In every story, there’s a beginning, so let’s begin with your mindset about outsourcing. In everything you do, how you look at things and events that happened in your life have a lot to do with your mindset. It’s very important to have the right mindset about outsourcing so you’ll surely benefit from it.

So let’s take a look at the most important mindset that you must have to ensure you’ll get the most out of your outsourcing journey.

I Can’t-Do Everything Mindset

I know, it’s hard! Adapting to changes is sometimes hard. Specifically, when you’re working alone and doing everything in your business. Transitioning to working with someone or a team is not an easy thing to do. The reason why I dedicate my time learning on how to outsource and know the benefits before I jumped into it. Knowing that you can’t do everything means you’ll be needing different people with various talents and skillsets to help you work in your business.

In everything you do as a business owner or as an entrepreneur, growing and scaling are simultaneous to having the right people to work with you. You might able to create products and services or generate a great idea for your business, but if you’ll do the implementation alone, you’ll figure out and realize later that you’ve wasted a lot of your time for not getting the benefits of outsourcing!

As I’ve mentioned in my other post, your business has these 3 major roles that must be filled. The most important role that you must fill is either or both the Salesman and Marketing role which pertains to the planning and strategizing where your business needs to go. The rest, you can outsource them.

If your business is not growing, it probably means, you’re NOT yet outsourcing or not having the right people that could help you do what you’re supposed to do in your business. Part of strategic planning in your business is to know the right person you need to hire to help you do the things you mustn’t do.

If you still have the mindset that you can do everything alone and on your own, then you’re not going to be ready for outsourcing. You need to change your mindset to start to be able to delegate and work with virtual assistants.

Having a mindset that you can’t do everything alone isn’t enough. In combination with a simple managerial skill would be needful too. So in the list below, I’m going to show you the list of tools to easily outsource and delegate things like a pro! It doesn’t necessarily for you to be an expert nor need to have a bachelor course in managing people. You just need the right tools and some simple guidelines.

Using the Right Tools

There are countless of tools online that you can use to communicate and manage remote workers. From time tracking, project management and so on. Here are the lists of tools that I and my team(VASPh Team) are using in serving our clients providing them Virtual Assistant services.


Asana is a great project management tool you can use to keep your project’s to-do lists collaborative with your team.

Adding projects, tasks, assigning who’s responsible for the task and setting a due date is a breeze!

I’ve made a quick video about Asana here, please watch my quick review of it(no affiliate link).

I and my team are using Asana for our Internal and Client’s projects. My entire VASPh Team can easily collaborate and work on the tasks they’re assigned.

Screencast O Matic

If you’re a fan of video recording, use SOM. I use it all the time providing instructions to my team on different types of tasks.

I also used it to record and edit videos that I use on our Youtube Channels. There are many things you can do and use this tool specifically communicating with your team in a more visual form.

Google Drive

Is an online storage you can use to collaborate with your team. It has a built-in Google Doc, Spreadsheet, and Presentation which alternative to Microsoft Office products(word, excel and powerpoint).

You can easily collaborate with any online documents by easily sharing folders and specific documents for your team to work with.


Slack is the great communication tool that you can use to internally discuss things for a specific part of your project. You can use it as your regular chat box tool with your team.

One thing I did for a streamline communication with my team is that everybody has a Slack account and has been added to our Slack team. We can simply create channels if we want to discuss specific topics about a project.


Is a screenshot tool which you can easily use to capture your screen and make some annotations to what you can use to convey the message you wanted for a specific.


Another screenshot tool like lightshot.The difference is that you can record video screencast instead of just screenshot.


A time tracking tool that integrates with Asana. When your team does the work on their to-do lists in Asana, they can easily press the Start timer button to track their time.


A tool you can use to know the time difference between you and your team. That way you will know what time is appropriate to assign tasks to them or know when is the time they’re online. This tool is also helpful for webinar schedules. Knowing the time and date that your webinar in different time zones so you can schedule it appropriately for your target audience.

Extra Productivity Tools

Here are some extra tools you can get your team installed in their Chrome browsers to help them get more productive. I personally love these and using it myself and have my entire team use them to help them cut off the time waster and focus on serving. 

Tab Snooze

Is a google chrome extension that can snooze a tab for a specific period of time. They can be more productive by snoozing those tabs that they won’t be working right now so they’ve got fewer distractions.


Is another cool google chrome extension that you can have your team installed in their browser to block specific sites. Those sites that are on the list of block sites will be blocked depending on the number of minutes you’ve set. This way, they can only spend a number of minutes on those sites in a day that you’ve allowed them to set. Meaning, more work they can get done.

That’s all for now. I will keep updating this post for other tools that I and my team are using that helped them more productive and produce a good result in their performance.

How about you? Have you outsourced yet?

Share Your Insights and Feedback Below!

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