I am a big believer in outsourcing. I wouldn’t chop down a tree or fix the brakes on my car, after all there are experts in these matters and the consequences could be pretty dire if I was let loose in these scenarios.
I outsource many things in my personal life, I do this not because I have pots of money or that I am lazy. Two reasons: I get more time for myself, to do what I want to be doing and frankly those that help me, do a better job than I ever could. I call in the experts, they are quicker, perfectionists in their craft and the impact and results last longer.
The same principle applies in outsourcing in business, throughout my career I have been involved in many exciting projects which I couldn’t have achieved without the support and knowledge of key players in their field. Everyone has their strengths, their experience and limited time, as business owners we are often drawn to low prices and quick wins. I am also a big believer in ‘you get what you pay for’.
For several years I have been carrying out the following tasks for a local youth group on an entirely virtual basis:
- Program Planning
- Email Communications
- Sourcing Guest Speakers
- Identifying and Arranging Excursions
- Creating Forms
- Contingency Planning
Program Planning
Similar to event planning, each week has a different activity according to a set of criteria that must be met throughout a two year program for each individual. Not unlike a training program or CPD, certain boxes must be ticked and recognised, with modules contributing to an overall ‘pass’ of the program. The program needs to be engaging, relevant and cost effective. I have been leading the program content for some time now and take every opportunity to seek feedback and keep improving on what’s on offer. This means I keep abreast of new facilities opening in the local area, special offer group packages and what young people are actually interested in doing.
Email Communications
I compose all email communications on behalf of the group which are circulated at least once per week to remind members what is coming up. Sometimes this can be up to three emails per week. Emails are informative, instructional and provide guidance for the group which must be adhered to. I compose the emails which are concise and clear as we are all short on time and any vital information could be missed if there is an overload of information as a result of skimming a huge block of text. There is a constantly moving target audience, from new members to those who have been around for almost two years, it is important never to assume and to reinforce regular messaging to members.
Sourcing Guests
The program is varied with visits from guest speakers, who will attend on a volunteer basis. There is a charity based budget for activities with a strict financial limit for the program. The challenge involves the process from start to finish of finding, contacting and securing the visitor. The information share and what we would like to achieve, to creating a balance throughout the program of the right guests who will add value and engage young people is just as important as getting the guest there on the right day at the right time. I am a big believer in building strong relationships, which helps to become part of the wider community and find more and more fantastic people to work with.
Arranging Excursions
Any trip takes plenty of admin, look at hen and stag do’s. From transport to the number of attendees, to fees and dress codes, directions and refreshments, meeting points and sign in locations, I could go on. A group trip needs an administrator to plan the before, during and after for everyone to get the best from the event.
Forms
How many forms do you fill in per week? I dread to think. Online, offline, sign here please. From permission forms, release forms to worksheet templates for completion to demonstrate an achievement, I craft these. Simple, straightforward forms with no tricky questions to avoid any confusion.
Contingency Planning
What if it goes wrong? A guest speaker gets ill, an excursion is weather permitting, I am prepared for force majeure with plenty of back up plans. Part of the supporting role I play is to make sure these things go relatively unnoticed where possible or are otherwise swiftly rearranged for a later date.
This might all sound like simple stuff, it is. There are plates to keep spinning and you never know what might happen next, whilst the youth leaders are present each week, assisting at meetings I am onto the email updates ready to land in inboxes when everyone gets home, whilst their minds are still in the game. Communication and teamwork goes a long way, even though I remain a virtual presence within the running of the group, those behind the scenes functions are key in supporting those on the front line.
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