Dear Travel Coach
Q. The good news is that my classic-car rental business, that I began during the recession, has done well. The difficulty is that as it has grown, I spend more time being the administrator and less time coming up with new ideas. Also, I get loads of emails requesting internships and money requests from needy charities. I believe in CSR but it’s all too much. How can I address these issues?
A. It looks like you need a ‘right-hand person’. You will need an assistant that shares your passion and knows everything about the business. This will help in two ways. Firstly when you need to brainstorm and bounce thoughts around, it’s good to do it with someone who reflects your normal self, allowing you to play devil’s advocate. Secondly, you need a trusted person to be able to step in either when you take a well-earned break or if you get run down by the proverbial bus or more likely, a dose of the ‘flu. Invest time in selecting the right person and be prepared also to invest substantially in their wages. You are appointing a professional and not just someone to fill a gap.
Once your ’emissary-on-earth’ is in place you can shut yourself away and get back to developing schemes, meeting creative talent (designers, web-builders, young tech experts etc). Your team will soon get used to arranging their own lunch breaks, sorting appointments and returning forgotten baby-seats and roof-racks without having to disturb you at all.
Forward non-urgent e-mails to a second, secret (known only to you) mail box that you can look through in your own time. It’s good to support students needing work advice and it’s important to consider the needs of various charities, but do these things on the way home or indeed at any time that you choose.
If these strategies are designed to show your team where their interaction with you halts, you need to do something that allows you to engage with them too. The best way to achieve this is to hold a weekly scheduled meeting. As always, it needs fixed start and finishing times and has to be structured. Although this may initially feel a little too ‘bossy’, a viable agenda is to allow your staff the chance to ask advice and opinion and for you to answer their queries and to agree their goals and strategies.
Ensure somebody takes notes of what has been agreed and make it clear that there ought to be no reason to revisit what has been said unless there are problems. Remember, the aim here is to empower each person to have total control over what they do, in order for you to be free to do what you want to do. These strategies are for everyone to benefit and that in turn will benefit your business.
Many artists, creatives and innovators find their idea gets swamped by their business admin – don’t let it happen to yours!
(originally featured in Travel Bulletin’s Travel Coach /Ask Renato-October 2009)