🎯 Work Smart Wednesday

2. 🧑‍💼 Why hiring is the last thing you should do

You have a problem: you are too busy. You need help. What should you do?

Most people in this situation opt to hire employees or freelancers to work alongside them and relieve the pressure. This is often the first thought, a hire-first mentality, a kneejerk reaction.

In effect, they are hiring people in an attempt to improve the system - the system has led them to become overburdened, they hope that by adding another person into the system it will spread the burden and lighten their load. This is a mistake.

Do not hire to improve systems. Only hire to improve bandwidth within the system.

Adding people into a bad system merely multiplies your problems, when you hire you just have more people doing the wrong things. Change becomes harder, costs become higher, problems are left unsolved. Fix the system before you expand it.

If you are too busy, you need to first look into what specifically is causing the problem. Which tasks are taking your time? Which tasks are taking your energy? These are not necessarily the same things, we need to identify both.

When you know what the main culprits are that take your time and energy, create a simple process outline for those tasks. What are the steps that take place to complete that task? A pen and paper task list or a diagram is fine.

The next thing to do is to run through the ESAD acronym. 

Importantly, do it in order:

🗑️ Eliminate - bin all steps that are not strictly necessary. Often, the entire task can be eliminated. This can include cutting out bad clients or low-profit services. Simple questions to ask yourself to help you: if I stopped doing this what would be the consequence? Would stopping this make something else significantly more difficult? Would my client miss it so much that they would reevaluate working together?

✂️ Simplify - How can the process be simplified? What parts can be removed or readjusted? Would things run smoother if I changed when this action happens? Or if I changed who is responsible for completing the action? Changing the flow can make a surprisingly large difference. This simplify step includes stripping processes back to basics and standardising them, such as through the creation of SOPs. You can use ScribeHow to make SOPs quickly and easily.

⚙️ Automate - automate the process as much as possible. Even if you are not great with computers you can easily use Make, IFTTT, or Zapier to automate a lot of your tasks (both personal and professional!). From switching the lights off when you leave the house to invoicing clients, you can probably automate it. Automation is MUCH cheaper, easier, and more reliable than delegation.

🤝 Delegate - If you still need help, now you can hire. You have the added bonus of knowing exactly what things you need them to do and a well documented process on how to do it. Your employee will be both happier and more efficient.

By going through these steps, you have likely eliminated the need to hire anybody at all in the vast majority of cases. This will save you a LOT of money, and even more time.

When it comes to improving systems, do what you can to improve the system yourself and then seek an objective point of view, ideally from an expert. The insights you get to further improve your systems will be more than worth it. Hire employees to execute when the system is running at an acceptable level of efficiency.

When you are ready to hire, you usually want to start out by hiring freelancers as generally it is easier, higher quality, lower risk, and provides more flexibility. Whether a freelancer or an employee, every new hire adds a lot of complexity. This complexity scales much more quickly than you think. The below example illustrates it.

Keep things simple. Only hire after eliminating, simplifying, and automating.

Some people argue that not everybody needs to be able to talk to everybody else. In a small business, this is rarely true. Bottlenecking communications by being the main point of contact as the owner is a common mistake with small businesses, it makes it incredibly difficult for you to grow as you spend time on passing messages rather than working on the business. Trust your people. If you can’t trust them, find new people.