TL;DR: Busy entrepreneurs trying to grow often make three critical mistakes: hiring VAs or buying software before clarifying their systems (which amplifies existing chaos), using outsourcing to avoid learning essential business skills like marketing and leadership, and chasing superhuman productivity that sets impossible expectations. The solution is to get clear on your direction first, commit to learning core entrepreneurial skills, and set realistic human expectations for yourself.
3 mistakes busy freelancers make when they’re trying to grow
Since I’ve started my business, I’ve worked directly with over a hundred amazing entrepreneurs and had conversations with hundreds more. I could go on and on about how amazing you all are, how brilliant and courageous and world-class at what you do.
But I’ve also seen a pattern that trips a lot of people up.
At some point, you’ll get busy. Very busy. You might already be there. You’ll want to grow, but you won’t have time to do #allthethings, so you’re going to start looking for solutions.
When you do, keep an eye out for these three tendencies that could derail your search…or even make your problem worse.
Should You Hire a Virtual Assistant When Your Business Gets Busy?
Virtual assistants sell their services as a way to lighten the load on your shoulders. Hundreds of software tools exist to make your life easier and make things happen faster. Seems like a no-brainer, right? Shouldn’t this solve your time issue?
Unfortunately, it rarely works that way.
Think of VAs and software tools as pouring gasoline on the fire you already have going.
If you have a lot of clarity and action, and you want to just move faster down the road you’re already on, then both assistants and software tools will make that happen.
But if you don’t have a lot of clarity, or are struggling to take consistent action in a single direction, or feel like there’s a bit of chaos in your business – both resources will amplify what’s already there.
Instead of hiring virtual assistants or buying software to solve your problems, take a moment to get clear on where you want to go and how you want to get there…THEN loop in outsourcing and software to get there faster.
What Business Skills Can’t Business Owners Outsource?
When you’re thinking about what to offer to your clients, staying within your zone of genius as much as possible is 100% the way to go.
But if you want to run a business, there are a few things you’re going to need to learn, even if they don’t come naturally, particularly marketing, leadership skills, and managing yourself (especially your time).
The learning curve of entrepreneurship is steep, and you can’t outsource the core elements of it. You can get help, but at the end of the day, you have to be willing to learn how to run a business and lead both yourself and others.
How Can Entrepreneurs Achieve Sustainable Productivity Without Burnout?
There are a lot of tools out there for getting more productive, and a lot of them will help – but none of them will turn you into a superhero.
You’re going to have parts of the day when you can’t think strategically.
You’re going to have good days and bad days.
You’re going to need breaks.
Be careful not to let productivity tools create impossible expectations in your own mind.
If you’re constantly beating yourself up or setting goals you can’t possibly achieve, you’ll only hurt your ability to move forward.
Every entrepreneur alive is human; let yourself be human too.
Frequently Asked Questions
Q: When is the right time to hire a virtual assistant for my business?
A: The right time to hire a VA is after you’ve clarified your systems and processes. If you can clearly explain your workflows, document your procedures, and identify specific repeatable tasks that don’t require your expertise, then you’re ready. Hiring before this clarity exists will only amplify existing chaos and waste both your time and money.
Q: What are the essential business skills every business owner needs to learn?
A: The three non-negotiable skills are marketing (so people know about your services), leadership (to guide yourself and any team members through challenges), and time management (to prioritize what matters most). You can get help with these areas, but you cannot completely outsource them because they require your vision, judgment, and decision-making.
Q: How do I know if I’m setting unrealistic productivity expectations for myself?
A: Warning signs include constantly feeling behind despite working long hours, beating yourself up for not accomplishing “enough,” never feeling satisfied with your progress, or comparing your output to impossible standards. Remember that you’re human—you’ll have high-energy and low-energy periods, good days and bad days. Sustainable productivity respects these natural rhythms rather than fighting them.
Q: Will productivity software solve my time management problems?
A: Productivity software can help, but only if you already have clarity about your priorities and direction. Think of these tools as accelerants: they’ll make you move faster in whatever direction you’re already headed. If you’re unclear or chaotic, software will just help you be unclear or chaotic more efficiently. Get clear first, then use tools to execute faster.
Another thing to consider is that productivity tools won’t stop you from putting 100 tasks on your list for the day. You’ll have to be the one to create human-sized boundaries around what you expect yourself to achieve in a few hours.
Q: How can I tell if my business systems are ready for scaling with help?
A: Ask yourself: Can I explain my key processes to someone else? Are workflows documented? Do I have clarity on who does what and when? Can I identify specific tasks that are repeatable and don’t require my unique expertise? If you answered yes to these questions, you’re ready to bring in help. If not, spend time creating that clarity before hiring or investing in new tools.
