How I Use Four Assistants to Run My Six-Figure Marketing Agency and Non-Profit

Hey there! My name is Brad Smith, owner of PayLente, a donor investment fund. In this blog post, I'm going to show you how I efficiently run my six-figure marketing agency as well as my non-profit organization by leveraging the skills of four essential assistants.

Over the past decade, I've coached businesses and non-profits on growing online by providing them with my cheat sheets for better results. So if you're new here, don't forget to comment 'new' so I can send you these proven strategies!

The Struggle is Real

Operating a business is overwhelming; we all know it. Between client interactions, email marketing, content creation, and managing social media, the list of tasks never seems to end. In my early days, I found myself juggling both—creating content and providing quality service to clients.

It was a struggle; one that perhaps you can relate to. When you're hustling all day, it's extremely stressful to think about churning out content at the end of it.

The Power of Outsourcing

For a long time, I was stuck in a loop of stress and overwork until I discovered the power of outsourcing. Initially, I went the traditional route of hiring employees.

While this might sound like a solution, it significantly reduces profit margins. Hiring a full-time team can get expensive, especially for tasks that don't necessarily need in-house handling.

The Cost-Effective Alternative

I soon realized that hiring contractors and freelancers could efficiently handle many of the assistant tasks that were burdening me, without eating into my profits.

Whether it was video editing, writing blogs, or posting on social media, I found out that these tasks could be outsourced at an affordable cost. The key here was to let these professionals focus on what they're good at, freeing me up to focus on client relationships and strategic decisions.

The Role of the Team Manager: Assistant Number One

The Central Hub for Efficiency

The first of my four assistants holds the pivotal role of being the team manager. This assistant takes care of the day-to-day operations of the business, ensuring that everything runs smoothly.

One of the major benefits of having a team manager is that it centralizes communication. Instead of juggling interactions with multiple team members, I only need a single point of contact. This brings a higher level of organization and coherence to both my marketing agency and non-profit.

Why One Point of Contact Matters

Having a single point of contact simplifies a lot of things. For instance, the team manager is responsible for quality assurance, task delegation, and ensuring everyone stays on track with their duties.

All content ideas, videos, topics, or frequently asked questions (FAQs) that arise during the week can be sent directly to her. She takes this raw material and turns it into actionable items or extra content, as needed.

The Multi-faceted Role

Besides serving as the bridge between me and my other assistants, the team manager also has a broader role that includes a variety of tasks. She is involved in website edits, blog creation, email automation, and even client communications.

This requires a certain level of trust and skill, as she not only communicates with clients but also writes copy, adhering strictly to the brand guidelines.

The Orchestrator

What makes this role unique is her ability to coordinate with the other three assistants on the team. Given my busy schedule, I simply don't have the time to interact with each assistant individually. Therefore, the team manager serves as the orchestrator, ensuring that everyone is aligned with their tasks and responsibilities.

She operates in a way that complements my own responsibilities, helping me stay focused on what's truly important for the growth of the business and non-profit.

Finding Your Team Manager

So, if you're contemplating hiring multiple assistants, start by identifying that one person who is a jack-of-all-trades. This person should be someone you can implicitly trust, who can effectively communicate with you, and who can also manage other assistants.

This will not only simplify your life but also bring greater efficiency and productivity to your work environment.

Think of it as creating a mini-ecosystem within your business or non-profit, where the team manager serves as the nucleus, holding everything together while you focus on expanding your horizons.

The Social Media Maverick: Assistant Number Two

Consistency is Key

Assistant number two holds the role of being the Social Media Manager. This is a critical job in today's digital landscape where businesses and non-profits must maintain a consistent online presence.

My Social Media Manager is responsible for posting daily content across all our channels, three times a day, to be exact. This level of consistency helps maintain an active online community and keeps our brand at the forefront of people's minds.

The Playbook: A Blueprint for Branding

One of the strategies I use to ensure that this assistant stays true to our brand voice is providing him with a 'Playbook'. This document outlines the brand guidelines, preferred images, and types of copy that resonate with our audience.

In a sense, it's like having my brain in a document, which makes delegation much more straightforward. If you're interested, you can even grab this Playbook from the description below my video.

Data-Driven Decisions

One of the essential responsibilities of the Social Media Manager is to track performance metrics for the posts. He looks at the analytics to understand what's working and what isn't, and he uses this data to improve future posts.

This data-driven approach allows us to refine our social media strategy continually, making sure we're hitting the right notes with our audience.

Delegating Creativity and Control

Although I provide ideas, questions, and topics, the Social Media Manager often comes up with content independently. This saves me time and also adds a fresh perspective to our social media platforms. If you're apprehensive about handing over full control, you can opt to review posts before they go live.

However, the ultimate goal is to find that sweet spot between quantity and quality, ensuring we're consistently putting out content that resonates with our audience.

The Communication Chain

Like a well-oiled machine, our Social Media Manager directly communicates with the Team Manager. This ensures that posts go out on time, and they meet our quality standards. It's this streamlined communication system that enables us to function efficiently without any hiccups, keeping the machine running smoothly.

The Video Virtuoso: Assistant Number Three

The Multiplier Effect

The third assistant in this well-oiled operation is the Video Editor. Video content is increasingly becoming a cornerstone of online marketing for businesses and non-profits alike.

This role is instrumental in scaling content and extending its reach. They take the raw video footage, like this one you're watching, and transform it into polished content that can be disseminated across multiple channels.

Content Origination and Flow

The idea for this video came from my team, identifying topics that can benefit my audience, whether they're running a business or a non-profit. I then create the video, armed with that topic, and this third assistant gets to work editing.

Once the video is ready, it's uploaded to YouTube and adapted for various social media formats like stories and reels.

The Content Ecosystem

But the role of the Video Editor extends beyond mere editing. He also extracts transcriptions from the video and forwards them to the team manager.

These transcriptions serve as the foundation for creating a blog post, which not only enhances our brand's visibility on Google but also creates a cohesive content ecosystem where one piece of content can be repurposed in multiple ways.

Video as a Powerhouse

The Video Editor is critical in leveraging one of the most potent forms of content: video. If you're pondering how I manage a non-profit, a six-figure agency, and a community of over 6,000 people via email, a significant part of the answer lies here.

Video content allows me to communicate complex ideas succinctly and engagingly. My video editor takes on the technical aspect, freeing me to focus on content creation and other business activities.

A Holistic Approach to Marketing

This assistant is not just an 'editor' in the traditional sense but rather a key component in a multi-channel content strategy.

He interacts closely with the team manager and the social media manager, ensuring that the content flows seamlessly across platforms. This way, we're maximizing the ROI on every piece of content created.

The Advertising Ace: Assistant Number Four

The Power of Retargeting

The Smart Way to Scale: Keeping Profits High

Free Resources to Get You Started

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