691: How to Hire Your A-Player Assistant in 14 Days or Less

25:29And also think about how you said two words earlier that I think so many entrepreneurs were like, and you said white space. And I think there are so many entrepreneurs listening right now that they're like, what is white space? Like I have no margin. Like I am, you know, barely scraping by and white space is so important for creativity and for being the visionary and for like guiding people. And so I just think if people did a time audit, they would be absolutely shocked at how much time checking emails or diving into Canva or, you know, fixing their website or writing that email or whatever that is, is actually taking them.

26:07And it's kind of like Pareto's principle where it's like 10 % of the work will get you 90 % of the results, but so many entrepreneurs are doing it backwards and they're spending 90 % of their time on the things and missing that 10%. Like the 10 % is kind of like the workout that you don't get in in the morning. You're like, I'll fit it in later. And then guess what? It doesn't happen. That's how so many people are running their business. Yeah, agree. And the most important tasks should be on your plate and should be done first thing, not when you have the time later. Yeah. Make the time. Quick recommendation for you.

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28:41What are some of those mistakes? So a lot of business owners want the hard stuff off their plate. So they're like, OK, I want to hire out a salesperson. I want to hire out marketing. Could somebody just do my social media management? Right. And here's what I'll tell you. There are two ways to make the business money directly making the business money and in directly making the business money. So directly would be you post something on social and somebody buys and you actually made the company money, right? Indirectly might be my assistant checks my email. And while I'm not checking email, I went and did an Instagram live and the company brought in money from it, right?

29:18So the assistant is very valuable because she's indirectly helping the company make more money. What I have found is a lot of times people want to hire the person who directly makes the company money versus indirectly. Now, I think we're avoiding or trying to skip the struggle in learning foundational principles in business. You need to know how to market. You need to know how to sell. I believe those are one of the last things you would be delegating. You want to learn that information because what happens is maybe you think, well, I don't want to do the copy. I'll hire a copywriter. But think about what that journey looks like.

29:55The copywriter comes in and she's picking your brain on. So tell me about it. What's making them buy? What are their struggles? What are this? It's already coming from you anyway. Yeah. So if you aren't putting in the time and energy to give that copywriter all of the information you need to know, they can't thrive without you. Right. Right. So I always tell people, I know it's not fun when you're not good in the beginning at marketing and sales. I was not great at marketing and sales today. I have invested a lot of time and energy into those skill sets. Now I love it because I'm good at it. Like it's fun when you're good at something, right?

30:29It's not fun when you're learning and you're messing up, but I think it is crucial. So my biggest warning is don't try to outsource the marketing and sales in the beginning. you keep that and you get better at it. And you start hiring people that indirectly help the company. Does that make sense, Jenna? Oh my gosh, so much. There's a whole chapter in my book about how I hired my first VA. And I remember like, I was embarrassed because I had this terrible habit. I still kind of have this bad habit where I would read an email and I would tell myself, I'm going to circle back and get back to this.

31:03And then I would mark it on red and I would just try to avoid it. And so inviting someone into my lack of processes and like showing them, it's like, you know, removing the curtain of like, okay, this all looks really good and it is good, but like, I don't have a way of doing it. And I remember when she, I sat down, she had all these things she could do. She's like, I can help you with your Pinterest. I can help you with your blogging. I can do all these things. And I was like, just start with email. Like here's my Gmail password. Just respond to people because there was this time where I was like, any response is better than no response at all.

31:37And right now people are getting no response. Right. And so I remember after the first week of hiring her, I was like, take my social security number, take every password. Like you can do anything like having that feeling of like the work is getting done without me being the one to do it. It went from like white knuckling my business. So like opening my hands of like, Whoa, there is so much more possibility. Now to this day, I would delegate literally anything. Drew gets so annoyed with me because I'm like, why are you mowing the lawn? We could pay someone to the mow the lawn. He's like, I like mowing the lawn.

32:11And I'm like, but still like your time it's valuable. And it's so funny. It's just interesting how quickly when you start to invite in help and you start to see how that help frees you up, how suddenly you're like, get me all the help in the world. Did you experience something similar? Yeah. And I should definitely say it was not easy. Like I don't want anybody thinking, oh, she's just a master delegator. Yes. After I've taken 21 years of practice on it. So in the beginning, I was a control freak. I had built this business by myself. Of course, I didn't want to just like, let it go. So I think one of the best places to start letting go is on things that wouldn't be the end of the world that they were messed up.

32:49Yeah. Right. If you gave somebody marketing or sales, they could do some really good damage. Right. But if you said, listen, today, you're going to just check my email and you're going to reply to any of the answers you believe, you know, and then the rest of them just save, right? Even if she accidentally replied to Jenna Kutcher and didn't know who Jenna was and said something, right? It wouldn't be the end of the world. Like your assistant would read it. It wouldn't even, it wouldn't be that big of a deal. So I think don't give the big things, give the little things kind of like, I always talk about employees like children, but no disrespect.

33:21Like when I am having my child learn more responsibility, am I going to give her the gigantic big thing that I don't think she can do yet? No, I'm going to set her up for success with like a little more responsibility than she's had. And again, if she forgot, it wasn't like something massive, like she missed school that day. She didn't get on the bus and she missed school, right? It's something small that no big deal. We'll talk about it. We'll learn from it. We move on. Same thing here with delegating. What would you say would be something that a listener could do today to get them one step closer to making their first hire?

33:54Like what is something that at least can get them more in the mindset of like the CEO than like the employee for their own business? So you brought up a time audit. So a time audit can be something where you audit what has happened in like the last week. You can also do it in real time where you ask yourself, okay, so right now I'm going to sit down and do this activity. Ask yourself a few filtering questions. Am I the only person that could do this, right? Could this be something that I hire out right in the future? Could this be something that I could write on paper and put into a system that somebody else could do?

34:31Like start asking yourself questions. So before I ever hire anybody, I have a list of all the things that I would give them if they were to come on board. So today, as I'm walking through my day, I'm going to pause and say, okay, I'm about to jump on a podcast recording. So would somebody jump a place? No, that needs to stay on my calendar. That's going to be me. That's not going on the list. All of a sudden, maybe I'm going to go into my email next. OK, somebody could check my email. I'm going to write down. Maybe it would have this person check email once a day. Right. So you start to do that.

34:59And pretty soon you'll discover, oh, my goodness, I have more to delegate than I ever realized. It's so funny that I will have business owners who are working 60 hours a week and they'll say, but I don't have enough stuff to give an assistant. I'm like, yes, you do. We could give her half the stuff you're already doing. to free you up to do other like higher generating tasks, right? But at the same time, you will think of things. Things will pop up. I can't tell you how many last minute things pop up in the day that makes me say, hey, could you help me with this really quick, Christina? Right?

35:32There's always so much that could be done. So I really want people understanding you have the work. Your brain is just like not like knowing what to look for yet. When we were young, we dreamed of castles and fairy tales. And as we grow up, those dreams might shift into building something real, like starting a business. You need a website, payment systems, a logo, and a way to reach customers. It can all be overwhelming and confusing, but thankfully that's where today's sponsor Shopify comes in. Shopify powers millions of businesses around the world and 10 % of all U.S. e-commerce, from big brands to folks just getting started.

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37:54Can you believe that we're already wrapping up 2025? this year was packed with travel and so many new memories. One of my favorite moments was our team retreat in Arizona with the incredible women who helped me keep this business running. I also recently took the kids to Nashville during fall break and somewhere in between I squeezed in a trip to Puerto Rico with friends. We booked some of our most memorable stays this year on Airbnb. There's something special about finding a place that doesn't just look great in the photos but actually feels welcoming the moment you walk in. That this feels right kind of feeling.

38:27If you've got trips coming up, whether it's a family vacation, a retreat, or a work trip, your house will probably be sitting empty while you're gone. Have you considered hosting your home on Airbnb and letting it work for you? It's a simple way to earn some extra income that can be put towards a future trip or home improvement projects. Your home might be worth more than you think. find out how much at airbnb.com forward slash host. Yeah, I am like laughing in my brain because there's this meme and it's like every Midwesterner asking for help and it's like, hey there, so sorry. I don't wanna bother you.

39:03If you can help me, if not, it's totally okay. Don't worry if it's not okay. And I was like, that is so me. Like even to this day, like I don't wanna inconvenience people, even people that are on my payroll where I'm like just checking. but it's so fascinating how, as you start to give people more work and trust them more, they show up. Like my team has grown with me in exponential ways. And I love the point that you made at the very beginning where you said, everything is teachable. Like I want the right people and they can learn the things that I've had to learn. They can learn the processes.

39:37They can YouTube, they can Google. One thing that I want to share, and I would love to hear your take on this is if somebody is a solopreneur and they're doing all these things and you're not quite ready to hire, but you're starting to think about it. One thing that we do on our team that I think has been so invaluable is that we start to create processes or like I started to create processes for myself and document those processes. So whether I would use a software like Loom where you can record your screen and just explain, here's how I format a blog post. Here's how I get an SEO ready. Here's how I drop images into it.

40:10Here's how I select the featured image. Here's how I title it. And just talking through that process, we have the most amazing resource library on my team, where basically any person on our team, if they have a question, they can probably find a resource, whether it's a document, a process, or a video that walks them through it, which I think is so powerful. And so for a solopreneur, start to think about what things could I create a process around? And then how can I document that so that when I'm ready to hire, the training process is so much easier. What do you think about that, Stace? 100%.

40:45So I brought up how you have systems, they're just in your head. Yes. The goal is to get it out of your head on paper, right? Or in a video. So if you're thinking like, oh, my email is just so crazy. And like, there's kids school stuff, and then there's personal stuff. And my family does this and all of things, right? Okay, well, what if you just recorded yourself opening up your email every day for seven days, and you talked out loud? Okay, this is a family thing. You don't need to open this. This is my sister. We're going going to put this right here. In fact, I have little things like that where it goes, if it's from my sister, it skips my main inbox and goes right into a private inbox that I read all of those myself.

41:22So there's so many things you could be doing. So I 100 % believe like as you start to say, Ooh, you're doing that time audit or you're in real time thinking, I would delegate this, just hit record on loom or zoom and throw it in Dropbox or something. And all of a sudden you have a real system that somebody could watch. And then what happens is people are afraid to hire sometimes because they're afraid of, but I don't have the time to train him or her. Okay. But if you had a resource library, a lot of it is there later for reference, but also you could say, okay, today you're going to watch two hours of the resource library and that's their training.

41:56So I 100%, this is what we do as well. I also love this thought. So something that I've always leaned on in the sense of like investing. Cause I think investing as an entrepreneur is scary, right? They're like, how am I sure this is a good thing? When you hire, you train somebody once and they get to repeat that skill over and over and over again. So yes, it might take you 40 hours to train someone, but guess what? For the end of time, they are now in the loop. And so I always think about when people are like, Oh, when life slows down, we should get together. Life is not slowing down. It is only speeding up.

42:30And so this is where you have to find that window of time, but understand that knowledge compounds, whether you are investing in learning knowledge for yourself, or you are teaching someone else knowledge that then they can use over and over again. I feel like people forget that. Yeah. And I think too, when you brought up, you can have this person, they'll learn it forever, whether they learn it forever and they do stick with you or they're not your fit and you part ways, you have those resources to use for the next person and you get better and you get smarter. So I want people understanding to like, again, the short term sacrifice can really lean to the long term success that a lot of us are looking for.

43:09Yeah, we recently had my amazing podcast producer, Kylie transition into full time entrepreneurship herself, which was amazing. And before she left, she recorded videos on everything. And so it was just like so cool, because she had such ownership in her position on the team, she cared for it. It was her baby to hand it over. And so it was just cool to see too, that it doesn't always have to come from you. Once you start growing a team, that team can help train the other team members. And we've just seen that time and time again, where I am so pulled out of it in a beautiful way that keeps me freed up for the things that work.

43:42There are so many people listening right now and they're like, how do I find the right person? I am terrified to make the wrong call. I'm going to doubt my judgment. Like talk to me about that. Cause that is a real fear. Yeah. And here's the thing. I know we're afraid to make the decision. So then sometimes it paralyzes us for making no decisions, right? Yeah. And here's the thing, just like we are dating somebody and then we're finding the people that work with us and don't work with us. And then we get engaged and then we get married. That is what it's like when you're hiring. Right. So for me, I'm doing the same thing.

44:16I'm trying to retract certain people and attract and repel certain people, I should say, right? And I'm doing that in the interview process. I'm doing that with the job posting. I'm not sugarcoating. I'm not making this look better than it is. I really want to attract the right person that's excited to work in this company. Now, am I going to mess up? Of course. Will you mess up more in the beginning than you do later on? Of course, because it's a new skill set. So just like I said, marketing is a skill set. Sales is a skill set. Hiring, leadership, those are skill sets you're going to want to learn.

44:51So by you procrastinating on that next hire, you're delaying a skill set you're going to need to take the business to six and seven figures and beyond for sure. So I would say really just start small, right? One hire at a time. I always tell people they get the hiring bug and then they go, okay, put out three job postings this week. I'm like, don't do that one at a time because you will learn so much from that process. I also don't want you, if maybe you have already a small team and you're like, oh, could you just hire this person? I think you should hire in the beginning. I don't hire any more, but if, think about it, if I have 50 employees now, I've been in business 21 years, I've had employees for almost 18 years.

45:33I have been in so many interviews. I have that skillset. I know how to do it, right? But in the beginning, I needed to mess up. I needed to be nervous and ask the weird questions and then go, okay, I'm gonna ask this instead. And you learn from your mistakes. So I do think it's something you want to get your hands dirty and you want to learn and you want to find out what like attracts the right person and what really repels people that aren't good fits here. What do you think are the easiest things to hire for? Like when we talk about VAs or virtual assistants, what are some of the like easy things to like find someone for?

46:06Because there are people who like love doing that stuff. And I always have to remind myself like, yes, I can do this, but one, I don't enjoy it. Two, it takes me longer than someone who enjoys it does. And three, it takes me out of the important work. So when we talk about VAs, I think that it's this thing that we assume everyone understands what it is. Walk me through like, what are some common things that virtual assistants can do? Because I think that's a really beautiful place to begin in terms of starting a team. I think when we start talking about like CFO and we have the marketing person, all these things, people are like, whoa.

46:40And I'm like, just start with one assistant, like one virtual assistant. So walk me through that. And here's the thing. I think every single entrepreneur needs their own assistant. Yeah. Like that, I really do believe is so powerful. And I'm not just talking like when we say virtual assistants, we all have an idea in our head what that means. Oh, well, my virtual assistant is social media. My virtual. I'm talking about an assistant that actually assists you in your projects today. Right. Right. So I might wake up this morning and think, OK, what is on my plate that there are kind of like layers, right?

47:17Like you can peel it a little bit. OK, well, I need to definitely do the inside like layer. But my assistant's Christina. I'm like, OK, what could Christina do to get the ball rolling? How many times do you procrastinate on a project because you just don't start it? And then once you start it, you're like, oh, my goodness, this is not as bad. I was thinking all the time. So what's nice is I have Christina usually get the ball rolling. And I jump in when she's like, this is all you have to do. Like, this is easy, right? So I think there's a lot of things people don't realize. Number one, email management.

47:47We spend a lot of time in email. There's like two extremes. The person who spends, she checks it every time. He or she checks it every time. It dings. And then you've got the person that's like, oh, I haven't checked it in two weeks. Okay, no, no, no, no. Like, I don't, you want to be careful. I've had people miss a lot of money in email because somebody's messaging, wanting to hire, wanting to book them, et cetera. right? So be careful. But checking your email, my assistant checks my email about twice a day. She weeds through and does everything she can do. And then anything that needs my, like maybe my lawyer messaged something or my CPA had a question.

48:21She has in a little folder called Stacey Reply. And I only check the Stacey replies every day, one time a day. That's what we do too. I'm like, I want to read five to 10 emails tops a day. Like that is my bandwidth. Every decision I have to make drains my decision ability. Like give me the bare minimum of what actually requires a response. And it's crazy because one email templates are amazing and you can literally hand someone templates. There could be a template for pretty much every response under the sun. There are very few emails that you even need to see. And they're just a distraction. It's crazy how many people let email command their day, right?

49:00Like the second you log into your email and you start replying, like I wait to reply until the afternoon, because I'm like, if I start replying at 9am, we're going to go back and forth all day, all day. Let's wait till like 3pm. Yeah. So that's what I do too. So here's the thing though. Some of you are thinking, but there's important stuff in there, right? Which is why somebody else is checking. And if it is important, she'll say, Hey, Stacey, this is urgent. We need you to do this. But most of it isn't urgent. It's email. So I've got about five emails left at the end of the day. I check it around three o 'clock, I get in, I get out.

49:30That's it. My goal is actually, we talked about this with my assistant by the end of summer, I am not going to be an email at all. She is going to just man everything. And if I need to get involved, we'll talk on our meeting. So I'm like, Ooh, this is like another level that I've not experienced, which I'm very excited, but like scheduling calendar management, how many times, like, are we back and forth trying to schedule a day and a time? And like you said before, we'll go back and forth and email all day. Yeah, you can have somebody else learn that they can even schedule personal stuff, dentist appointments, doctor's appointments, travel.

50:03They could book your airfare, right? They could do anything like that. I just constantly ask myself what needs to get done and what is she capable of doing right now that I could very quickly make her a loom video and show her in a couple minutes and have her get started. If you do webinars, like I'll have the webinar written up of what I want to share. And I'm like, hey, could you help us figure out what should go on the slide? So it's still my content. It's still my training. She's just like manning the person that's designing the slides, what's going on the slides. She's even like, how many things do you prove or check maybe from social media or just a graphic, a funnel, anything.

50:40She'll even like double check and proofread everything because I was the one having to read and proof it. And at the end of the day, like you said, we have such decision fatigue. I'm not a very good proofreader at the end of the day. Yeah. So when she's doing this and all of a sudden I just pop in and look at it and go, okay, this is amazing. We're good to go. I'm not responsible for like the little teeny tiny details anymore. I love this. There is something that I was recently talking about. I was on a mastermind call with a bunch of mom CEOs and one of them was like, oh, like my team, like every time I get something, I'm like having to change everything.

51:13Like everything is going through me. And I said, have you ever recorded you making the edits and explaining them? I said, your team wants to get it as close to completion. Like they're not intentionally stalling out or messing up or things, but they probably are not thinking the way you think. And they're not going to until you teach it. And I think that even as your team grows, it's so easy to just think, I'll just go in and fix it myself. And I've been reminded time and time again, like your team wants to give you a finished product. Like that is so empowering to them to not have it be even I think about in marriage, which Drew will like, I'll be like, hey, can you pack for the weekend if we're going away?

51:49And then I'm like, but I'll review it and make sure. And he's like, well, why do I even do it? And I'm like, point taken. Like maybe next time I'll give you feedback and then you know how to do it. And so I think that it's a good leader to understand how to empower your team and how to explain it in a way of like, here's what I'm looking at. Here's what I'm formatting. Here's what I'm tweaking because then it's gonna save you again so much time in the long run, but that leadership comes from you. Yes. And that's the thing is like, we have this tight grip and we're micromanaging, but I love what you're saying.

52:21I never fix things and send it back. I will always share what I'm noticing so that they, so even if I do fix it, I'm going to record myself fixing it to say, here is why I'm choosing this instead of this. So they get to get in my brain and see my thought process so they can start to model that. I love that. Okay. So talk to me, Stace, about where can people find you and connect with you? You have this amazing, like it is so good. This mini course about hire your A player assistant in 14 days or less. Talk to us about that a little bit, because I think so many people listening to this are like, I'm so overwhelmed.

52:57This is going to take so much time. I love that it's 14 days or less of like, imagine what it would feel like two weeks from now, not wearing all the hats, not doing everything on your own, not feeling overwhelmed, like you're drowning in your business, having the support that you need so that you can be elevated to the position that you were supposed to be in in the first place. Talk to me about that. Yeah. So first, this is something I'm so passionate about that people need to have their own assistant. However, it's not as easy as it sounds. We talked about that a little bit. You will maybe make some mistakes in the hiring process.

53:29So what we did was we put together how we weed people out in our hiring process. So it starts with the job description. I think a lot of people go to Google and type in executive assistant, virtual assistant, job description, and then it's very, you know, cookie cutter. It looks like everybody else. And then they come onto the team and that's not even what you want them to do. And there's just a mismatch. So we show you how to actually create a job description that reflects your specific role specifically. It also helps you weed people out. The process itself, the interview questions we ask, the email templates back and forth to move people along.

54:05You know, back in the day, you could email somebody back two weeks later for a job posting and they would be like, okay, great. If you don't respond fast and in real time, you will lose somebody. I'm talking like 24 hours of no communication. They're onto the next job. So we're showing you like what needs to happen in today's market to really stay like up to date with them. And then every round, every single round that we do of interviews. So one interview is probably not gonna help you find the right person. People can fudge some things a little bit. They can exaggerate all of the things. But what we do is we really show you what questions to ask and then what questions to re-ask the next time.

54:44Because people that are telling the truth, you'll see the consistency. People that might be exaggerating, they forget what they say in the first interview and what they bring up in the second interview. So it's literally our entire hiring process all the way to the end, which is like the job offer. And then even what to say to the people you don't move forward with. So it is everything you need in the next 14 days for you to get somebody in the door helping to assist you. You can learn more about this. It is so good, so easy. And here's the thing I want you to think about too. It's going to save you so much time and money in the long run so that you're not making the wrong hires and getting frustrated, or you're not spending time investing in the wrong people.

55:23So you can go to jennacutcher.com forward slash VA. That's jennacutcher.com forward slash VA to learn more about this mini course. It is so powerful. And I wish that I would have had that. Like I was lucky that my first VA came to me and pitched herself three different times. And you said, no, I got it. I got it until I didn't have it anymore. But for so many people, it's like, where do I even begin? And so I think this is the perfect starting line to begin in this process of getting the help you need. So it's really interesting. And the way that we look at hiring is no different than a marketing funnel.

55:58When you do a marketing funnel, you are trying to attract certain people, repel certain people and get them to continue down the journey. That is what hiring is. Unfortunately, we don't think of hiring like that. We think, hey, we've got this amazing job, just come apply for it. And then no one's applying. And we're wondering why we're not getting the high quality candidate. Just like we try to qualify our leads in marketing, we do that in the hiring funnel. So you're going to start to think about hiring and building a team in a completely different way. I love that. Stacey, where can everyone find you, connect with you, learn more about you and learn from you?

56:31Yeah. So my podcast is called Well-Oiled Operations. And then I would say Instagram is by far my favorite place to hang out. I'm always chatting with Jenna over there, but I'm just at Stacey Social on Instagram. Thank you so much for coming on the podcast. This was so valuable and I cannot wait for our listeners to really just take all of this in, do a deep analysis of where their time is best spent. I think you and I both agree time is your currency and you want to be the most brilliant investor, the most confident investor of that precious time that you have. And so this is exactly how you can do that.

57:04And so much more. Thank you, Stacey. Thanks for having me. I love today's interview. I often say that as the CEO of my company, I am the visionary and my team, they are the missionaries. They helped me get this mission out into the world. It's like when one plus one equals a million because they are able to help me do the work that I am envisioning, the work that really makes a difference. I loved hearing Stacey's take on this and her expertise in learning how to hone in on the skill of delegation and to honor the places where you can show up and serve best, the places that move the needle the most.

57:43Again, if you want to check out her mini course on how you can hire your first or your next VA in 14 days, head to jennacutcher.com forward slash VA. This is such an invaluable way to learn how to do this and to take exactly what Stacey has learned over the decade of experience and apply it so that you can get the right results quicker. Thank you so much for listening to another episode of the Gold Digger Podcast. Of course, until next time, keep on digging your biggest goals. I'm over here giving you a virtual high five because you just finished another episode of the Gold Digger Podcast. Did that go by way too fast for anyone else.

58:22If you want more, head over to golddiggerpodcast.com for show notes and all the discount codes from today's sponsors. And if you're looking for a new crew of movers and shakers like you to bounce ideas and ask questions, be sure to join my exclusive community for gold diggers on Facebook. The link's waiting for you at golddiggerpodcast.com.