When I first started off in the online world, I was working full-time at my day job as an Engineer. I would then come home each night to eat dinner and spend the rest of the night working away at my computer. My time was very limited to spend online so I had to make the most out of every minute. I quickly realized that the small tasks that were lower level were eating up my (very limited) time, and set out to find a solution to offloading some of those tasks away from me. I had used Upwork (Formerly ODesk) in the past with another job so I decided I wanted to find a VA on here that could help me.
If you haven’t read my post before on how I hire VA’s, you may want to take a look at that before setting out on this task.
This was a pivotal move in my online career that allowed me to free up my time to focus more on pushing businesses forward and doing the higher level tasks rather than holding the business back and pushing through the lower level activities on my own. This allowed me to work smarter, not so much harder. If anyone who is working online finds themselves doing a lot of repetitive tasks that could be offloaded with the use of a simple SOP to a VA, I highly recommend it.
I know a lot of people have had a hard time finding good VA’s and find that they are spending the same amount of time on hiring, training and handhold as they would to complete the task. But what they may not know, is once you find a good VA, the relationship gets easier, the ability to assign them more is fantastic and if you need to hire more down the road, that VA can train them. However, there are a few main points that will help you with being more successful when hiring a VA.
This is one thing I use VA’s for all the time. Wether its scoping out a niche I want to go into, gathering data off the internet and putting it into a Google sheet or any type of easy research, I highly recommend using a VA.
While putting together content plans, I use VA’s all the time to help me with managing my blog posts across all my sites. Adding images, creating tags, dealing with formatting is all time that could easily be done by a VA and allows you to be more hands off. Yes you uploading one blog post here and there isn’t too big of an issue but if you are looking at uploading 5+ per month, save yourself some time and hire/train a VA to take this task off your hands.
Here is an SOP that we use when we hire new VA’s to upload content.
Another part of my business that I found I was spending time on was creating invoices for clients (my current billing system doesn’t automatically generate these). They often would take only a few minutes to do each but as more and more were needed, I desperately needed to find a way to offload them to someone else so I create a simple SOP on how to fill out the proper details. Now all I need to do is send him an email once an invoice is needed.
As with many people who are in the online space, there is some aspect of web development or WordPress that you could use a little hand with. Whether it’s installing plugins and themes, site maintenance or troubleshooting, a VA that has some skills in this area is a definite bonus. With having so many sites, it’s hard to keep track of them all and ensure they are all running smoothly, so having a VA going in to check on each site is a great way to not lose out on
A VA can be a great fit for people who find themselves struggling for time by freeing up some of your workload to allow for some bigger important tasks to have your attention. If you use a VA I would love to hear more about what tasks you use them for. If you don’t use a VA, I would love to hear why.
If you have never used a VA I HIGHLY recommend starting the process of hiring fast and firing fast until you have only the best on your team!
As your business grows and your team expands, there could be a lot of passwords that need to be shared across team members. But what happens if you fire one of your team members? How do you know what passwords to change and how it will possibly affect your business?
Over the last year, I have thought about this dilemma and have tightened my teams security levels across all business’ and have worked hard to put in place systems so that if one member leaves, it can easily be mitigated and the impact to myself and the businesses are minimal. There are a lot of moving points in my businesses but password protection is something that can be fixed with the proper hand holding the start. The solution; password management system.
Don’t get me wrong, this process took a bit to get into place and took a while to get all team members on board and using it correctly. But at the end of it all, our security when it comes to passwords is stronger than it ever has been and the ability to deal with people leaving has become a lot easier and less worrisome.
Before when someone left, we would have to change all passwords ever shared with them, then we would have to send the new passwords out to team members. Now with a password management system, we just upload the new password in one spot and those that we have allowed to use that tool will have the updated password there for them the next time they need it. No need to send passwords over emails!
Below I have listed 3 of the top password management systems you could use to implement into your systems.
LastPass is a great password management tool to use. It works with a variety of different browsers and is also available on iPhone, Android and Google devices, which is convenient if you are not at your computer. LastPass upon signing up makes you and your team members set up a your master password, this will be the only password anyone on the team will need to remember and this is set by the individuals so no two team members will have the same master password. Upon signing into their account with their master password, they will also need to set up two-factor authentication. This will provide even further protection because if someone can guess your password, they would need the two-factor authentication code in order to enter your account.
With LastPass, you will have a central control system where you will be able to setup, manage and edit different teams and team members. You can only share specific passwords with them members that need it.
The passwords are all encrypted with AES-256 bit with PBKDF2 SHA-256 and salted hashes to ensure complete security in the cloud. This means even people at LastPass will never be able to access any of your passwords, keeping it safe. The two things about LastPass that are unique and very helpful is it seems to have the best activity audit and can have people use the password without actually being able to see it.
Here is the pricing for LastPass:
1Password is quite similar to LastPass in terms of features and usability. 1Password doesn’t have a Two-Factor Authentication factor available, however upon your team members setting up their account, they will be provided with a 128-bit identifier which will be their secret key. And since it never gets sent to you or your teammates, your secret key can’t be reset, intercepted, or evaded, unlike two-factor authentication. Another differences is with 1Password, it allows you to delegate responsibilities to your business leads so they can manage their own teams with custom groups and vaults. Again, just like LastPass, it works on all types of browsers through an extension or computer app, as well as it being available for most phones through the app store and is accessed by the team members independent master password. 1Password major difference is it is a more user friendly and slightly less expensive when compared to LastPass.
Here is their pricing:
TeamPassword is also available on all different types of internet browsers and mobile devices just like LastPass and 1Password. Like, LastPass, Google Two-Factor Authentication is required in order to access your account after you input your master password. Get email notifications whenever someone adds or removes any team member, you can also use this to get notified whenever new passwords are added. You can also view an activity log of all passwords which, allows you to see when passwords were used and by whom. TeamPassword also uses AES-256 bit encryption which is the top of the line encryption for passwords when storing them in the cloud.
Here is their pricing:
As with any new system, it takes some getting use to and takes a little hand holding to get setup. But once setup, sharing passwords with team members and revoking passwords has never been simpler.
If you have used any of these which ones your go to? If there is another one I should add, please let me know!
Well it has been a weird few weeks here!
I am going to share some personal painful stories here…
Two businesses (not adbank) have both had issues of employee theft which is a first for my business! We are not talking hundreds of dollars but over 6 figures!
I won’t get into the exact details but one is solved and one is in the process of being solved.
The key anytime we have a major f-up in our business is to dig in and understand why it was allowed to occur, if the risk of it occurring again is worth putting in stronger systems.
This article will cover the 2 scenarios the systems that were in place and why they failed plus the 5 keys everyone should do if they have any team members with access to hurting your business financially.
One of the ways I like to think about the risk mitigation systems inside my business is the Hazards – Losses path through multiple layers of swiss cheese. No system can be completely bulletproof but the idea is if all layers are in place and working the probability of all holes lining up is very low.
An employee wired himself funds, oversight was not in place fast enough.
There were 3 layers of mitigation
In the end we were not pushing the pace fast enough on the 2 financial oversight systems resulting in a window for theft to occur.
Although this was the far larger of the 2 thefts it is one where no major systems upgrades are needed as there was some acceptance of risk due to prioritization and low probability of someone repeating with the systems that were too slow to get in place now in place.
Although the dollar amount is smaller than failure/theft #1 this one has me much more upset.
This was a known risk we had put many barriers against but the systems all failed in the same way to allow this to occur.
Note – All funds have not been recovered, the length we will go to will be unreasonable 🙂
I hope you haven’t experienced any issues like these. My hope is sharing these unfortunate events and what I have learned will be helpful in preventing future problems for you or if problems do occur arming you with what you need to resolve quickly.
Please share any other suggestions on how to help protect your business!
It has been too long!
Since 2012 I had been almost always posting once/week with the exception of a couple 1 month breaks.
It has been A LOT longer and this post is to communicate…
My focus has been and continues to be on the project adbank.network where we have a real opportunity to cause some disruption to a giant problem!
The short version of what adbank does is it is an ad network build on the Ethereum blockchain that has payments transparently flow directly between advertiser and publisher with the middle mans cut finally being fully transparent!
If you are an advertiser or publisher you can test out the beta platform here – https://beta.adbank.network/
What is exciting is that many of the skills I have developed building my online businesses have been stretched executing on this project.
They are going nowhere, I have always been focused on building the systems/procedures and teams to continue the execution of the businesses with as little involvement from myself as possible.
So for each of the business divisions here is how they have fared with me not spending much/any time thinking about them…
I have continued to let this business slide especially on the monetization side it has been the hardest hit by my lack of focus.
It is relatively easy to systematize the articles (ContentRefined) and links (LightningRank) for the sites but the hard part is monitoring the monetization. Some of the assets continue to do well and even grow despite my lack of focus while others completely fell off the map from an earnings standpoint. Sites that once made $1k-$3k/month with the same traffic now are making almost zero because of a handful of very fixable reasons… affiliate program no longer exists, links broken, advertising paused due to handful of reasons.
I don’t see a lot of focus getting out here with the exception of a couple I have handed off to managers to run including focusing on the monetization of those sites.
This is the benefit of the systematized approach where many systems held and despite me not putting any thought into my portfolio sites the content from ContentRefined and links from LightningRank kept coming.
I am very proud of the managers on these businesses!
These businesses launched with the initial push from the AuthorityWebsiteIncome audience but without any support for the last months have continued to be strong performers.
Kelley at LightningRank plus another new business she launched off of nothing more then an email idea from me had their best months ever at the end of last year.
Maddie and ContentRefined has continued to grow bringing on additional staff in house and dialing in our ideal client (portfolio managers!)
Only useful articles!
Right now there is a large team that is pushing hard every day to get sites to perform well in Google leveraging great content and links.
As we push on this basic concept there are a lot of interesting learnings.
So… we will be sharing as much useful/actionable information as we can related to
The project adbank.network did a successful token sale and is now actively pushing on 3 primary fronts.
The tech development is going very well with plenty of challenges. We have delivered a working beta platofrm on the main net 2 months after ICO.
In addition we have hired a brilliant PH.D. In computer science with a specialty in machine learning and are continuing to grow the team.
A big part of our strategy is to seed the adoption of the disruptive technology by acquiring existing ad networks and converting them to the adbank platform.
With a patent pending on the application of AI to leverage transactions that occur on a blockchain to fight digital ad fraud we hope to have a winning position in the market.
It has been the craziest project I have been a part of. Very proud of the team behind adbank as well as the team that has continued to grow the other businesses with a giant lack of support from me. They are all very inspiring people!
I was at a great conference last weekend (RhodiumWeekend) and among other things one of the common questions that came up was about how do me and my team manage multiple projects.
What systems, management structure, incentivization plan etc do we use to have a handful of businesses running/growing simultaneously.
Let me first say that although I really enjoy the process of having multiple projects it may not be the optimal strategy for everyone. Continue reading