How I Stopped Doing Everything Myself—and Outsourced to My First Virtual Assistant | Ep 240
🎙 Feeling buried under endless admin and wondering how you’ll ever grow your business? In this episode of Systemize Your Success, I reveal how solopreneurs and small business owners can escape the overwhelm by outsourcing smarter and building simple yet powerful systems.
If you’ve ever wished you had more time to focus on the work that really moves the needle, this episode is your blueprint.
KEY TAKEAWAYS
💡 Spot the Time-Wasters: Track what you actually do each day and flag the tasks that drain your time. Those are the first jobs to delegate.
💡 Build Your Systemisation Plan: Write down the tasks you repeat daily, weekly, or monthly—and note how long each one takes. This makes it crystal clear what can be passed on to an assistant.
💡 Hire with Purpose: Don’t just hire “help.” Match tasks to skillsets and personality traits so you bring on the right person who thrives where you need support most.
💡 Train Once, Use Forever: Use screen recordings to capture your processes in action. These simple videos become your training library—saving you hours of one-on-one explanations.
💡 Make it Visual: Set up a task board using tools like Asana or Trello. Organise jobs by frequency and link your training videos so your assistant knows exactly what to do, when to do it, and how to get it right.
BEST MOMENTS
[02:26] How freedom turns into a trap for entrepreneurs - 💬 “After all, that's why they started their business, to have freedom, but they found that business has now taken away that freedom.”
[04:09] Start systemising early (without overcomplicating it) - 💬 “I think the earlier you can do this, the better. Because we're not here talking about, OK, we're going to create a complex system that maps out our entire sales process.”
[07:36] Delegation done right, every time - 💬 “We need a really structured way to do this to make sure that when we offload stuff, it's done right first time, every time, and you're confident that is happening.”
[15:31] The simple formula for hiring your first assistant - 💬 “Doing this simple process, planning a little bit ahead, recording some videos, and then putting them onto a task board is how you can make this experience of hiring your first assistant work like an absolute dream and get you that result you want of freeing your time.”
TIMESTAMPED OVERVIEW
00:00 “Why You Need an Assistant”
06:35 Effective Delegation Process Steps
09:16 Task Delegation Strategy Guide
11:12 Streamlined Hiring for Task Delegation
15:25 “Streamline Hiring with Sys Academy”
VALUABLE RESOURCES
- Systemize Your Success Academy: https://join.sys.academy/
- For ScreenPal—Our Trusted Tools, Apps, and Services: https://sys.academy/tools
- Free access to our flagship RECRUIT RIGHT Framework: http://bit.ly/sys-10
- Free access to our flagship DIDACT Framework: https://bit.ly/sys-006
LINKS TO CONNECT WITH THE HOST
- Podcast: https://www.systemizeyoursuccess.com
- Website: https://systemsandoutsourcing.com/
- Facebook Group: https://facebook.com/groups/systemsandoutsourcing/
- LinkedIn: https://linkedin.com/company/systemsandoutsourcing/
- Instagram: https://instagram.com/systems_and_outsourcing/
- YouTube: https://youtube.com/@drsteveday42
- TikTok: https://www.tiktok.com/@drsteveday42
ABOUT THE HOST
Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.
This Podcast has been brought to you by Disruptive Media. https://disruptivemedia.co.uk/