SYS 151: The Strategic Delegation Playbook: Crystal Clear Policies, Structured Meetings, and Collaborative Frameworks, The Ultimate FD Interview, with Josh Keegan

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  • SYS 151: The Strategic Delegation Playbook: Crystal Clear Policies, Structured Meetings, and Collaborative Frameworks, The Ultimate FD Interview, with Josh Keegan

🎙 Steve shares his insights on working with virtual teams and the power of effective delegation. He discusses the common misconceptions about virtual assistants and highlights the potential for remote teams to take on more prominent roles within a business.

Steve also shares success stories from his clients who have built high-performing virtual teams, emphasising the financial benefits and increased scalability that come with leveraging remote talent. He provides practical strategies for building a cohesive team culture, including daily check-ins, company meetings, and social activities.


💡 Virtual assistants can have a wide range of capabilities and can take on roles beyond just administrative tasks. It’s essential to give them proper titles and responsibilities that align with their skills and expertise.

💡 Building a remote team culture is essential for effective collaboration and success. Daily check-ins, company meetings, and departmental meetings can help create a sense of unity and shared purpose among team members.

💡 Effective delegation requires clear instructions and expectations. Using tools like Loom to record instructions and creating a structured task board in a task management app (such as Asana) can help ensure that tasks are delegated properly and that everyone is on the same page.

💡 When delegating to virtual team members, it’s essential to be aware of cultural differences and communication styles. Some cultures may tend to be agreeable and not push back, so it’s important to encourage open communication and empower team members to ask questions and provide feedback.

💡 Training and onboarding new team members should involve a combination of documentation, systems, and personal guidance. Providing access to existing resources and systems, as well as spending time with new team members to observe their work and provide feedback, can help them quickly reach a high standard of performance.


01:51 – 💬 “Just because someone lives in a different country doesn’t mean they’re any different from anybody else.” – Steve Day

02:59 – 💬 “The roles that people that work virtually now for myself, also our clients, they have far outgrown any concept of what a virtual assistant could or couldn’t do.” – Steve Day

07:06 – 💬 “Leveraging those benefits and understanding how to get the best out of those remote teams is the key to that success.” – Steve Day

28:40 – 💬 “Delegation for your own sanity, for that person’s ability to work effectively without having to procrastinate and think, what do I do next? It happens on a task board.” – Steve Day

35:31 – 💬 “The Project Vision Board is about communicating your vision for the project, funnily enough. But it’s sort of like, not sort of like, it is a really structured method for getting out of your head.” – Steve Day


02:28 Virtual staff are like full-fledged managers.

05:18 Lettings, management, sales, marketing – one team.

07:41 Lower costs, virtual work, increased profit.

10:06 Flexible work environment reduces the need for offices.

15:39 Values drive company culture and employee alignment.

17:56 Creating company culture, getting everyone aligned. Zoom fatigue, effective delegation, feedback.

22:48 Using videos to delegate tasks efficiently and effectively.

24:58 Delegate tasks, demonstrate, check, and improve work.

29:42 Delegate tasks efficiently using email and voice.

33:11 “Empowering book: It’s Okay to Manage Your Boss”

34:53 Creating a project vision board for new ideas and concepts- communicates vision, aligns with targets, benefits stakeholders, overcomes challenges, and ensures resources are available.

38:12 Standard onboarding guides promote practical task management.

43:29 Scheduled meetings using task board management. Saves time.

46:11 Middleman slows down the channel, and the unified inbox saves time.

48:07 Unified inbox board receives urgent podcast message.

51:01 Keep personal and business WhatsApp groups separate.

54:25 Valuable content, game changer, thank you. Follow for updates.


Steve Day


Facebook Group:




Josh Keegan

The Ultimate FD Podcast:

You may also like:

The Game-Changing Approach we use to Rapidly Delegating Tasks that get results

The Holy Trinity of Company Meetings: Optimizing Effective Communication, Collaboration, and Results


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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