The biggest barrier to scaling a business isn’t a lack of talent—it’s the “Perfection Trap.”
Many founders believe they must possess a library of perfectly documented Standard Operating Procedures (SOPs) before they can even think about hiring a virtual assistant (VA). They spend months trying to map out every click and keystroke, only to get overwhelmed and remain stuck in the “Operator” seat.
However, the most successful scaling stories often start with a lack of preparation.
The “Build-as-You-Go” Framework
If you don’t have SOPs, the advice is simple: Stop writing them. Instead, let the VA create them for you using this method:
- Strategic Shadowing: The VA joins you on Zoom and watches the work in real-time. There is no formal training session—just observation of the actual live workflow.
- The Documentation Mandate: Every time a task is demonstrated, the VA is responsible for documenting it. This ensures the business has a guide to refer back to later without you needing to explain the same process twice.
- The “Comfort Check”: The next morning, simply ask your VA: “Is there anything we did yesterday that you feel comfortable doing alone today?”
You could then check the work, verify the accuracy, and move on. Then repeat the cycle daily.
Delegating the “Task of Delegating”
By the end of the first month, you should see transformative results. Your VA is now the one doing the documentation with the procedures written from the perspective of the person actually executing the work. These manuals are more accurate and useful than anything you could have written yourself. By then, you have effectively delegated the task of delegating.
The Bottom Line
Business owners do not need perfect systems to hire help; they need a quality Virtual Assistant who is willing to support them and build the infrastructure as they go.
If you wait for “perfect,” you’ll be waiting forever. If you hire now, you can have your systems built by the end of the month.
Ready to move from Operator to Owner?
Book a discovery call with us and let us help you find a VA who builds with you.