Hiring Help—Get Set Up for Success, Episode 280

Hiring Help: How to Build a Team That Actually Makes Your Life Easier

Tired of doing it all yourself—or hiring help that doesn’t help? 

 

It Starts With a Question (and a Messy Past)

When Inner Circle member Ellie asked how Susan built her team—contractors, compensation, HR systems, the works—it sparked a conversation a lot of us need to hear.

If you’ve ever felt burned by a bad hire, overwhelmed by the process of delegating, or just unsure where to start, this episode is your roadmap. Susan and Melissa walk through everything from their first VA hires to decision trees and weekly one-on-ones—all in the name of hiring smarter, not faster.

 

Step 1: Figure Out What You Actually Want

Before you even post a job or ask around for help, get clear on what you want off your plate—and why.

Start with time tracking. For a few weeks, jot down how you're spending your time so you can spot repeatable, trainable tasks. Once you've got that list, ask yourself: What does success look like if someone else does this for me?

Then create a clear outcome. What will your day look like after the right person is in place? What are they doing? What are you no longer doing?

 

Step 2: Document the Process Before You Hire

Once you’ve identified tasks you can outsource—like shipping, email, or content creation—don’t just hope someone can read your mind.

Record yourself doing the task, even if it’s not perfect. Add a written SOP (standard operating procedure) that includes not just the steps, but what “done well” looks like.

If you skip this step, you’re setting yourself up for failure.

 

Step 3: Write a Job Description and Start Your Search

Now you’re ready to hire—but you’ll want to narrow your search with intention.

Start by outlining the skills needed, tools they’ll need to use, and how much time the role should take each week. Then write a job description that sets clear expectations and reflects the outcomes you want—not just a laundry list of tasks.

Pro tip from Melissa: Spy on Fiverr. Search for the kind of help you want and see how contractors describe their services. Use that language to better define your needs.

 

Step 4: Test Before You Commit

Hiring someone doesn’t have to mean a long-term commitment.

Start with a test project or a 90-day trial. You’ll quickly learn who can follow directions, deliver good work, and communicate well.

Susan’s team even asks applicants to submit a 2–3 minute video—just to see if they follow the instructions. 

 

“If the video’s too long or they say, ‘I’m in my pajamas so I didn’t film,’ that tells me it’s not the right fit.”

 

 

Step 5: Train for Success

Once you hire, don’t just toss them into the deep end.

Provide access to your tools, SOPs, and login info (use something like LastPass). Establish how and when you’ll communicate. And most importantly—give regular feedback.

Melissa shared that weekly 1-on-1s with her customer service contractor have been a game-changer:

 

“It’s become an early warning system. We can solve problems before they blow up.”

 

 

Step 6: Empower Them to Make Decisions

The best hires aren’t just task-doers—they’re decision-makers.

Melissa created a decision tree to help her contractor handle common questions without needing to escalate. Susan empowered her customer service lead to refund or replace anything under $100 without checking in.

 

“I don’t need to know about it. That’s her job. It keeps my head clear and the customer happy.”

 

 

Step 7: When to Hire for Projects (Not Just Tasks)

Hiring isn’t just about getting help with the day-to-day. It can also help you implement big-picture projects—like launching wholesale or building a YouTube channel.

Before hiring for a project:

• Define what success looks like
  
• Research examples of what “great” looks like
  
• Set measurable outcomes
  
• Start with a small test run

Susan’s rule of thumb: 

 

“Don’t hire someone until you know what your ideal outcome looks like—and how you’ll measure it.”

 

 

Make It Scalable (and Sellable)

If you dream of eventually selling your business, the systems you build today matter.

Melissa outsources customer service, fulfillment, bookkeeping—even content editing—and it’s all set up in a way that doesn’t depend on her. That makes her business more valuable and transferable.

Good hires don’t just save you time—they build you a business that can grow, with or without you.

 

Links Mentioned:

Buy Back Your Time by Dan Martell
https://www.buybackyourtime.com/

Fiverr
https://www.fiverr.com/

Episode #63 – Finding the Right Help
https://thesocialsalesgirls.com/what-to-do-when-you-need-new-customers-episode-263/