Podcast

235 Find Time To Work ON Your Business with Jaime Jay

Jaime Jay is the founder and managing director of Bottleneck Virtual Assistants, LLC. Jaime has been sourcing VA’s from the Philippines since 2006.

BNVA is a team of remote-based professionals dedicated to assisting ambitious leaders to identify, hire and cultivate remote-team members.

BNVA supports entrepreneurs, solopreneurs, C-level executives, founders, business advisors, consultants, legal professionals, real estate executives, professional Speakers, podcasters, physicians, counsellors and many more.
As the need for virtual assistants continues to rise, Jaime enjoys sharing his industry expertise with a service dedicated to business growth, systems,processes, and company culture development.

  • Could not recommend it enough!
    by Mindful Mel from United States

    Listening to Heart Sells Podcast has felt like meeting a soulmate! That initial excitement of knowing this is exactly what you’ve been looking for, the peace of feeling completely understood and that burst of energy from knowing that anything is possible! Every episode has been chock full of awesome nuggets and beautiful reminders. The combination of incredibly successful powerhouses sharing their journey, practical and applicable tools and Christine’s heartfelt and authentic approach and energy, is an incredible gift for all heart-centered entrepreneurs!

  • Dondi Scumaci - Don't let a bad experience creep into your heart
    by WalkingInside from Canada

    Loved the interview! Dondi has a great way of reminding us that we get to choose the lesson in our experiences.

  • Amazing Podcast!
    by LaDawn Townsend from United States

    I just started listening to Christine's podcast and the content is amazing! Can't wait for the next episdoe.

  • Packed with Powerful & Practical Tips!
    by VanPavlik from United States

    Love this podcast! The lifeblood of any business is sales and Christine does an amazing job of making sales something you'll fall in love with instead of dread. These podcasts are short and get staright to the point, filling you with both the knowledge and motivation to go out and bring in lots more money to your business by selling from your heart. If you want to bury the notion that sales is sleazy or avoid "gurus" who make sales sleazy and instead learn to how to sell in a way that is heart-centered, easy, win-win, and non-pushy, then look no further... you have found the right podcast!

  • Mindset Makes The Difference
    by JanineFQ from United States

    Great show about creating a business with heart. If you think it, you can achieve it and Christine show you how to use your heart and mind to find success. I'll listen again.

  • Loved the JLD Interview
    by Thehighenergygirl from United States

    Wow, what a great interview with JLD. Christine your energy is great and I look forward to listening to your other episodes. Well done! BTW I love the title so much!

  • Follow your heart!
    by The Marketing Book Podcast from United States

    ... and your mindset will take it from there. Yogi Berra once said "90% of the game is half mental." With your heart and mind aligned (like planets) you'll be amazed at what you can accomplish. Subsribe, listen and start selling!

  • Afraid to sell? Listen here!
    by MizzBeeMe from United States

    These are wonderful interviews with successful entrepreneurs, (including the Queen of Sales Mindset, host Christine)......who share how they began, what their difficulties were, and the sales mindsets & strategies they used to get to their top. If you've ever had that icky feeling when it come to 'selling' you or your stuff....get some great inspiration here of not only how to sell, but how to think.

  • Feeling P.O.W.E.R. ful!
    by The Variety Artist from United States

    Just listened to ep 5. Love the POWER formula. Christine explains it clearly and makes it simple for me to understand. Great podcast!

  • Let’s get better at selling!
    by Joeb29 from United States

    Let’s be honest, we can ALL be better at selling. I know I can, and I’ve been studying selling for years! Have a listen if you want to start getting better. I’d recommend it!

  • Inspirational!
    by CCarroll1 from United States

    Christine is a joy to listen to and learn from! I am so glad she now has a podcast so I can keep learning from her wisdom on sales, money, mindset, business and more. Great information!

  • You had me at "hi gorgeous!"
    by The Chef Rock Xperiment from United States

    Wonderful energy and such valuable insight! Thank you, Christine!

  • Love this podcast!
    by Funky Sarica from United States

    Christine does such an incredible job of helping her listeners to find their way with selling with love, from the heart. Her guests offer so much value—looking forward to more interviews!

  • Beautifl Show
    by Duffash from United States

    Christine has a wonderful energy. She is a great coach and teacher. I love how she teaches tools for shifting our mindset into creating habits and behaviors that build our success.

  • Christine is Great!
    by horsegirldsi from United States

    Have gotten a lot of value out of the first episodes. Christine is a great host!

  • We need more of this...
    by Stu Schaefer from United States

    I'm an entrepreneur and I sell every day of my life. It's easy to neglect the heart side of things, but I think it's important to balance that since we're all humans on the same team. Christine does a great job providing really valuable insights!

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Resources Mentioned in this Episode:

Culture Eats Strategy Podcast

Free Consultation to see if you qualify for a VA

3 Key Points:

  • A good leader is all about managing the expectations and managing those processes.
  • Do something as if it’s the last time you’re ever going to do it and never forget to document everything.
  • You’ve got to work IN your business before you can ever work ON it. You have to work on your systems and processes to get to your end goal.

Show Notes:

[4:05] We’re usually the bottlenecks in our own business. And it’s so hard for us to kind of embrace that. Like, I’m the reason that we’re screwing up. I’m the reason that we’re not getting good sales.

[5:01] 1.) Have a delegation roadmap. Create a spreadsheet or a Google sheet. 2.) Divide this sheet up in three columns. Column 1: task, Colum 2: Energy, Colum 3: Delegation

[7:31] One of the biggest misconceptions, when people hire someone, is that they think they’re going to hire some rock star and their life will improve dramatically right away.

[8:48] When you hire someone, make sure you give your new staff little tips and bits of responsibility at the beginning. They can grow into their roles over time.

[9:25] It’s so important that we understand it’s on us, not on the VA. You can find tons of good talent out there. You need to show them and lead the way and train them on how you want the task done.

[10:29] The second that ball goes out of bounds, blow the whistle but stop this. You need to help them to correct the mistake. Ask simply what happened that they could not show up in the way you expected them to show up.

[11:07] A good leader is all about managing the expectations and managing those processes and letting it be okay.

[19:33] To sum it up: I would just say, do something as if it’s the last time you’re ever going to do it. So document document document.

Transcript:

For FULL Transcript click here:

Read Full Transcript, click here:

Christine Schlonski [0:02]
Hi Gorgeous! This is episode number 235 and we have the wonderful Jaime Jay back on the show today.

Jaime Jay [0:08]
Hi, here’s Jaime Jay and you’re listening to Heart Sells! Podcast with Christine Schlonski. Enjoy.

Christine Schlonski [0:14]
Well, I’m so thrilled to have Jaime Jay back on the show today. I loved our last conversation, where we talked about having processes in place for more opportunities. And today we are going to dive deep on finding the time to work on your business instead of in your business. And why this is so very crucial to your success. Jaime Jay is the Founder and Managing Director of Bottleneck Virtual Assistants. Together with an amazing team, they offer professional growth opportunities for ambitious leaders by creating an efficient and systematic approach to identify, hire, and cultivate team members who focus on specific roles and responsibilities. I hope you’re enjoying this episode and you learn a ton. And you really get that little differentiation from working on your business and in your business, because it will be life changing. Have fun. Well, I’m so excited, Jaime to have you back on the show. Welcome!

Jaime Jay [1:19]
Thank you so much.

Christine Schlonski [1:21]
Yeah, and I loved our conversation and it’s so important to really find time to work on your business and not in your business. And that’s such a big stretch for people who are starting out or maybe they are in their first second or fifth year. And, you know, building up a team and really leveraging time having processes in place and structure so that they can focus on what they are brilliant. You know, I mean, I always like to get a feel of what for example, a new software does but you know, I’m at the point where I’m thinking, well, I want to get my overview. So I know what I’m outsourcing. But I don’t want to do all the single task anymore. Because I rather coach someone or create a new product or a group coaching program or write a sales page or something that, you know, that’s fun for me. And that has a much bigger impact than putting together the next funnel. Right? So how, how do I know that you know, the person I am hiring is a good person to hire. Like, can you share some criteria I have to look out for so I make sure that I’m you know, not hiring someone who can’t do the work and to know upsets me? I keep explaining for, I don’t know, months and nothing happens,

Jaime Jay [2:54]
Right? So I do want to go back to it a little bit earlier. You said you want to work on business. In your business, this right here, we all want to work on our business. We all want to have our business working great. But until you work in your business and get your systems and processes down, you cannot do anything else. And I’ll tell you right now, the biggest reason in the US the United States costs $4,129 to hire somebody on average according to Glassdoor it costs up to nine months salary to fire somebody. This is a huge cost. And it’s really hard to find the right candidate. It’s really hard. That’s why I really like Bottleneck. We have, I’ve been sourcing VA’s from the Philippines since 2006. I’ve learned a lot about looking and matching people together. And I’ve learned a lot about that. Now. Is it a perfect science? Of course not. We have the element that we’re dealing with, but we have really kind of honed in a good system if you will, but one of the things that we have to look at is, is you, Christine, is me. That’s why we call it Bottleneck. We’re usually the bottlenecks in our own business. And it’s so hard for us to kind of embrace that. Like, I’m the reason that we’re screwing up. I’m the reason that we’re not getting good sales. I’m the reason that how in the world can I possibly look to someone else to do something? If my store isn’t set up right? If my systems aren’t right, because there’s no way that someone can just look into Christine’s head and think what you’re thinking, or assume that, hey, you know, Christine wants me to do this. I’m going to do this. And then you go, whoa, what are you doing? That’s not right. Well, you told me to. No, no, no. That’s why systems and processes need to be put in place. It’s so important. So how do you know if you’re going to be able to find the right person? Well, first of all, if you have everything single thing, I call it, sending it, sending it out, kind of back up a little bit. First of all, you need to have a delegation roadmap lists this delegation roadmap out, it’s on a spreadsheet or a Google Sheet, he lists three columns. The first column is going to be task. The second column is going to be expectations. I’m sorry, energy. And the third column is going to be delegation. So task, energy, delegation. So you list out all the tasks you do on a daily basis.

Jaime Jay [5:25]
Yeah, this will take you some time. But this is building that foundation. This is building that foundation, right? With each task, you’re going to apply to values. Number one, does this give me energy are completely draining me of energy? Right, so you mark that down? The next thing is, is this something I must do? Like, Christine, she kind of needs to be here to do the interview. But does she need to do the audio or the video? Right? So you will put can Is it something Christine must do or can you delegate to this to someone else who can do it and here’s the key 80% is good. You’re better. This is a huge key because now suddenly you’re setting your own mindset and your expectations I, this person is not me. But if they can get a B on this thing, there’s tons of room for them to improve. So I need to set my standards low. And then the, the other huge thing is when you take all of these tasks, and you throw out all of the ones that do not give you energy and that you can delegate, now sudden you start seeing the foundations for a job role and responsibilities. And now maybe you can start saying, well, I need two or three people or I need four people or you know what, I need one person and then go to Bottlenecks save their ISP program. Right? But, but that’s the big thing because you can start now seeing a job role and oh my gosh, now if you say I want somebody to schedule some manage my calendar for me, well, you better have that step by step. Okay, when I log in, I go here. I see Schedule here, I do this step by step every time you click the mouse button, take a screenshot, and write down what that step means. That’s a workflow. That’s what I talked about when doing a workflow. Now, guess what? You hire somebody, and you give them that step by step. How can they mess that now if they mess that up? Not a good fit, but it’s literally they’re saying step one, go to this website, did it. Step two did it have to do, step three, click here, and there’s images there. Sometimes people do videos. Um, one of the biggest misconceptions that many people have when they hire somebody as they think they’re going to hire some rock star, and this person may well enough, be a rock star, but they think as soon as they hire him on day one, their life is going to improve dramatically. You know what happens? Your life gets harder, dramatically, much harder. Why? Because now you’re managing your business, and you’re literally telling somebody else what they need to do, and that’s a lot of the time, and here’s the here’s this number one thing, I don’t have time to hire somebody. Oh, it’s so for me, it’s very challenging for me to hear this. If you don’t have time to hire somebody that tells me you have no systems are processes in place. Who are you to be hiring another human being, being able to pay for this person to provide for their family when you can’t even give them a system or a process to follow? And there’s two reasons you want to do that because it reduces the learning curve. And the other reason is, if there’s nothing for them to follow, they’re going to be all over the place. So it’s disorganization.

Jaime Jay [8:48]
You have to, and give them a little tips and bits of responsibility and beginning but have them processed out. I don’t care if it’s, you know, setting it go to, I want you to go to the software called calendly and set up a calendar for me. And these are the hours that I want you to have it set up. Oh, and by the way, here’s the step by step process to take care of that, oh, we’re hiring another person, I want you to set them up on calendly. Here’s the thing. The first time is going to be a little challenging. But as I add more people, they just go right back to the workflow. Boop, boop, boop, boop, boop done. There’s no way they can mess it up.

Jaime Jay [9:24]
So that’s why it’s so important that we understand it’s on us, not the VA. You can find tons of good talent out there. But if you’re not able to deliver, because they’re going to look to us just as much as we’re looking to them. We’re going to look to them and see if they’re doing stuff and if they make mistakes, that’s okay, embrace them. We explain it like this in a basketball court. I let all of the team members when we have 12 or 13 on staff, they go do whatever they want to. We have a check-in policy that checks them when they first come in to check them before they go to lunch after they come back from lunch, and then they check in 15 minutes prior to the end of the day with an update of all the tests they’ve done that day. And then they say, is there anything else you need me to do before I clock out? 15 minutes or before I’m done. This is perfect, right? Most of the time, I’ll say no this is great. Sometimes they oh, I have a question. So I explained it to them like this. It’s in the basketball court. If you seen a basketball court, you play all the one shoot free throws, dribble, go between the legs, pass back and forth through their buddies, that does not matter.

Jaime Jay [10:29]
But the second that ball goes out of bounds, blow the whistle but stop this. Why did that go out of bounds? Why did you go past the line there? And I try not to say why. But so what happened? Explained to me what happened? And then we’ll kind of go through that. We’ll say, okay, so this was not a good result. But don’t worry, because you made this mistake. It’s not going to bankrupt the company. But I want you to feel comfortable and letting me know that hey, there was a mistake made. Let me know and let’s work it out. Let’s update our process or our system there to fix this because that’s a friction point that we’ve discovered. Bam! You’re off to the races.

Jaime Jay [11:07]
That’s what a good leader is all about, is managing the expectations and managing those processes. And letting it be okay. Say this and write it down and give it to them in an owner’s manual. So that they understand that, hey, this is the kind of company we are, this is our values. This is who we are. It’s okay to make mistakes. When you asked, you know, how is it, people able to find somebody, you go to Bottleneck work, that’s what we do, or any there’s a lot of other companies out there that do it too. But you have to make sure your stuff is on point. You got to work in your business before you can ever work on it. And that’s just, that’s just part of business and if this is really what you want, whenever that end goal is there is a vehicle to get you there. Sometimes you’re driving, you know, a beat up, you know, Pinto. But sometimes you’re driving a really nice, you know, maybe whatever cars, boat or whatever it is you like, something that’s very comfortable. And that’s just the difference between having systems and not having systems.

Christine Schlonski [12:19]
So, so important and so overlooked. And you know, I’m working on my systems. I’m definitely not there where I could be, let’s put it this way. But this is such an inspiration conversation because it does show me again that, you know, sitting down making an edit video explaining how I like things done, obviously makes it easier for the person who’s supposed to execute, right because they probably want to do a good job, but if I don’t show them, they can’t. Right? So that, that really, really helps. So it’s interesting that you use basketball because, in your life, you do not really play basketball that often, don’t you?

Jaime Jay [13:01]
Nah, a lot of people do so I guess they like it, right? I’m more of a hockey fan so.

Christine Schlonski [13:08]
That’s a fun fact about you and you know, you didn’t start just yesterday. You’re playing for over four decades.

Jaime Jay [13:17]
I know it’s crazy.

Christine Schlonski [13:19]
Wow. So that’s passion.

Jaime Jay [13:22]
Yeah, this will be my 45th-year plan. Crazy.

Christine Schlonski [13:26]
Congratulations and play like regularly in a team. It’s amateur. But you’re doing like everything that you do when you play hockey.

Jaime Jay [13:37]
Oh my! You know what the nice thing about it is to, is for me with hockey, other people do golf or whatever. Golf for me is really mental. So it’s hard for me to shut my brain off. But for hockey, you get out there and it’s so fast paced moving around. And everything else has gone from my head and it just gives me some time to focus on the here and now in the present and I just absolutely love that. Plus, it’s fun.

Christine Schlonski [14:02]
Yeah, it totally is. And so has something to do with where you grew up because it’s you know, cold?

Jaime Jay [14:08]
Oh, yeah. Yeah, I grew up in Alaska. So it was, it was pretty much the only thing we could do there for about nine months out of the year.

Christine Schlonski [14:17]
Okay, cool. So that’s have to do with the upbringing.

Jaime Jay [14:20]
Yes. Yeah, most definitely.

Christine Schlonski [14:22]
And you know, you love, you said that you love the water. So when you get when you could choose, like, would you go on vacation then, to a colder place? Or would you say like, get me to the hardest beach there is?

Jaime Jay [14:35]
Well, we love water. We love Florida, and which we’re actually looking to maybe even relocate move to Florida. But we always look to see where the closest rink is? When we move or we travel, we’ll bring our gear in. And we always want to make sure that we’re bio rink, you can have rinks, we’ve looked all through the Caribbean. There’s only two places in the Caribbean that have rinks, Puerto Rico And I forgot the other place but Florida’s nice as like three rinks all in a 30-mile radius of this place and kind of north of Fort Lauderdale. So really excited about that because we get our boating? Our, you know our sun and fun and we also get our, our exercise and our hockey and and and I say we I mean my wife and I that’s how we met is on the ice.

Christine Schlonski [15:20]
Yeah, awesome. So what does Heart Sells! mean for you?

Jaime Jay [15:25]
Hard sells? Well, I think that’s where you try to force somebody into purchasing something that they don’t want.

Christine Schlonski [15:33]
Oh, okay, let me reframe that was my accent.

Jaime Jay [15:37]
Right? Oh, Heart Sells!

Christine Schlonski [15:40]
With a T.

Jaime Jay [15:42]
What does Heart Sells! mean to me? That’s a good question. I think you know what, I think it’s just, it’s being a good authentic person on and I think it’s conversation and dialogue, not sell. And I think if you really, for us, and you can ask anybody, I absolutely love what we do here. Um, my, I love the staff, the team is amazing. I love my wife with all my heart and she works with us. And that’s hard to do some time. And so I think, I think when you when you talk about Heart Sells! I think it’s, you know, our slogan is leading with kindness. And so I think as long as we’re kind, we listen and we understand. I think that’s what sells love, you know, without getting too woo-woo but it really is kind of, you know, you’re going into a relationship with somebody, um, and love might be a strong word, but I think it’s, I think it’s necessary in this in this context.

Christine Schlonski [16:49]
Yeah. You know, I say that sales is love. Definitely, I do agree. And do you remember the very very first thing that you ever sold in your life?

Jaime Jay [17:04]
Yeah, 100%! My brother and I on Collindale golf course in Fort Collins, Colorado. We were in between the sixth and seventh hole, we would go and jump into the water and retrieve the golf balls. And we sell the golf balls for 25 cents with the gashes in them, or a perfectly good golf ball for I think 75 cents or even sometimes sold for $1, which was a lot back in the 80s. And then we got savvy that when they were coming by to buy the golf balls, they were really hot and there was no one around so we also sold lemonade. Yep. And that was probably the summer of ’82, ’83, ’84, probably, is when my brother and I first started doing that. I’ll never forget that we had so much fun. It was blast going and diving for the golf balls.

Christine Schlonski [17:53]
If it was a hot summer especially. And do you remember the feeling when you’ve receive money for first time?

Jaime Jay [18:01]
Oh yeah! it’s fantastic! We got to go out and we bought our Atari 2600. And, and yeah, it was, it was amazing. I remember us counting the money. And I remember I counted the money. And then I split it up, you know, between my brother and I, it was equal, but I remember doing that. I was like, man, this is pretty cool, you know, dividing out our quarters and yeah, it was a good time.

Christine Schlonski [18:27]
Great. Your brother younger or older than you?

Jaime Jay [18:29]
He’s, he was younger.

Christine Schlonski [18:31]
So you took that responsibility. Okay.

Jaime Jay [18:33]
Yeah, he was, he’s 16 months younger than me.

Christine Schlonski [18:38]
Well, thank you so, so much, Jaime. This was so much fun. Unfortunately, we’re running out of time. So but I really want to send people go to Bottleneck. The links are all in the Show Notes and under the Resource tab, you’ll find the link to the Free Consultation, so that you can go through the test and kind of see if you qualify because you cannot work with everybody, not everybody is a good match, because you want to help people to really move forward in their businesses and therefore they need to have some, you know, a boxes ticked off so that it is a good match. So I really want to send them to bottleneck.online/inquiry. The link is also as I said, in the Show Notes under the Resource tab. And, yeah, do you have any wise word of wisdom we can part with?

Jaime Jay [19:33]
I would just say, do something as if it’s the last time you’re ever going to do it. So document document document. And as soon as you’re finished doing that document some more. I just think it’s so important. And yeah, thank you again, Christine, for giving me this, this honor and opportunity of speaking with you. And by all means. We were just written up in Forbes magazine so you can check out a little bit more about our business there. And just, just, yeah, thank you. Thank you so much for everything.

Christine Schlonski [20:02]
Yeah. Congratulations for all the great work you do. And you know being featured in Forbes is obviously really cool. And yeah, all your links will be in the Show Notes. So it’s just one click away, and I highly recommend you connect this Jaime. He does have his processes all in place. You know, getting you booked on the show was beautiful. You had wonderful support. I didn’t need to worry, I didn’t need to chase anything. So it was awesome. Thank you so so much. And yeah, have a wonderful day.

Jaime Jay [20:33]
Oh my gosh, you too. Thank you.

Christine Schlonski [20:35]
I really hope you have gotten as much out of this episode as I did. I found it so valuable to really make that distinction of how to outsource and what to do so you can really make it the best experience ever for you. And for the person receiving the task. And you know, we can do small steps to really help our business grow. We could just go out and hire one person for one hour a week, or maybe for two hours a week, or one hour a day, or whatever it is, it doesn’t need to be the full-time employee, it can really be just someone who can support you in whatever you do. So you can dedicate more of your time to the things you love to do, to the things that you are amazing at, and to the thing that will bring you most revenue. So I hope you are inspired, hop on over to christineschlonski.com and find the Podcast tab, find Jaime’s amazing episode number 235. And you have the Show Notes, the Transcript, all the links that are connecting to Jaime with just one click are over there. And once you’re over there, make also sure that you sign up for the Empowerment Notes. That’s Empowerment right into your inbox with all the updates on High Test Podcast and the amazing guests. And also I do share content that I usually do not share on social media. Thank you so much for tuning in. Have a wonderful day wherever you are in this beautiful world and I’m saying bye for now.

 

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