Podcast Summary: "When to Hire an Executive Assistant (and Why You Keep Putting It Off...)"
Shiny New Clients!
Host: Jenna Harding (Warriner)
Guest: Monique Helstrom
Release Date: January 20, 2025
Introduction of the Guest
In this episode of Shiny New Clients!, host Jenna Harding welcomes Monique Helstrom, a seasoned expert in productivity and organizational growth. With over 23 years of experience, Monique is the former executive assistant and chief of Simon Sinek, playing a pivotal role in launching best-selling books and managing global speaking tours. Now, as a coach, speaker, and recruiter, Monique specializes in enhancing the relationships between leaders and their assistants to provide a strategic advantage.
Jenna Harding [01:33]: "A great executive and assistant partnership or business owner-assistant partnership can boost productivity by up to 50%. That's worth it."
The Initial Hurdles of Hiring an Executive Assistant
Jenna brings up a common scenario where small business owners, especially solopreneurs, feel that hiring an assistant might increase their workload rather than alleviate it. Monique acknowledges this concern, emphasizing that the initial phase will indeed require more effort to establish a productive partnership.
Monique Helstrom [01:56]: "This partnership can completely transform your business in a very short period of time. 20 to 50% on average. So get in there, get going, figure out what you want to do and hire the people that you need to move forward."
The Importance of Effective Onboarding
Monique stresses the necessity of investing time and attention into onboarding a new assistant. She describes the relationship as an "intimate partnership" where both parties must understand each other's workflows and responsibilities to ensure seamless collaboration.
Monique Helstrom [02:44]: "This partnership doesn't work that way. So you have to spend the time in the beginning."
Overcoming the 'Do-It-All' Mentality
A significant barrier Monique identifies is the tendency among female entrepreneurs to believe they must handle every aspect of their business alone. She highlights that recognizing the need for assistance is not a weakness but a strategic decision to focus on more critical business functions.
Monique Helstrom [03:42]: "The fact that you need someone to help you is not a slight on you. Doesn't mean that you can't. It means that you have more important things to do right now than those."
Optimizing Your Task List for Delegation
Jenna and Monique discuss practical steps for business owners to identify tasks that can be delegated. Monique advises categorizing tasks into those you dislike or are not skilled at and those that do not directly contribute to moving the business forward.
Monique Helstrom [06:49]: "Take like two weeks and write down all the things that you're doing... What is moving the needle forward. So you have to get rid of the tasks, even if you like doing them, that aren't moving the needle forward."
Unconventional Client Acquisition Strategies
Monique shares three unconventional strategies to attract clients, emphasizing the importance of nurturing internal relationships and leveraging existing networks.
1. Treating Employees Well
A cornerstone of Monique's first strategy is fostering a positive work environment. She asserts that happy employees become organic brand ambassadors who actively promote your business through word-of-mouth.
Monique Helstrom [08:25]: "When you treat your employees well, they are your best marketing asset, period."
Jenna adds that rewarding employees for referrals can further incentivize them to advocate for the business.
2. Leveraging Referrals
Monique emphasizes the power of referrals from satisfied clients and employees. She advises business owners to proactively ask for referrals by providing clear prompts and making the client feel like a hero who is helping others succeed.
Monique Helstrom [13:50]: "If you do ask them, there's a 50% chance that I'll say something. So go with the odds."
3. Enhancing Executive Presence
The third strategy revolves around cultivating a strong executive presence, which encompasses how the business presents itself through words, actions, and appearance. Monique highlights that consistency in executive presence builds trust and attracts clients who align with the business's values.
Monique Helstrom [14:17]: "Executive presence is all about how you show yourself into the world... There is no way that me personally, I'm going to work with someone who doesn't act the way that they say they will."
Effective Communication and Branding
Jenna and Monique delve into the importance of clear and effective communication in branding and client interactions. They discuss the balance between being authentic and tailoring messages to meet the audience's needs without "dumbing down" the content.
Monique Helstrom [16:40]: "Communication isn't about what you have to say, it's about what they need to hear so that they understand you and can take action."
Jenna Harding [17:33]: "We're not dumbing it down. We're meeting them where they're at."
Monique cautions against oversimplifying messages as it can lead to attracting less qualified clients and causing confusion about the business's offerings.
Conclusion and Contact Information
As the episode wraps up, Monique provides insights into whom her services are best suited for, ranging from administrative professionals to C-suite executives looking to optimize their operational efficiency. She encourages first-time executives to seek her expertise to navigate the complexities of hiring and managing an assistant.
Monique Helstrom [18:50]: "I do specialize in first timers. I love my first-timer executives that have never had support before..."
Jenna provides listeners with Monique's contact information to facilitate connections.
Jenna Harding [19:34]: "You can find monique@moniquehellstrom.com... I'll put it in the show notes and everything as well so everybody can find you."
Key Takeaways
- Invest Time in Onboarding: Establishing a productive partnership with an executive assistant requires deliberate effort and time investment.
- Delegate to Focus on Growth: Recognize the importance of delegating tasks that do not directly contribute to business growth.
- Cultivate a Positive Work Environment: Happy employees are powerful brand advocates who can drive client acquisition through genuine referrals.
- Leverage Referrals Effectively: Proactively seeking referrals from satisfied clients can significantly enhance your client base.
- Maintain Consistent Executive Presence: A strong and consistent executive presence builds trust and attracts aligned clients.
- Communicate Clearly and Effectively: Tailor your communication to meet the audience's needs without compromising authenticity.
By addressing the common hesitations and providing actionable strategies, this episode equips business owners with the insights needed to effectively hire and utilize an executive assistant, ultimately boosting productivity and fostering business growth.