By Daniel Harkavy

“I don’t have time to meet with my partners, to write the thank you notes, to follow up with my most valuable clients, or to implement our new status campaign!  I am just too busy.” 

Do any of these challenges sound familiar to you?  One of the most common struggles experienced in the life of a producer is filling their day with High Payoff Activities (HPOA). They spend too much of their time in reactive and Low Payoff Activities (LPOA).  I would say that our coaches work on this one area with nearly 100% of our clients.  We see the most dramatic increases in one's production and income when they truly master utilizing an assistant or team of assistants. 

Some of you have already mastered working with an assistant and are wondering if you should hire another.  Some of you have an assistant but you’re not really pleased with his or her output. Some may be wondering when and how to go about hiring a first assistant.

The following is what we have found to be the most effective step-by-step process to leverage your time and skills by effectively hiring and training an assistant. 

STEP ONE: Time Track for at least five business days
Create a daily calendar in 15-minute increments with space next to each time. From the time you start your working day to the time you quit, log in every activity, what you did and for how long.

STEP TWO: Identify all of the high and low payoff activities
The best way to figure out the difference between your high and low payoff activities is to calculate your hourly wage based upon this year's income goal.  Which activities warrant this wage and which warrant less than $20 per hour?  At the end of each day, highlight the HPOA’s and LPOA’s in different colors.  Now tally the hours spent in each category.  You'll see how much time you're spending in the LPOA’s that could be delegated.

STEP THREE: Create your Assistants Daily Task List
Start off by making a list of all of the LPOA’s you're currently doing (along with the items you know should be done that you just haven't had time for). The Task List is really the daily or weekly guide of tasks and responsibilities that will be the responsibility of your soon to be new team member. 

STEP FOUR: Create your Assistant Profile
What type of person would best oversee the Task List? Should it be a taskmaster, a detail person, an administrator  or an influencer?  What skills, experience levels or past positions should this person have?

STEP FIVE: Create your Assistant's Job Description
What will be their role and responsibilities? What are your expectations, how will this person be compensated and how will you measure their progress? 

STEP SIX: Create your Assistants Training Plan and Schedule 
Based upon the Daily Task List and Job Description, map out how and when you will train your new team member for success. This will be an investment of your time but will set you up for long-term success.

STEP 7: Make your prospect list
Create your list of everyone you know who might be a fit for this position.  We always advise our clients to exhaust their sphere of influence before going to the open market for a new team member.

Follow these steps effectively and you'll increase your productivity, efficiency and income. By investing the time now, you'll set you and your team up for big success in the long run.

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