How We Delegate Easily with VAs

3 Lessons from Hiring 1,000 VAs Since 2007

My business is hitting a major milestone: we'll hire our 1,000th VA this quarter!

And we're doing it with a really easy delegation process called Smart Staff.

Now I want to give you the powerful lesson we learned that made it all possible, including:

  • How to delegate any task in less than 5 minutes.
  • The task brief template for any project.
  • The ultimate VA FAQ knowledge base.

3 Lessons from Hiring 1,000 VAs Since 2007

LESSON #1

#1. "Delegate Anything in 5 Minutes - THE AI BRAINDUMP METHOD"

We tested several methods of delegating tasks since 2007 and we looked at the results of 1,000 VAs that we've worked with in order to find the best method of delegating tasks.

And here's the winner:

Use "The AI Braindump Method". Instead of painstakingly writing every detail, just have a conversation with an AI like ChatGPT. It can interview you just like a human would and gather everything you want to share about the task in less than 5 minutes.

This method replaces lengthly emails and repetitive meetings with a simple, intuitive dialogue.  The AI asks the right questions so nothing is missed and it produces a comprehensive task brief that your VA can follow without further explanation.

LESSON #2

#2. "Automate 'Task Brief' Creation with AI"

Instead of writing vague instructions or going back and forth with clarifications, take your dictation or transcript and load it into ChatGPT. The AI structures it into a detailed, standardized format, ensuring nothing gets overlooked.

For a comprehensive task brief that your VA can execute without confusion, use the template below. This guarantees you cover every critical detail:

  • Initiation
    What are the goals of the project? What's needed to kick off? And who's involved?
  • 🟡 Planning
    What is in scope and out of scope? What's the timeline and budget?
  • 🟡 Execution
    What are the key milestones and sequences of work that need to be done?
  • 🟡 Monitoring
    How should you report on progress? What are the metrics of success?
  • 🟡 Completion
    When should the work be considered done? Who approves?

Using this template with ChatGPT, you can quickly create comprehensive instructions for your team.  The result? Faster execution, fewer mistakes, and no wasted time.

LESSON #3

3. "The Ultimate AI FAQ Knowledge Base"

Instead of answering the same questions from your VAs repeatedly, build a structured knowledge base that serves as a one-stop reference for your VA.

Data collection can happen in multiple ways, often through a combination of:

  • 🟡 Extracting details from your website, SOPs, and existing documentation
  • 🟡 Compiling insights from team discussions, past emails, and workflows
  • 🟡 Searching the internet for best practices when no SOPs exist

Once you’ve gathered this information, load it into an AI like ChatGPT. The AI organizes it into an easy-to-navigate FAQ that eliminates uncertainty and equips your VA with everything they need—without constant back-and-forth communication.

With a structured knowledge base, your VA can operate independently, solve problems faster, and keep your business running smoothly.

See How HelpFlow "Smart Staff" Does ALL Of This - Easily!

‍‍‍New Term Alert: A "Smart Staff" Assistant is a highly skilled Virtual Assistant that's powered by our AI-Copilot called GuideLayer. We've developed this solution to eliminate the need to over-explain and micromanage your virtual assistant.

Using Smart Staff powered by GuideLayer, our clients have completed 100s of tasks with their Virtual Assistants.

And on average, a Smart Staff user saves 90% of the average time needed to delegate, monitor and manage tasks the old way. That's MORE TIME saved that you can use to focus on:

  • ✅ Growth & Strategy – Focus on scaling, partnerships, and new revenue streams.
  • ✅ Sales & Marketing – Build stronger customer relationships, refine your messaging, and increase conversions.
  • ✅ Product & Service Development – Improve existing offerings or create new ones to stay ahead of competitors.
  • ✅ Leadership & Team Building – Strengthen company culture, hire top talent, and mentor key team members.
  • ✅ Personal Development – Learn new skills, attend industry events, and enhance your leadership abilities

Instead of getting stuck in daily operations, you can work ON the business instead of IN the business, accelerating growth and long-term success.

Click here to see Smart Staff in action.  You'll even get to try the AI by speaking to it right now. It's really mind blowing.

🤯 🤖 Want to try speaking to AI to delegate more effectively? Try GuideLayer AI now - free and right now!

Try GuideLayer AI NOW (Free!)

How We Delegate Easily with VAs

3 Lessons from Hiring 1,000 VAs Since 2007

My business is hitting a major milestone: we'll hire our 1,000th VA this quarter!

And we're doing it with a really easy delegation process called Smart Staff.

Now I want to give you the powerful lesson we learned that made it all possible, including:

  • How to delegate any task in less than 5 minutes.
  • The task brief template for any project.
  • The ultimate VA FAQ knowledge base.

3 Lessons from Hiring 1,000 VAs Since 2007

LESSON #1

#1. "Delegate Anything in 5 Minutes - THE AI BRAINDUMP METHOD"

We tested several methods of delegating tasks since 2007 and we looked at the results of 1,000 VAs that we've worked with in order to find the best method of delegating tasks.

And here's the winner:

Use "The AI Braindump Method". Instead of painstakingly writing every detail, just have a conversation with an AI like ChatGPT. It can interview you just like a human would and gather everything you want to share about the task in less than 5 minutes.

This method replaces lengthly emails and repetitive meetings with a simple, intuitive dialogue.  The AI asks the right questions so nothing is missed and it produces a comprehensive task brief that your VA can follow without further explanation.

LESSON #2

#2. "Automate 'Task Brief' Creation with AI"

Instead of writing vague instructions or going back and forth with clarifications, take your dictation or transcript and load it into ChatGPT. The AI structures it into a detailed, standardized format, ensuring nothing gets overlooked.

For a comprehensive task brief that your VA can execute without confusion, use the template below. This guarantees you cover every critical detail:

  • Initiation
    What are the goals of the project? What's needed to kick off? And who's involved?
  • 🟡 Planning
    What is in scope and out of scope? What's the timeline and budget?
  • 🟡 Execution
    What are the key milestones and sequences of work that need to be done?
  • 🟡 Monitoring
    How should you report on progress? What are the metrics of success?
  • 🟡 Completion
    When should the work be considered done? Who approves?

Using this template with ChatGPT, you can quickly create comprehensive instructions for your team.  The result? Faster execution, fewer mistakes, and no wasted time.

LESSON #3

3. "The Ultimate AI FAQ Knowledge Base"

Instead of answering the same questions from your VAs repeatedly, build a structured knowledge base that serves as a one-stop reference for your VA.

Data collection can happen in multiple ways, often through a combination of:

  • 🟡 Extracting details from your website, SOPs, and existing documentation
  • 🟡 Compiling insights from team discussions, past emails, and workflows
  • 🟡 Searching the internet for best practices when no SOPs exist

Once you’ve gathered this information, load it into an AI like ChatGPT. The AI organizes it into an easy-to-navigate FAQ that eliminates uncertainty and equips your VA with everything they need—without constant back-and-forth communication.

With a structured knowledge base, your VA can operate independently, solve problems faster, and keep your business running smoothly.

See How HelpFlow "Smart Staff" Does ALL Of This - Easily!

‍‍‍New Term Alert: A "Smart Staff" Assistant is a highly skilled Virtual Assistant that's powered by our AI-Copilot called GuideLayer. We've developed this solution to eliminate the need to over-explain and micromanage your virtual assistant.

Using Smart Staff powered by GuideLayer, our clients have completed 100s of tasks with their Virtual Assistants.

And on average, a Smart Staff user saves 90% of the average time needed to delegate, monitor and manage tasks the old way. That's MORE TIME saved that you can use to focus on:

  • ✅ Growth & Strategy – Focus on scaling, partnerships, and new revenue streams.
  • ✅ Sales & Marketing – Build stronger customer relationships, refine your messaging, and increase conversions.
  • ✅ Product & Service Development – Improve existing offerings or create new ones to stay ahead of competitors.
  • ✅ Leadership & Team Building – Strengthen company culture, hire top talent, and mentor key team members.
  • ✅ Personal Development – Learn new skills, attend industry events, and enhance your leadership abilities

Instead of getting stuck in daily operations, you can work ON the business instead of IN the business, accelerating growth and long-term success.

Click here to see Smart Staff in action.  You'll even get to try the AI by speaking to it right now. It's really mind blowing.

🤯 🤖 Want to try speaking to AI to delegate more effectively? Try GuideLayer AI now - free and right now!