SYS 143: Improving The Performance of our Virtual Assistants Using The Unified Task Matrix: Total Control and Visibility

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Steve explores the concept of the Unified Task Matrix and how it can be used to improve delegation management and teamwork within a business. He explains how this framework allows for effective delegation of work, clear communication with the team, and complete visibility of all tasks and projects.

Steve emphasises the importance of gradually assigning tasks to new team members to avoid overwhelming them and provides insights on monitoring and optimising workload capacity.

By implementing the Unified Task Matrix, businesses can streamline operations, enhance collaboration, and foster continuous improvement.


💡 The Unified Task Matrix is a key framework for effective business delegation, communication, and team management. It allows for total control and visibility of all tasks and projects.

💡 Using a task management app like Asana can significantly enhance the effectiveness of the Unified Task Matrix. It allows for easy delegation, organisation, and tracking of tasks.

💡 The task board in the Unified Task Matrix should have sections for ad hoc work, recurring work, and projects. This helps prioritise tasks and provides clarity for both the business owner and the team members.

💡 Monitoring the time taken for tasks and projects is essential for understanding workload and capacity. This information can help in delegating tasks effectively and avoiding overwhelming team members.

💡 When onboarding new team members, it is important to gradually assign tasks and not overwhelm them from day one. Dripping tasks onto their task board allows them to build confidence and gradually increase their workload.

Performance Improvement for Virtual Assistants


00:25 – 💬‘It's all down to our Unified Task Matrix, and today I'm going to explore this and explain how you can use it to improve your delegation management and teamwork within your business.’

05:50 – 💬‘By bringing all that onto a Unified Task Matrix, it allows you to order things for you to have that single place, that single reference where everything goes.’

06:01 – 💬‘It allows you also, as I mentioned before, about putting the average time taken to do tasks… So you can be confident that if you go there, you can see exactly what your staff member is currently working on.’

21:46 – 💬‘Getting everything onto the Unified Task Matrix, being diligent about getting them to document how long on average things are taking and then reviewing that as part of your task board management process, that then allows you to have confidence that people do have capacity and therefore you can push them to do more and achieve more.’


[00:01:05] "Unified Task Matrix: Simplicity for Effective Delegation"

[00:04:20] Centralise communication and collaboration for efficient teamwork.

[00:07:39] Delegate tasks, and add them to the task board. Monitor time.

[00:13:04] Tasks, projects, and placeholders for effective management.

[00:14:51] Summary: Tracking tasks on a central board ensures project organisation and time allocation.

[00:20:33] Having capacity allows for pushing and achieving more.

[00:21:48] Manage team effectively, delegate, communicate, collaborate, and improve. Share, comment, rate, ask questions.



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Steve was 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.

To learn more about task management, check out this episode:
Hack Your Success: The Personal Systemisation Plan for Effective Task Delegation, Organisation and Automation

You may also like:
How To Organize Your Business (and yourself!) Using a Task Manager


Outsourcing, podcast, Systems, Virtual Assistant

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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