SYS 144: Our Proven Management Toolkit is the Secret to why our Virtual Assistants Stick Around for the Long-term (average 36 months and counting!)

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🎙In this episode, Dr Steve Day discusses the importance of effective staff management in small businesses. Drawing from personal experiences and mistakes made in the past, he shares seven essential tools from the Staff Management Toolkit.

Steve emphasizes the significance of consistent and structured management practices in fostering trust, communication, and collaboration within the team. By implementing these tools, small business owners can maximize the return on their investment in hiring, onboarding, and training staff. This, therefore, ultimately leads to long-term employee retention and increased productivity.


💡 Small business owners spend a lot of time and money hiring, training, and getting new employees up to speed. And to make sure they get the most out of that investment, it's important to focus on keeping those employees happy and productive.

💡 The Staff Management Toolkit consists of seven tools that can be used with every staff member.

💡 The Welcome Meeting is an opportunity to set new employees up for success by communicating the company's values, mission, vision, and the difference it is making in the world. It also helps to excite and engage new employees by aligning their values with the company's.

💡 The 121 Meeting is a weekly opportunity for employees to share their concerns, stressors, and areas where they need support. So the key to making this meeting effective is to listen actively and let the employee talk without interruption. This meeting helps build trust and shows that the manager cares about the employee's well-being.


00:00 💬  "Hiring, onboarding and training staff is one of the biggest investments we make as small business owners, and so ensuring we get the biggest return on that investment is key."

00:24 💬 "The reasons for that have often been through poor management or lack of consistency or a lack of understanding of what it is I needed to do to give that person the workplace and the environment they needed to thrive."

01:02 💬  "No matter where they are based in the world, how long they've worked with us, they need to have structure. And this is how we do it."

03:51 💬 "Doing that is something that not many managers do. But it shows them that you actually care enough to listen and to give them that your, your, you know, valuable time."

21:04 💬  "With these tools in your arsenal, and if you deploy them and use them consistently with every single member of staff, you'll see that your team actually come together, you'll improve trust and communication and collaboration within your team."


[00:02:03] 121 Meeting to listen and support.

[00:04:08] Evaluate, determine fit, and let go if necessary.

[00:07:57] Task matrix provides visibility, but its effectiveness varies. Board review offers coaching and ensures proper usage.

[00:10:44] Visibility, knowledge, stress reduction, coaching, metrics review.

[00:14:27] Vague feedback may dismiss future behaviour change.

[00:18:49] 5-star meetings, daily stand-ups, efficient communication.

[00:21:05] Structured management brings calm and retention.



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I believe the secret to systemizing your business is to hire a Virtual Assistant, period! Here's why…


Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners are overwhelmed because they don’t know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.


Steve Day

About the Author

Since 2016, Steve has helped hundreds of business owners to systemise their businesses and outsource their work. In doing so, he has helped them regain control of their lives and create the businesses they set out to build.

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