Episode 01: Top 5 Tasks to Outsource for your Most Productive Year Yet

Outsourcing
Written By Laura Hewitson
 

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Hi, and welcome to Prompt Side: a business podcast for Performing Arts professionals. I’m your host, Laura Hewitson, die-hard theatre nerd and arts-specialist VA. This week, we’ll be discussing my recommendations for the top five tasks to outsource for your most productive year yet. I can’t wait to dive in, so come with me as we take a peek behind the curtain.

Wow! I can't believe it's February already. The new year is well and truly underway. I hope you're feeling settled back into your work routine. As everyone returns to the office & rehearsal room and things get busier, you may be wondering how on earth you’re going to get through everything you need to do in a day? If that’s you, then outsourcing may be just what you need. Outsourcing tasks, whether to a staff member or a subcontracted professional like a VA, means that you can handball tasks that are chewing up your time so you can focus on the important things. I’ve curated my list of the top five tasks that you’ll benefit from outsourcing, and I’ll also share some suggestions for the kind of people who could handle these tasks for you. 

#5 - Company calendar management. 

A production company’s calendar has so many moving parts. It can be really time-consuming to coordinate investor meetings, rehearsals, fittings, creative team catch-ups, business management, tech runs, and all the other things that need to happen for a show to come together. Outsourcing your calendar management can be a huge weight off your shoulders. A personal assistant, executive assistant, or VA can take over your calendar and be responsible for liaising with everyone to create a schedule that works. You’ll have final say over everything, but you save yourself the legwork. 

#4 - Website management.

If you’re not familiar with web design and management, or you don’t have someone on your team who is, outsourcing your website may be a smart move for you, especially if your website is fully custom-coded rather than using a drag-and-drop service like Wix or Squarespace. It’s essential that your website is always kept fresh and up-to-date - it’s a key piece of marketing for you, and may be where your audiences are purchasing tickets to your shows. If you find that maintaining your site yourself is taking too much time or is regularly in the ‘too hard basket’, consider finding a web designer or VA who can take this on for you.

#3 - Social media

Social media is a HUGE part of how businesses - including production companies - market themselves in the modern world. Your social media accounts are powerful tools for drawing in audiences, promoting your shows, and building a solid reputation in the industry. We’ve all followed boring social media accounts, but we often don’t follow them for very long. Accounts with no original content, who never post, or whose content feels unprofessional and unpolished. Don’t let that happen to you! A content strategist, social media manager, graphic designer, and/or VA are brilliant additions to your team to take your social media from being a chore to being the best investment you make.

#2 - Accounting

Accounting is a crucial part of being in business. Knowing your cashflow and financial status helps you make wise calls for your company. It shows you where to pare back and where you can splash out a bit. Often creatives HATE admin tasks like accounting, and if it’s not your jam it can feel boring, confusing, or even overwhelming. If you don’t have an in-house bookkeeper or accountant, why not outsource? Bones Accounting, based in Brisbane, are accountants who specialise in performing arts bookkeeping. I’ve linked their website in the show notes. There are many VAs who are qualified bookkeepers, and even a VA who isn’t can manage your day-to-day accounting data entry for you. Your accounting really is something you can’t afford to get behind on, so make sure it’s a priority in your company, whether you manage it in-house or choose to outsource it. 

My number one best task to outsource may surprise you. It’s your emails.

Ahh, emails. What a love/hate relationship. Checking our emails, responding to messages, clearing out junk, and filing important communication takes up so much time in our day. Let’s face it: if you’re a busy artist or producer, it’s time you just don’t have. So outsource it! Outsourcing your email management is one of the best gifts you can give yourself in business. An executive assistant, personal assistant, admin assistant, or VA can take your inbox and get it under control while you focus on the more important aspects of your company. Whether your inbox is under control or a hot mess, getting help with managing it can relieve a load of stress. Your VA or other assistant can set up rules and filters so emails get filed automatically. They can move priority emails to the top of your inbox so you know exactly what needs attention. They can unsubscribe you from junk newsletters and mass-delete old emails that are cluttering up your inbox. The amount of time and energy you can find in your day when you outsource your emails is amazing.  

So there you have it - my top five tasks to outsource for your most productive year yet. If you’re interested in outsourcing tasks in your company, I’ve created a free outsourcing checklist that is available on my website. It’s packed with ideas of tasks you can outsource that you may not have even considered. I’ve linked it in the show notes for you, so be sure to check them out. They’re available in your podcatcher, or on my website at inthewingsva.com.au - that’s In The Wings VA.com.au. A full transcript of this episode is also available with the online show notes if you’re more of a reader. Another fun tool I’ve linked in the show notes is my voice message service. If you have questions for me that you’d like me to answer in the show, leave me a message on anchor.fm/prompt-side and I’ll include it in the next episode!

Thank you so much for taking the time to tune in today. I know you have limited time in your day, so I really appreciate you sharing some with me. New episodes of Prompt Side will be available each fortnight. Next time, I’ll be giving you a tech roundup of my favourite project management tools. That’s coming on February 15, so be sure to subscribe so you don’t miss it. If you have a few moments, I’d really appreciate you rating the show and leaving a review - it really helps me out. And lastly, if you like what you’ve heard today, you can follow me on Facebook, Instagram, LinkedIn, and Google My Business @inthewingsva. Have a great day! I’ll catch you next time.

Prompt Side is a production of In the Wings VA Services. Podcast artwork by Hayden Rodgers Design. Hosted by Anchor. Copyright February 1, 2022. All rights reserved. 

Laura Hewitson