trust me, I’ve learned this from experience). This is why identifying where there are opportunities is one of the first steps in the process.

In this episode, Zsofia shares an example of how she took a task that would normally take her 30 minutes to complete, and completely automated it.

Outsourcing

There are a lot of great tools out there, but sometimes you just need that human touch. There are many tasks and projects in which you can’t rely on software and instead need to hire employees or virtual assistants to help out. This is something Zsofia is very knowledgeable about.

Zsofia has her own virtual assistant and has for quite a while. In addition to her full-time assistant, Zsofia also looks to her large network of freelancers and VAs for outsourcing various tasks based on her and her clients’ needs.

When it comes to outsourcing tasks, one of the most important topics Zsofia touches on is documenting your processes. Even if you aren’t quite ready to hire an assistant, documenting your recurring processes is great practice for you (in case you need to come back to a certain later) and even better when you are ready to hire an assistant. With the processes already documented, it can be very easy to hand off that process to your future freelancer or VA that you bring on.

Make sure you listen to the full episode and don’t forget to check out Zsofia’s interviews and freebies. You can find all the links below.

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Links & Resources

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Note: Some of the links listed below may be affiliate links. This means I will receive a small commission (at no extra cost to you) if you choose to purchase through them.

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Follow Zsofia on Instagram: @myprocesses
Subscribe to Zsofia’s channel on YouTube to hear all of her great interviews
Freebies from Zsofia
If you need a new scheduling or booking app, both Calendly and MeetingBird might be options you would like to look into
If you are on social media (especially Instagram) Later is a great option that Zsofia mentions for social media management – I have had experience with this in the past and actually really enjoyed it
If you are looking to start writing down and tracking processes, Trello is an excellent option that I personally use – this is also a great tool for onboarding outside resources
Canva has been a reoccurring tool that is mentioned on this podcast
If you haven’t done this already, you can leave a review of the Nine-Five Podcast over on iTunes

Top 5 Apps for Increasing Productivity

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If you are on my email list, you may have already seen these. As promised, here are 5 of my favorite apps that help free up my time so I can get more done.

My Favorite Note-Taking App: Microsoft OneNote
I have been using OneNote for quite a while now. I have tried others like Evernote and Google Keep, but nothing really suited quite as well as OneNote. I like to use a stylus (I have a Galaxy Note 20) and the S-Pen works pretty well with OneNote (good enough to keep me coming back). I also really like the ability to create separate “Notebooks” and “Sections” which I know isn’t unique to only OneNote, but I have grown accustomed to it.

With OneNote, I keep track of virtually ALL my notes, thoughts, ideas, podcast show notes, etc. And I can conveniently access them all on any device.

My Favorite Design App for Social Media: Canva & Adobe Express
Okay, this one was a little complicated so you get a bonus 6th app. Both are fantastic apps and I actually use them for different design tasks that I’m working on.

Canva: If I am going to create multi-page documents, posts, slides, etc I like to use Canva (Canva is also great for creating Lead Magnets – this is actually what I used to create the Productivity Workbook you downloaded). They have a really large selection of templates to choose from which make designing extremely simple.
Adobe Spark: When it comes to designing me podcast and blog post “Featured Images” I really like to use Adobe Spark. I have also found that mass-producing Pins for Pinterest is really simple with Adobe Spark as well (you can hear about how I am able to create over 100 pins in less than 20 minutes using Adobe Spark on Episode 11 of the Nine-Five Podcast)
I used to do all my graphic designs and editing from scratch with Adobe Illustrator, so these apps have saved me a TON of time.

My Favorite Tool for Creating Audiograms (Audio-Videos): Headliner
Headliner is a lifesaver for me. For anyone out there who has a podcast or creates video content, Headliner might be right up your alley. With Headliner, you can use your own templates that you upload or choose from a limited list of pre-made templates to use to turn my podcast into small videos for sharing on social media. With Headliner you can add in things like animated waveforms, text overlays, and Headliner can even transcribe your videos and audio files for you! Headliner is free to use and you get up to 10 exports from Headliner per month before they start putting their watermark on the videos.

If you do video or audio at all, you should at least check Headliner out.

My Favorite Tool for Tracking Projects: Trello
Tracking projects, to-dos, and process can often times require many apps. Then add a team of people trying to work together and the whole process becomes increasingly difficult. This is why I have turned to Trello. At this time, I do all the recording, editing, graphics, social media scheduling, etc for the Nine-Five Podcast. Because there are so many things I need to remember to do with each episode, I track the entire process in Trello.

I create a list of to-dos for each episode and I simply drag that episode along through the process. For example: Schedule to Record, Post-Processing, Scheduled, Published.

Then beyond tracking processes for yourself, if you have a team of people, Trello makes it really easy to assign specific tasks to different members of your team. This gives you and the rest of your team visibility and awareness around the progress of different projects.

With everything that I have to remember when it comes to putting together a podcast episode, Trello has saved me on more than one occasion.

My Favorite Tool for Planning Social Media: Lately
Not only is this my favorite tool for social media marketing, this may be my favorite tool of all time!

Lately uses AI to take the content that you are already creating and turns that content into MANY social media posts for you to share across Facebook, Twitter, LinkedIn, Instagram, and YouTube.

If you create blog posts: Simply paste the link to your blog post in Lately, and then Lately will automatically sift through your blog post and pull out small shareable pieces for your to schedule. For reference, with every blog post I write, Lately creates about 50 social media posts for me.

If you create podcast/audio content: Upload your audio file. Lately will then transcribe that audio. Now, Lately will run through a similar process to develop social media posts based on the transcript of your audio file. For reference, with every podcast episode I upload (approx. 1 hour per episode), Lately creates around 250 social media posts!

If you create video content: Upload your video file. Lately will transcribe the video, just like with your audio file. This time, instead of simply breaking up the text from your transcript, Lately will actually clip he video you uploaded and match it to the text in the individual social media post. Now, you don’t have to manually find and clip out various sections of your videos to share on social media.

Pro Tip: I use Lately in conjunction with Headliner and it works great! First, I will run my entire podcast episode through Headliner to make a simple, yet classy video of the entire podcast. Next, I upload that video to Lately and let their AI do it’s magic.

Thank You!

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I hope you enjoyed this episode of the Nine-Five Podcast. Thank you so much for listening!

If you enjoyed this episode, please head over to iTunes and leave a review. Your reviews are what help get this podcast in front of more people!

Have you started outsourcing or automating the tasks/projects in your business?

Let me know in the comments below!

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