📈 Module 42: Hiring & Building a Team

Create a reliable support system by hiring the right people at the right time.

⏱️ 60–90 minutes Difficulty: Intermediate
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By the end of this module, you’ll map your first (or next) key hires, write simple role guides, set up lightweight systems for delegation, and implement a 30-day onboarding plan that protects quality while freeing your time.

2. Why It Matters

Your practice scales when your time is focused on high-value work: coaching, sales conversations, and partnerships. Smart hiring multiplies your impact, reduces burnout, and creates consistent client experience. With simple systems and clear expectations, even a tiny team can run like a pro operation.

3. Step-by-Step Guide

1

Run the Time Audit

For one week, track tasks in three buckets: Revenue (R), Client Delivery (D), Admin (A). Circle A-tasks and low-value D-tasks for delegation.

Pro Tip: Use a simple spreadsheet with columns: Task • Minutes • Bucket (R/D/A) • Delegate? (Y/N).
2

Pick Your First Role

Choose the role that will save the most hours and protect quality (often: Virtual Assistant, Client Success Coordinator, or Social/Content Assistant).

Pro Tip: If you coach 1:1, “Client Success” (check-ins, scheduling, reminders) is usually the highest ROI first hire.
3

Create a One-Page Role Guide

Define outcomes, weekly responsibilities, tools, KPIs, and communication rhythm. Keep it to one page so it’s easy to follow.

Pro Tip: Record 3–5 Looms showing the exact workflow (scheduling, DM follow-ups, posting). Link them in the guide.
4

Test With a Paid Trial

Hire on a 2–4 week paid trial with 3 clear deliverables. Evaluate on quality, speed, communication, and initiative.

Pro Tip: Use a simple scorecard (1–5) for each deliverable and debrief together at the end of week 2.
5

Set Communication Cadence

Establish a weekly 20-minute check-in and a shared task board. Keep feedback fast and specific to build momentum.

Pro Tip: “Monday priorities + Friday wins” ritual keeps focus tight and morale high.
6

Onboard With a 30-Day Plan

Week 1: shadow + quick wins; Week 2: co-own tasks; Week 3: own routine tasks; Week 4: optimize + document improvements.

Pro Tip: Give one small “improvement project” in week 4 — great people love to make things better.

4. Examples & Options

Real-World Example (Script): “Hi [Name], thanks for applying to the Client Success role. In this 2-week paid trial, you’ll manage: (1) weekly check-in emails, (2) calendar reschedules, (3) posting 3 client celebration wins. Success = 95% on-time responses, zero missed appointments, and all posts scheduled by Friday. Sound good?”

DIY (Free/Low-Cost)

Use Google Workspace + a simple SOP doc + Loom links. Track tasks in Google Sheets and meet weekly on Google Meet.

Mid-Level (Affordable)

Use ClickUp/Asana + Slack for comms + Calendly for scheduling. Hire a part-time VA (5–10 hrs/week) to own admin & check-ins.

Advanced (Premium/Outsource)

Engage a fractional operations manager + VA + marketing assistant. Use a client portal and SOP wiki for fully systemized delivery.

5. Common Mistakes to Avoid

  • Vague roles → Instead: one-page role guide with clear KPIs and weekly rhythm.
  • Hiring only on resume → Instead: run a paid trial with real tasks and a scorecard.
  • Micromanaging → Instead: agree on outcomes and due dates; review, don’t hover.
  • No documentation → Instead: record Looms and keep SOPs in a shared folder.
  • Skipping culture fit → Instead: ask values-based questions and set communication norms.

6. Quick Win Highlight

💡 Quick Win: List 5 recurring tasks you do weekly. Pick one (e.g., reschedules) and write a 5-step mini-SOP + a 60-second Loom. Post it to your shared folder and assign it to your assistant (or a trial hire) today.

💬 DM Prompt
“Hey [Name], I’m testing a part-time Client Success role for 2–4 weeks. Tasks: scheduling, check-ins, simple posting. ~5–8 hrs/week. Interested or know someone reliable?”
Mark Complete ✅

7. Mini-Implementation Exercise

Worksheet — 30-Minute Hiring Prep

Task to Delegate Outcome (Definition of Done) Tool/Access Needed KPI Assign / Done
Client reschedules Respond within 24h; no double-booking Calendly + Email ⬆️ on-time replies %
Weekly check-in email Template sent Fri 10am Gmail template Send rate 100%
Social post scheduling 3 posts queued by Thu Scheduler login 3/3 queued

8. Tools & Resources

Google Workspace

Docs, Sheets, Drive sharing for SOPs and simple collaboration.

Loom

Record quick walkthroughs so new hires can self-serve training.

ClickUp / Asana

Track tasks, due dates, and weekly priorities in one view.

Slack

Keep comms out of email; create channels for clients, admin, and wins.

Calendly

Automate booking, buffers, reminders, and reschedules.

Gusto (Payroll)

Onboard contractors/employees and handle pay + basic compliance.

9. Checkpoint / Success Criteria

✅ Time audit completed and top 5 delegate tasks listed.
✅ One-page role guide + 3 Looms created and shared.
✅ Candidate sourced and 2–4 week paid trial scheduled.
✅ Weekly check-in + task board set up and active.
✅ 30-day onboarding plan documented and in use.

10. Summary & Next Step

  • Focus hires on tasks that save you the most time and protect client experience.
  • Keep documentation lightweight: one-page guides + short Looms win.
  • Test with paid trials and scorecards before committing long-term.
  • Systems + cadence (weekly priorities/wins) make small teams feel big.
Next → Module 43 Step-by-Step Growth Roadmap