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185 How I Delegate & Automate To Reduce My Workload
In this episode, I share how tutors and education business owners can streamline, automate and delegate to support real business growth. If your admin is taking over your time, this is for you.
I explain how to decide what truly needs you, what can be automated, and what can be delegated. We cover systems, invoicing, tech, and how to save time without losing the personal touch.
Ideal for tutors and education entrepreneurs focused on marketing, sales, and building a sustainable tutoring business.
Enjoy :-)
Sumantha
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👋🏽 Hello! I'm Sumantha McMahon, and I've supported over 100 tutors and education business owners.
As a teacher 'dropout' turned professional tutor, combined with my 20+ years as a business owner, I'm in it with you! Yes, I'm qualified too :-)
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© 2024 Sumantha McMahon
Transcript
I get asked about streamlining, automating and delegating all the time because so many tutors and entrepreneurs that I speak to have grown, which is great, but alongside that growth, their admin has grown with it. And that does not take into account all the things they want to do or feel they should be doing, and they do not really even have the time or headspace to think about those things, let alone actually do them.
Sumantha:If you are new to this podcast, I am Sumantha McMan and welcome. I have worked with well over a hundred tutors and entrepreneurs helping make their businesses more lucrative whilst releasing time, protecting the impact they make and creating options for the future so they are not boxed in.
Sumantha:I am the founder of the Amazing Community and Training Hub, the Tutors Mastermind, and I also support people in my one-to-one programme. All the links are in the show notes and on my website upgradeyoureducationbusiness.com.
Sumantha:If you are nodding along thinking you would quite like to make your business more lucrative while releasing time, this episode is a great place to start. Streamlining, automating and delegating all lead to exactly that.
Sumantha:You get to focus on the things that are most worth your skillset and expertise. I am going to start with a really simple but powerful question that should guide what you automate and delegate.
Sumantha:The question is, what cannot happen without me. Take this podcast. The recording cannot happen without me, but the ideas, scripting, editing and posting absolutely could be delegated if I chose.
Sumantha:That gives me clarity. I choose to script and record, but I delegate the editing and social media. If I wanted to fully remove myself, I could just show up and record.
Sumantha:This is where people struggle. They feel like everything needs them. Or they believe nobody can do it as well as they can. I have been there too.
Sumantha:But the shift is this. I am a valuable resource in my business, so how can I be best utilised. Delegating and automating can feel scary because there is a financial cost attached.
Sumantha:But when done strategically, you get that investment back through freed up time, better focus, and higher quality work. Even rest gives you a return because your ideas improve.
Sumantha:Another common fear is losing the human touch through automation. People worry they will sound too corporate. But there are many ways to keep warmth in automated systems.
Sumantha:For example, I use Calendly for bookings. Instead of sending a cold link, I soften it with friendly language so it still feels personal.
Sumantha:We live in a highly automated world and it does not put us off. In fact, automation gives you more time to build relationships because admin no longer drains your energy.
Sumantha:Look at all the admin in your business and ask what truly needs you. Is invoicing the best use of your expertise. For me, the answer was no, so I automated it.
Sumantha:Automation requires streamlining first. A system must be logical before a machine can run it. This alone naturally improves your processes.
Sumantha:Using invoicing as an example, I removed unnecessary steps such as listing every lesson date manually and instead fixed schedules and used booking systems.
Sumantha:I also replaced bank transfers with Stripe. Yes, there is a fee, but it removes chasing payments and checks automatically. My system sends reminders too.
Sumantha:This frees my time for higher-level work. Now let us talk about delegating to people. For many, the first thing they want to delegate is social media.
Sumantha:I used to think only a teacher could do my content properly. In reality, my VA was not a teacher and was dyslexic, and she did a brilliant job.
Sumantha:The key was letting go of perfection at the beginning. Standards improve as systems develop and as your VA learns your voice.
Sumantha:I created a weekly content structure and Pinterest boards for inspiration. Today, AI can speed this up even further with prompts and content frameworks.
Sumantha:Always return to the core question. What cannot happen without me. That shows you what can be automated and delegated.
Sumantha:You may resist change because you like how things work. But if nothing changes, nothing changes. If you want more time, something has to give.
Sumantha:Since streamlining, automating and delegating, my business has grown in profit and in freedom. I now work in a way that better matches the life I want.
Sumantha:I have more headspace for creativity and better support for my clients. I cannot be another brain in someone else’s business if I am exhausted.
Sumantha:If you feel hesitant, just start with one thing. My first automation was invoicing. Once I saw the time it gave back, I was hooked.
Sumantha:Now my biggest business expense is my tech stack, and that is by choice. I hope this episode has helped. I will see you on Wednesday.
