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You don’t need to know how to systemise a business in order to have clients and to grow, however, many business owners that continue their business this way will often call it quits due to burnout and overwhelm. This is because their business is simply too dependent on them for growth. They’ve reached their ceiling and don’t have the systems and processes in place to be able to outsource work to another employee. This was exactly the case with Jenny Dinh, Founder of Co.Lab Space Sydney and here’s the story of how she was able to overcome her business growth challenges with Systemise & Scale Up.

About Jenny and Co.Lab Space Sydney

Jenny Dinh is a mother and entrepreneur juggling a number of business ventures, in addition to her core business at Co.Lab Space, a Social Media Agency specialising in product photography, social media content creation and social media management.

Why Jenny couldn’t scale her business

While Jenny’s business was doing great, Jenny, much like many other business owners around Sydney, had hit their ceiling with clients and workload. This is when she decided to reach out to Outsourcing Angel in search for a Social Media and Admin Virtual Assistant.

During her Discovery Call with our Outsourcing Consultant, she expressed that she had no time or resources to take on more clients because she was handling everything herself. She had reached her capacity. She had hit the ceiling of what she could earn and knew she couldn’t grow the business alone anymore so she wanted a virtual assistant to assist with admin and social media.

However, since Jenny has been running her business on her own and has never hired a virtual assistant before, this presented more urgent challenges:

  • Most of Jenny’s client processes and business operations were either ad hoc or stored in Jenny’s head, instead of being documented and transferable
  • Her business files were saved on her laptop and not easily accessible to a remote employee 

She also didn’t have any business workflows or templates that allowed her to outsource and project manage tasks

We quickly realised that our Systemise & Scale Up Program (S&S) was exactly what she needed before she could even consider hiring a virtual assistant

How we systemised & scaled Co.Lab Space

After taking some time to understand Co.Lab Space’s business model and services, our team identified all the things that Jenny could start letting go that would enable her to focus on more high-level things. Some of these included:

  • Creating and scheduling social media content
  • Creating new proposals for every client
  • Following up with leads and clients
  • Arranging client bookings
  • Updating and sending reports
  • Client onboarding
  • Client payment collection
  • And some other ad hoc administrative tasks.

Our  Systemise & Scale Up Team then proceeded to create processes for these tasks, including instructions, templates, and more. As a result, we were able to help build the following solutions for Co.Lab Space

  • A client onboarding flow
  • Client proposal templates
  • Standardised workflows and questionnaires
  • Contracts and other legal documents
  • Client payment processes
  • Auto-generated client payment reports
  • Social media content production workflow
  • Project management systems

Hiring Jenny’s Social Media Virtual Assistant — Maria Donna

Once Jenny had everything in place to seamlessly hire a virtual assistant, our team created training videos about all of Co.Lab Space’s new systems, processes and the way that Jenny liked to work and briefed her Social Media Virtual Assistant Maria Donna.

Some of the tasks that Maria Donna was well-versed in included Social Media Calendar Management, MailChimp Email Campaign Management, Google Suite Management, Podio Database Management, and InfusionSoft CRM Management. These skills went well with her proactivity and great work attitude that helped her jive with Jenny almost instantly!

Tasks that Jenny outsourced to her virtual assistant:

  • Client follow-ups and reminders
  • Updating client information
  • Social media content creation
  • Social media content scheduling
  • Managing social media calendar
  • Managing Jenny’s emails
  • Setting appointments with clients
  • Managing Jenny’s calendar

Since helping Jenny and Co.Lab Space with their systems and putting Maria Donna in charge of most of those processes, the company has experienced massive turns. Jenny now has the time and ability to take a step back and create plans to market and grow her business. 

Since she no longer takes care of most of the manual and repetitive tasks, Jenny is now able to expand her company and even spend more time on her personal life too. She now takes more time to enjoy her family without thinking about or worrying about her business. Recently, Jenny took a two-week holiday, and her clients didn’t even feel like she was gone!

Helping entrepreneurs gain freedom

At Outsourcing Angel, we believe that every entrepreneur deserves freedom, whether that be financial or time freedom. Our businesses are supposed to be working for us, not the other way around. We’re more than happy to help entrepreneurs like Jenny experience that kind of freedom while also watching their brainchild thrive through the seasons.

Do you want to experience business freedom like Jenny?

Start working with our Systemise & Scale Up Team today 

Charlotte Ramos

Charlotte is a Copywriting Virtual Assistant with over 10 years of experience in marketing content creation, search engine-optimised blog articles and website copy. She's one of our most valuable Angels with vast knowledge of the digital marketing landscape and business systemisation.