How To Train A Team
Between my businesses, I have over 20 sub-contractors that I pay regularly. If you had asked me a few years ago if I could picture myself as someone’s “boss” I would have laughed out loud! But I've learned a lot over the years, and today I'm teaching you how I train both client-facing sub-contractors and behind-the-scenes VA's to scale your business.
When you first welcome a new member on to your team, you first need to go over the 3 C’s:
These three words are key steps to onboarding your new team member and set them up for success. Let’s break them down!
Phone Call: When onboarding your new team member, be sure to get on the phone with them. This is your opportunity to explain your mission, what the company’s goals are, and how they fit into the overall mission. Next, because your goal as a leader should be for your team members to be better off when they leave your organization than when they join it, ask them about their strengths, weaknesses, and what they wish to improve on during their time with your company. Hold them accountable and help them improve!
Contract: It is very important to have your new team member sign a detailed legal document outlining their responsibilities, who they report to, applicable deadlines, how much and how often they get paid, and how they are evaluated. You should also include a non-disclosure piece stating that the company’s processes, login information and whatever else they have access to is confidential and cannot be shared with anyone. Trust me, don’t skip this!
Communication System: I personally use Slack for ALL of my business communications (I’m not an affiliate but totally should be!). Slack is basically AOL Instant Messenger for business *if you’re old like me and remember the days of AIM!* If you don’t use Slack, just be sure to specify how you want your team member to ask questions and receive assignments. If you aren’t clear on how and when you would like them to contact you, you may end up with a team member texting you on a Sunday afternoon which, for me, is no bueno.
After your team member is onboarded, it’s time to train them! I recommend starting out with a detailed Google Doc of your Client Experience, the bible of your client-facing actions, from the moment they inquire to months later when you follow up.
My businesses client experience is highlighted with different colors based on who completes the action and which parts are automated in Dubsado using workflows. It is used by everyone on my team to see where their role fits in the process.
You will notice in the photo that there are manual tasks with a screen-recorded tutorial underneath. For this, I personally recommend using ScreenCast-O-Matic or Loom, which are both completely free screen-recording softwares that give you a link where you team members can go to to watch the tutorial.
The final part of training your team has 3 parts:
All 3 of these are crucial to maintaining your team member’s quality of work for a sustainable business long-term. For the final section of this post, let’s break these down!
Reports: Team members should report to you on their work on a monthly or quarterly basis so you know they are doing their job well. Reports, depending on the department, should include: how everything is going, what is improving in their department, applicable statistics, and how they plan to alter their work going forward based on this information.
Evaluation: Not only do i have team members but I am also a team member myself on team Jasmine Star. She has monthly check-in calls with each of us on her Executive Team, as well as quarterly evaluations for her to give us feedback on her work. This past week on July 1st, I had my quarterly evaluation and was given a raise! I include this in the post because it is so common when people hear the word “evaluation” for them to instantly think it has to be negative. Evaluation is simply the act of reviewing your team members work and giving them honest feedback. Yes, sometimes that feedback contains room for improvement, but other times that feedback, like in my case, was “You rock, keep doing what you’re doing!” Either way, evaluating your team members to ensure they are moving the needle in your business.
Suggestions: By this, I do not mean suggestions for you to give your team member like we just talked about, but rather suggestions for your team member to give YOU on your leadership or your business. The most amazing part of having a team is to not be alone, and to get other opinions. Of course, it’s amazing being a “solopreneur,” but it is also incredible to have another set of eyes inside your business. Encourage your team member to make suggestions on how you can improve as a leader; ask what you are doing well, what is unclear, and if they have any questions. Then, give them the space to make suggestions in your business, such as what processes can be updated, if there is something they see in their department that needs to be improved, are there any tools they think would be beneficial to add, or questions we can anticipate for clients. A lot of people don’t want to bring on a team member because they LIKE to be alone, but I honestly think that closed-minded approach is stunting their businesses growth.
So friends, I hope this helped you learn how to train your new team member to set them and your business up for success. Brining on a team truly is the greatest gift to us entrepreneurs because it takes items off our long to-do list and gives us the space to create without worrying about minute details in the business.
If you would like help creating a client experience to create a cohesive brand with multiple team members, click >>HERE<< and download my free guide!
Friend, you CAN bring on a team member and you SHOULD train them. It does not have to be a long, grueling process but the quicker you train them the quicker they will feel empowered to take ownership of their role.