Feb 2, 2021
Outsourcing 101 with Zsofia
Who out there
is run off their feet and doesn't have enough time to scratch
themself? We've all been there and know the feeling. If you want to
learn how to outsource and automate your business, I've got Zsofia
here from My Processes, and she's going to talk about how you can
start outsourcing and build your team. To start it off Zsofia, what
are some of the interview questions before you even get onto
platforms that you can use to see if it's the right candidate or
about outsourcing at dorksdelivered.com.au
Zsofia: Thank you for having me, Joshua. You
must get your list ready if you will be in a situation where you
will ask someone if they are the right fit for the task or if they
have understood the task you will assign to them. You need to
be clear about what you expect from them and make sure that
communication between you two can work
If you will
ask someone "What's the colour blue?", you want them to answer back
to you, "I know what the colour blue is." There are certain
countries that I have had people to work for who would always say
"Yes", but you'd end up finding out that they didn't understand a
word you're saying. So, you need to have two-way communication to
make sure that they completely and wholly understand the
Zsofia: Cultural differences are an actual reality when
you outsource. We have to
work with people from different areas, but you just have to
concentrate on the person you are working with, the data they are
working on, how they work, how they think about the task and how
they think about the duties they have to
Let's say you
are ready to start getting these roles put into place, and you need
to start outsourcing, but you are run off your feet. Where are some
of the locations that you would go to to find someone online to be
able to outsource, whether it be to the Philippines, Africa, India
or somewhere else?
you said it right. Philippines, Africa, India, too. I would mention
Vietnam, which is a good time zone. They can work with Europe,
Australia, and maybe even with the US, there is some overlap. So
Vietnam is a very beneficial timezone.
What sites to
To find the
different candidates, what websites would you say people should
Zsofia: So it's low hanging fruit to mention
Upwork and Fiverr, but they do serve their own specific purposes.
UpWork is more for ongoing
projects, while Fiverr is
used more for projects which have a set
timeframe. If you need a
task to be done like graphic design, logo design, or creating a few
social media posts, Fiverr is where to go.
But if you want to leverage the possibilities
behind outsourcing, then I would consider having a second office. I
have a lot of contacts with different second offices in the world
because it's good to have this kind of growth connection that gives
you the possibility to play with the time zones, hourly rates, and
the experience level of the outsourcers. There are a lot of possibilities outside of
office you are referring to, it's that where you'd outsource your
entire team, or you've got someone who will be managing a business
Zsofia: Yes, a second office can be a
back office or
a business extension. They allocate their people to different
projects which they are lined up for longer-term
What would be
the advantages to second offices?
different companies give people opportunities who are working from
home to be a freelancer compared to a controlled office environment
where they're still getting up, going to work and maybe have a
manager. Is that correct?
Zsofia: Yes, you are correct. The second office
is more of a formal set up, but I give options to the people I work
with. They can choose between a great freelancer who is doing a
great job and a freelancer who does the same but also creates
freedom for themselves. I like the idea to work with other
entrepreneurial people who have this entrepreneurial mindset. I
think that's very important, but that's not always the right fit.
Try to find a balance between the two.
office could be a great option if you need to make sure that
there's a certain firewall or security policy in place. It could be
easier to do that in an office where they've got a certain speed
level of Internet connection. In this case, coming together into an
office could be an advantage.
What is the
price difference between outsourcing to a second office versus
freelance, or are they about the same?
Zsofia: It's about the same, but you
can't really outsource random tasks
to a second office. A second
office is better if you have consistent
workloads to be
guidance do you need to give an outsourced team?
If people are
just starting off, how much guidance do you need to give an
outsourced team some guidance implementation?
Zsofia: Constant guidance is key. Whether you are ready to outsource or not,
you must document your process. You can record what you are doing
on the screen and save it into Google Drive. You can update the
process and redo it whenever it's necessary. You can provide the
training documentation you recorded to the person you have assigned
to the task. Providing one-on-one coaching is also relevant. You
can schedule a call for 20 minutes, and that is a way of
communication that enables them to ask questions to guide them
throughout the process.
How long should
you take to train your outsourced team?
What I did
before I started outsourcing is that I wrote down categories of
what often needs to be done and who can do these tasks. I had a
roadmap on exactly what I needed to document and also how important
it was to me. How long do you normally put in place to be able to
get to that spot?
Zsofia: It depends on the task, but
in a month, if
there was good training provided, they should be able to get up to
speed. If the information given was less general knowledge, like
something specific and had a particular type of spot, then I would
be more patient and give it like two
Are there any
tasks that you shouldn't outsource that you think should stay close
to the business owner's heart?
Zsofia: Yes. You can visit my
website for a free
outsourcing guide. I would recommend not outsourcing any accounting
or bookkeeping services or anything that is not financially worth
it. Another example is to not outsource work that has a unique
selling point. For example, if you are a coach, anything related to
coaching can't be outsourced, but the rest that is related to
administrative work can be outsourced.
I started my
businesses 13 years ago doing IT automation and IT support in
Brisbane. I realised that I don't have enough time to do
everything, so I started outsourcing the marketing part, which was
the social media management, newsletter creation and lead
generation. But the majority of the business is a lot of back of
house operations that are not customer-facing.
What are your
thoughts on having people that are being outsourced for your
business in customer-facing roles? This could be a support person
or a receptionist or someone that's on the phone replying to
customers via chats or emails. Are there any dos and
Zsofia: For me
personally, I haven't had that issue before, but it's an
interesting mindset. You have to know your clients, and you should
educate them very well about what outsourcing is all about because
some clients might not agree with risking their
Why should I
One of the
advantages of outsourcing your team is they will be available 24
hours a day around the globe without having to have people working
the night shift. What are some of the other reasons why you should
Zsofia: I recommend outsourcing tasks that
you absolutely hate
doing. If you feel you
really hate doing something, find someone else to do it. Someone
out there might enjoy doing your tasks so you can pass it on and in
that way, your entire team will be more productive
How can Zsofia
can help you
When I started
the business in 2007, I was doing very little with my bookkeeping.
I worked on an application that would streamline and automate my
bookkeeping. This application doesn't exist anymore. I was more
comfortable the moment I outsourced that task. Outsourcing gives
you that ability to do your task efficiently. I understand you've
got another course to promote?
Zsofia: Yes. I
have an online course about the benefits of outsourcing to your
business and also the risks involved and how you can manage it.
This course will help you to pick up the right tasks that you can
training will help you to see the whole picture. I can map out the
processes and look at the whole picture to identify what is
beneficial to your company. This consultation package is usually
$150, but it is included for free with the extra
The course is
very cost-effective. You can't go wrong with having a bit more
knowledge, so I definitely recommend jumping across and completely
the affordable course that Zsofia has created.
You shouldn't be the employee of
your company. You should
stop fire fighting and be the creator. Get help! I think that's the
best you can do for your staff, for your family, for your company,
Is there a
favourite book that you suggest maybe for people to read if they
are looking to learn more about outsourcing or anything like
mentioned Tim Ferriss. The 4 Hour Workweek is definitely the book
that can really, really change your mind if you haven't read it
book. The 4 Hour Workweek and 4 Hour Body actually changed my life.
We're coming close to being here. Is there anything else you'd like
to cover off on that you'd really love to leave our listeners with
to think about?
Zsofia: Set your processes
properly in case
something happens. A week ago, I had eye surgery, and I had to
completely step out and be off-screen. My assistants have been
taking care of my clients. Thankfully, the business went very well
and had no issues. That's one of the biggest things I love about
outsourcing, that you can have the peace of mind to unplug a little
bit for any reason. But there are also risks involved, so you need
to know what you are doing. I think it's really good to have
someone who is knowledgeable about outsourcing and can really help
you to set up the processes.
agree more. You covered a couple of things that are really
important. You really change your business from being a job into an
asset that you can sell by outsourcing because it becomes an
investment. Instead of doing everything, someone can just love
doing that one task, and everyone in the business can be happy. I
really enjoyed this chat and as always, stay good and stay