Getting to know Steph

Steph Taylor is a friendly and resourceful person with exceptional experience in people management. Grab a coffee and take a couple of moments to get to know her better.

Steph joined us in November 2021 after spending over two decades working for Sainsbury’s. Steph’s aim is to create a fulfilling business for herself using the array of skills and experience she has built up over the years. She understands business and the mindset it takes to achieve incredible things, despite all the challenges.

Getting to know Steph

Alarm goes off at:
I usually wake up at 7:00am naturally but my alarm is set for 7:15am just in case!

Start the day with:
I’ve recently started having a matcha latte to give me a morning boost, and having learned to make it properly I actually enjoy it! That’s followed by a mug of peppermint tea and the walk to school. The school run gives me the chance to get some fresh air and exercise so when I get home to my desk I feel energised and ready for the day.

Where do you do most of your work?
In my home office at the end of my garden. It’s just been completed and is a beautiful, dedicated and peaceful space filled with light and plants. It’s the perfect place to focus on the task in hand.

What sectors do your clients operate within?
My clients are really varied. I enjoy working with heart-centred and people-focused businesses including coaches, HR consultants and wellbeing professionals (to name just a few). With over 20 years of experience in retail and HR, I am used to fast-paced learning and delivery and thrive when I work with businesses where I can add value.

Best part of your work:
Partnering with clients to find bespoke solutions that make their businesses more simple and efficient, helping them to maximise their potential. I love seeing that “ahhh” moment when my clients are released from the pressure they’ve been feeling.

Worst part of your work:
Knowing when to stop, perfectionism, overthinking. When I am focused, in the flow and enjoying the work that I do, it’s hard to stop and leave it for another day. I love to make things just right for clients and I do tend to think about things….A LOT. As much as these are the worst parts, they also make me good at what I do so I can use them as my super powers as well!

Clients you add most value to:
The clients I add most value to are heart-centered entrepreneurs who care deeply about people and their values. I make an effort to embrace their company values and use them to inform my work. This allows us to connect on a deeper level and ensures my services align with what matters most to them. My goal is to support entrepreneurs who want to make a positive difference. By keeping people at the heart of what they do, and what I do, the magic happens.

After work you’ll be:
Before 7pm it is all about family time so it’s homework, family meals and, at the moment, building Lego. Once my small person is sleeping I will be relaxing on the sofa and planning our next family project or adventure.

Why a franchise with The Passionate PA and not go it alone?
With The Passionate PA, I get the best of both worlds – an established business model and the flexibility to manage my own clients, schedule, and priorities. This allows me to thrive as a business owner, parent, and family member. I can take advantage of Kate and the team’s expertise while maintaining autonomy over my workload in a way that enables work-life flow. I gain so much from this supportive team that empowers me to successfully run my business while never losing sight of my personal priorities and values.

What did you do before:
I worked for Sainsbury’s for 21 years, mostly in HR roles including store-based HR Management, HR Project Management and HR Change Management. My time at Sainsbury’s gave me the opportunity to partner with some exceptional business leaders across many disciplines; knowledge sharing, challenging and building an understanding of their motivation throughout. It has also given me a real passion for people and exceptional customer service.

Favourite drink:
Coke Zero. I don’t drink coffee, so it’s how I get my caffeine fix…As a parent of a 6-year-old boy I need all the help I can get!

Favourite location for a business meeting:
My new office! As well as anywhere that is light and airy with as much natural light as possible.

What are you reading?
At the moment, most of my reading is bedtime stories and school reading books. I do love all the books by Gavin Oattes though and plan to revisit some this year.

Your guilty pleasure:
Friday morning discos at home in the kitchen. It became a bit of a thing with my son in 2020 and it has carried on… we put a disco light on, turn the music up and have a good dance to some of our favourite songs, always starting with Friday by Riton x Nightcrawlers.

Favourite hobby/past time:
Does being outside count? I love being outside, especially with my family, enjoying our surroundings and making memories. So whether it is a walk, a day trip or a day at the beach that’s where I love to be.

Most inspirational/influential person in your career:
Alison Musselwhite. Alison has championed me throughout my career, coached me, encouraged me and sometimes just told me as it is. She guided me to take roles and projects that would give me the greatest opportunities to learn and grow as well as stretching me and pushing me outside of my comfort zone. Her approach to coaching, people management and development is inspirational and her ability to manage complex people issues is insightful. Alison’s generosity with her knowledge and experience has made such a difference to so many people and their careers including me.

Favourite animal and why:
I love all animals so it is hard to choose one favourite but I’d say giraffes because they are such beautiful and graceful creatures. They almost always appear calm and those big, beautiful lashes are just gorgeous! I was lucky enough to see some on a game reserve in South Africa – by lucky, I mean I planned and added a stop onto our Honeymoon just to see them – and it solidified their place as a firm favourite. I also love penguins, which was another stop I researched and planned so I could see them on the beach!

Greatest contact/supplier that deserves a plug:
Nathan Andrews of Okana Limited. What Nathan has and continues to achieve is inspirational. Nathan is exceptional in his field, constantly seeking new insights and professional development. He goes above and beyond to ensure that his work is of the highest standard. Not only all of that but he is an all round amazing person, generous with his time, care and enthusiasm.

Your business plan for the coming year:
Embed, Build and Grow – Embed the knowledge I have gained through my start up journey giving strong foundations for all future growth; Continue to build a strong local network to share insight, knowledge and experience; Grow my business by partnering with great clients demonstrating the exceptional value I can add.

You can find out more about Steph by clicking here! Or, give her a call – she does love a natter!


Further blogs from The Passionate PA: 

Getting to know Kara

Kara Birrell is a commercially savvy problem solver with a true passion for profit. In all previous roles, she has been responsible for business operations and driving income and results. Grab a coffee and take a couple of moments to get to know her better. Kara joined The Passionate PA in August 2022 and is based in Southampton.

Getting to know Kara

Alarm goes off at:
7am in the winter, 6am in the summer, all depends on the daylight available. I don’t really like walking my dogs in the dark, I can’t see the rabbits and deer that they could end up chasing!

Start the day with:
Cup of tea whilst catching up on emails and social media, then horsey chores and out for a dog walk.

Where do you do most of your work?
An ideal week comprises of 3 days in my clients’ offices or out and about with them, and the other 2 days working from home.  I like to work face to face with clients on ‘the shop floor’ to get a full picture of how their business works so I have a full understanding when I head back to work from home of what is needed to help them achieve their goals.

What sectors do your clients operate within?
A selection of creative and highly skilled sectors, as well as consultancy services too.

Best part of your work:
I treat all businesses that I work with as if they were my own.  I am passionate about helping turn clients’ passion into profit and I get a real buzz from assisting with a business’s growth, both in terms of turnover, but more importantly, their bottom line.

Worst part of your work:
Not being able to stop. I can be like a dog with a bone when I take on a new challenge, I won’t stop until I find a solution!

Clients you add most value to:
Sole traders whose passion turned into their growing business. Often these business owners are uber talented in what they do, but lack the time, or skills, to focus on the essentials in the background of their business. That’s where I come in to create really valuable partnerships.

After work you’ll be:
Walking my dogs or horse riding out in the New Forest with friends, which may include a stop at the ice cream van, pub, or both on a summer’s evening!

Why a franchise with The Passionate PA and not go it alone?
I have done similar work alone in the past, but I missed the camaraderie of working in a team. I have always been a people person and enjoy being able to share the highs and lows with understanding colleagues. It is also great to be part of a growing business and having the chance to learn all the time. When you work on your own, you can be guilty of becoming somewhat stagnant without having the drive to move with the times, which is essential in business.

The Passionate PA really struck a cord with me with their similar ethos of wanting to go above and beyond expectations when it comes to helping businesses… but of course always with that commercial eye on our own operations too.

What did you do before:
I had a long career in hospitality, reaching the pinnacle at Head of Operations for a hotel chain. This career gave me a wide range of skills that are easily transferrable to all sectors. With hotels struggling to reach a mere 4% net profit, it has given me a real figure focused view on business, finding the fine line between making a healthy profit without losing the quality.

Favourite drink:
Bubbles, ideally a chilled bottle of Veuve Cliquot, but any Champagne or Prosecco is still good with me.

Favourite location for a business meeting:
Probably on the terrace at The Balmer Lawn Hotel. This is a hotel that I used to manage and one that I am still very fond of, plus it’s great to have the chance to catch up with some of my ex-colleagues whilst I am there.

What are you reading?
I struggle to read unless I have unlimited time to finish the book from the moment that I started it. This means that books are usually only a holiday treat for me, I almost read a full library during lockdown!

Your guilty pleasure:
Rock music. I have always had a very eclectic taste in music, anything from opera to hard rock. As I’ve got older, I seem to have become more of a rock chick, I love going to live music gigs, surrounded by fans that are more than half my age, with a fellow rock chick friend (not my partner, he really doesn’t share this guilty pleasure!).

Favourite hobby/past time:
Dog walking and horse riding, getting out in the beautiful New Forest. As much as house prices in the New Forest are somewhat out of my reach, this beautiful National Park is only a very short car drive away (I could actually walk there if I felt inclined!). I feel blessed to live where I do and take every opportunity that I can to be out there to enjoy it, rain or shine.

Most inspirational/influential person in your career:
I think this has to be a previous boss and hotel owner, Chris Wilson. He always seemed to have more faith in my capabilities than I had at the time. He always filled me with the confidence I needed to take on the many daily challenges I faced whilst managing his hotel.

Although, I think that I may have now found a new ‘most inspirational person’ in Kate with her endless positivity.  I thought that this was a trait of mine, my glass is always half full (unless it’s a Champagne glass, then there is always room for a top up), but I think Kate may well challenge me on this!

Favourite animal and why:
It’s a close one between horses and dogs for me, but I think dogs win for the supply of the endless unconditional love that they offer. They are always so pleased to see you! Horses, on the other hand, are only really pleased to see you when you have a bucket of feed in your hand. I currently have 3 rescue dogs, 2 from Italy. I found one of them whilst on holiday and after a Prosecco or two, I made the crazy decision to bring her back to the UK, bearing in mind she was heavily pregnant at the time! That was a logistical challenge to say the least, but 3 months later she arrived on my doorstep, 4 of her puppies arrived a month later and now all have fabulous homes with my friends across the UK.

Greatest contact/supplier that deserves a plug:
Peter Holding, All Parties and Events. I have worked with Peter over the past 10+ years at different venues that I have managed. I have watched his business evolve into more than being just a DJ as he took on supplying photobooths, event AV and much more. He is always great to speak to for advice on all things music and lighting in all areas of events and properties. He has always been very generous in supplying his services free of charge for charity events, along with my birthday parties too!

Your business plan for the coming year:
To find a base of clients who have a real passion for their business, who would benefit from the addition of my ‘passion for profit’ to help their business thrive.

You can find out more about Kara by clicking here! Or, give her a call – she does love a natter!


Further blogs from The Passionate PA: 

Boost Your Business with Strategic Freelance Support

Strategic Freelance Business Support is more than you might expect. Far from being ‘just’ epic email management and diary organisation, the services we offer transform clients’ businesses.

In this blog, Steph Taylor does some straight talking about the strategic business support she delivers to her clients after a 20+ year career in Human Resources and Change Management.

FIND OUT ABOUT STEPH

Boost Your Business with Strategic Freelance Support

As an entrepreneur or executive, you need more than task completion from your freelance team members. You need strategic partners offering valuable expertise to accelerate your business growth. With over 20 years of HR leadership experience, I provide strategic skills along with hands-on operational support.

My extensive HR background has refined my ability to understand people, processes and operations. I now use these skills to collaborate with clients, optimising their businesses and driving results. My experience helps me identify their most valuable assets – engaged employees and satisfied customers – to boost retention and loyalty of both. I also have proven change management expertise to guide teams through change (big or small) smoothly.

In addition to strategic insights, I offer tactical support using project management, communication and organisational skills developed through a variety of HR leadership roles. I streamline processes to increase efficiency, I have strong analytical skills in gathering and interpreting data, and identifying actionable insights. My detail orientated mindset ensures clear, consistent policies, documents and procedures too.

My analytical thinking and critical evaluation allow me to objectively assess current processes and initiatives, revealing performance gaps and opportunities. I then help design tailored interventions aligned with my clients’ organisations and target markets. My project management skills ensure initiatives stay on track and on budget.

While I don’t offer formal HR services (there are plenty of companies that do that), I bring well-rounded expertise for value-driven support. My blend of people skills, analytical thinking, project management and passion for operational excellence is what my clients most value.

I can advise on workforce strategies, evaluate candidates, design onboarding programs, and more. I can assist with leadership training and coaching to build management capabilities. I can provide guidance on strengthening culture and engagement.

Operationally, I manage activities ranging from event coordination to streamlining everyday processes efficiently. I oversee special projects, gather and analyse data, manage communications between teams and customers, and keep initiatives progressing smoothly.

Strategic freelance business support is the rocket fuel you need to take your business to the next level. Let’s discuss your plans. 

You can find out more about Steph by clicking here!


Further blogs from The Passionate PA: 

Want to improve your productivity and focus?

Steph Taylor is our Passionate PA based in Christchurch, Dorset. She joined us in November 2021 after a 20+ year career in Human Resources and Change Management.

In her role as a Passionate PA, Steph helps her clients manage their To Do Lists and create productive routines to help their businesses thrive.

In this blog post, Steph looks at the hard-finish technique – the idea of having a set time by which a task must be completed – and adds some tips to optimise your productivity.

Want to improve your productivity and focus?

Have you ever noticed how much work you can complete when there is something exciting waiting for you at the end? It could be a family outing, a date with your special someone, or a long-awaited holiday.

The anticipation sharpens your focus and drives your productivity. But you don’t have to limit this level of productivity to those special moments. By using the hard-finish technique, you can consistently achieve heightened productivity.

Set Clear Boundaries

Setting clear boundaries is the first step towards a successful hard finish. Before starting your work, or at the beginning of the day, establish a specific finish time for your tasks. Clearly communicate this deadline to your colleagues, team members, clients or even your family – and of course, yourself.

Pop that time on a post-it note and stick it in plain sight.

By doing this, you create awareness and external accountability, reinforcing your commitment to completing your work within a specified timeframe. Setting expectations and having others aware of your schedule will help you stay on track and encourage their support.

Use Time Blocking

Time blocking is a key part of achieving a hard finish too. It involves scheduling specific time slots for different tasks or activities – e.g. admin/email and ‘deep’ project work.

Multi-tasking is not productivity’s friend!

By allocating dedicated time blocks to your work, you create a structured schedule that creates focus and minimises distractions. Make sure you include breaks within your time blocks to prevent burnout and maintain mental clarity, and also add ‘creep time’ too – as things will inevitably slip into your day.

Experiment with different time periods to find what works best for you, for example, deep work is often best in the mornings when your brain is fresher. Consistency and discipline in adhering to your time blocks will enhance your productivity.

Prioritise Tasks Wisely

To achieve a hard finish, you need to manage your time and priorities effectively. Identify your most important tasks and prioritise them accordingly. Use time management techniques, such as Eisenhower’s matrix, to categorise tasks based on urgency and importance.

By focusing on high-priority activities, you will make sure your time is allocated wisely, allowing you to make significant progress toward your important goals.

Remember, not all tasks are created equal, so investing your time and energy in the right areas will deliver the greatest results.

Break It Down

Sometimes, large and overwhelming tasks can be a barrier to our progress and productivity. A helpful approach is to break down these daunting tasks into smaller, more manageable subtasks. This makes the task seem less intimidating and even allows you to measure your progress, gaining a sense of accomplishment along the way.

Here at The Passionate PA, we believe in celebrating even small victories as this can provide motivation and help to maintain momentum. Remember, progress is progress, no matter how small.

Include Transition Time

Transitioning from one task to another or shifting between work and personal life can be challenging and take more time than you think, leading to reduced productivity. It is useful to plan intentional transition activities. Allow yourself a short period to recharge and shift your mindset.

For example, taking a 5-minute break to step outside for some fresh air or going for a short walk can help clear your mind and prepare you for the next task or phase of the day – especially if you are shifting from transactional tasks to deep work.

Intentional transitions act as mental buffers; they enable you to detach from the previous task and refocus your energy on the next. By using transition periods, you enhance your ability to maintain a consistent level of productivity throughout the day.

Optimise Your Environment

Your physical environment can have a huge impact on your productivity level. Review your workspace and make adjustments that will help you to focus and concentrate.

Minimise distractions by decluttering your area and keeping only the essentials within reach – consider leaving your phone in another room whilst you are in deep work mode.

Also consider incorporating things that inspire and motivate you, such as plants, a vision board, or personal mementos. Additionally, ensure that your workspace is comfortable and ergonomically suited to prevent physical discomfort.

The hard-finish technique is a powerful tool to help you reach your productivity potential. By using this, and the top tips above, you can consistently achieve high productivity and build momentum towards achieving your goals.

Remember, the key lies in committing to a specific finish time and maintaining focus throughout the process. We encourage you to try the hard-finish technique and witness your productivity soar!

You can find out more about Steph by clicking here!


Further blogs from The Passionate PA: 

Passionate About Profit with Kara

Having an accountant, and even a bookkeeper, is a great way to ensure that your business is compliant with all that HMRC require from you as a business owner. However, sometimes, neither of these services are enough to help YOU get emotionally connected to your numbers.

If not automatically redirected, please click here.


Further blogs from The Passionate PA: 

For business owners: The power of writing it down!

Steph Taylor is our Passionate PA based in Christchurch, Dorset. She joined us in November 2021 after a 20+ year career in Human Resources and Change Management.

In her role as a Passionate PA, Steph helps her clients manage their people through associate models i.e. where one or two directors grow their business and develop their client offering by outsourcing work to trusted consultants, associates or freelancers.

FIND OUT ABOUT STEPH

The power of writing it down!

One of the first things I was taught as a young, aspiring HR Manager was “keep a record… always write it down!”. As much as I now keep an electronic record rather than writing with a pen and paper, I still believe that this continues to be one of the best pieces of advice that was gifted to me.

As leaders, entrepreneurs and business owners we make quick decisions. We have multiple conversations, with multiple people about different things and agree actions every day. This is just normal for us, but, without notes, there can be misunderstandings or confusion. This can be costly too, both financially and from a human impact.

We simply cannot remember everything but writing it down isn’t just about memory joggings. It’s also not about those pesky HR people adding to your workload. In this blog I explore why the simple HR advice “always write it down” can be invaluable to you in every aspect of your business.

Clarity and Accuracy

When you write something down, you can clarify your thoughts, ensuring that you deliver your intended message. This is especially important when communicating with employees, clients or freelancers. By writing down the details of a conversation including any actions or agreements that have been made, you can avoid misunderstandings that can lead to conflict. Writing actions down and sharing them gives everyone an opportunity to check their understanding.

Accountability

When you document important conversations or decisions, you create a paper trail that can be used to hold people (and yourself0 to account. This is great when making plans for the future or ideas sharing – and of course can be especially important when dealing with performance issues, disciplinaries or disputes. By having a written record of what was said or agreed upon, you can ensure that everyone is clear about their accountabilities and progress is made in the right direction.

Reflection and Learning

Writing things down gives you the opportunity to reflect on decisions and learn from experiences. By keeping a record of decisions, actions and outcomes, you can identify trends and areas for improvement. This can help you make better decisions in the future, replicate success and avoid making the same mistakes.

Litigation Protection

Finally, writing things down can also provide protection for your business. If you are ever involved in a legal dispute, having a written record of what was said or agreed upon can be invaluable. It can help you defend your position, prove your case and avoid costly legal fees.

Keeping a record doesn’t have to take a long time. It can be a quick note, an email or even a voice note. Just don’t forget your GDPR compliance (that’s a blog for another day).

And remember, it can be fun.

Our franchisor, Kate, once worked with an older chap who had a notebook for every quarter of every year of this entire career. They spanned a whole wall in his Dorset-based office and every single one was full to the brim of notes, drawings, musings, ideas and the full story of the multiple businesses he had run – each from inception to sale. It was fascinating to dip into these notebooks – for him, his family and friends, and for Kate! A very special way to honour a life’s work.

You can find out more about Steph by clicking here!


Further blogs from The Passionate PA: 

Boosting Business Growth: Top Tips for Entrepreneurs to Enhance Productivity

As an entrepreneur, the desire to maximise productivity is ingrained in your pursuit of success. However, with numerous goals, ideas, tasks and responsibilities demanding your attention, it’s easy for your productivity to become inconsistent.

On the occasion of #WorldProductivityDay (20th June 2023), #TeamPassionatePA share some practical tips that can help you streamline your efforts, optimise your time and propel your business growth to new heights.

1. Prioritise with Purpose:

A key ingredient of productivity lies in effective prioritisation. Start by identifying tasks that contribute directly to your business’s growth or profitability and align with your long-term goals. Focus on completing these high-priority tasks first, as they often yield the greatest impact. Consider using productivity frameworks such as the Eisenhower Matrix or the Pareto Principle (80/20 rule) to identify and focus on the most critical activities that will drive your business forward.

2. Master Time Management:

Time management is a skill that successful entrepreneurs swear by. Start by setting clear goals and breaking them down into manageable tasks. Utilise time management techniques, like time blocking, to allocate specific periods for focused work on key tasks.

Avoid multitasking at all costs as it hampers efficiency and increases errors. Additionally, leverage technology tools such as project management software, calendar apps and automation tools to streamline repetitive tasks, enhance collaboration, and make the most of your valuable time.

3. Embrace Delegation and Outsourcing:

Recognising that you can’t do everything on your own is so powerful. Doing something about that is a gamechanger!

Entrepreneurs often fall into the trap of micromanagement, which inhibits productivity and growth of their business but also themselves. Delegate tasks that don’t require your direct involvement or the things you don’t love and consider outsourcing non-core activities to trusted professionals or agencies (like us 😊).

Delegating frees up your time to focus on strategic initiatives that drive business growth. Prioritise your strengths and expertise, and allocate resources wisely to maximise productivity across your team.

Check out our free Delegation Tool to get started with this point!

4. Cultivate Effective Communication:

Clear and efficient communication is vital for productivity in any business. Streamline internal communication channels with your employees or freelancers to minimise your distractions and avoid information overload.

Utilise collaboration tools, like project management platforms or instant messaging apps, to enhance communication within your team. Encourage regular but scheduled check-ins and team meetings to align objectives, address challenges and ensure everyone is on the same page.

Effective communication fosters transparency, minimises misunderstandings and facilitates streamlined workflows – ultimately fuelling productivity and accelerating business growth.

5. Continuous Learning and Skill Development:

Investing in personal and professional development as an entrepreneur can significantly enhance your productivity. Stay updated on industry trends, attend relevant webinars, workshops and events, and network with peers and mentors to gain fresh perspectives and insights.

Develop skills that directly impact your business such as leadership, negotiation or digital marketing. Embracing a growth mindset improves innovation and adaptability, allowing you to navigate challenges more effectively and seize new opportunities – ultimately driving your business towards sustained growth.

 

#WorldProductivityDay is a great reminder for business leaders and entrepreneurs to seize the opportunity to optimise their productivity to propel their businesses to greater heights. By prioritising purposefully, mastering time management, delegating wisely, enhancing communication and embracing continuous learning, you can cultivate a highly productive business environment, accelerating you path to success.

You can find out more about our talented team by clicking here!


Further blogs from The Passionate PA: 

Busyness vs Productivity

When asked how business is, we often respond with “busy”. We live in such a fast-paced world and it has become very easy to define our success by how busy we are – it has almost become a status symbol.

As business owners, being busy means that there is a lot going on. Work, and importantly money, is coming in which will keep everything moving forward.

Or will it?

In this blog, Steph Taylor provides her top tips for getting productive rather than busy!

FIND OUT ABOUT STEPH

Being busy doesn’t necessarily mean that you are being productive – it certainly doesn’t always correlate with the bottom line in our experience as freelance business support to entrepreneurs.

Being busy means that you don’t have much free time. You have a lot on your plate and, sometimes, might mean you are feeling overworked and overwhelmed.

However, productivity is all about being efficient and effective with both your time and resources. It’s about focussing on the things that will help you achieve your end goal (or big vision as we like to call it).

Being productive rather than busy is about prioritising your time, focussing on outcomes and eliminating distractions. The tips below can help you make some changes to work smarter, not harder.

9 tips for being productive and rather than busy:

TIP 1: Clarify your big vision

Write down what your ultimate goal is in business and identify the tasks and projects that are needed to get there.

TIP 2: Prioritise aligned tasks

Before you start your day, make a list of the task that align with your big vision. Focus your time and energy on them before moving on to less critical work.

TIP 3: Avoid multitasking

Multitasking is counterproductive as you end up juggling too many different things, splitting your attention and brain power. You are more likely to make mistakes or become overwhelmed and so you will then waste time fixing the issues or errors created.

TIP 4: Rhythm and breaks

Identify your ‘deep work/admin rhythm’ – for example, some like to do their most important work within 30 minutes of getting up and then have the morning on more administrative tasks. Some are night owls and like the peace of the evenings for deep work. Whatever rhythm is most productive for you, know it, understand it and harness it!

Taking breaks can make you more productive too. Your brain has a chance to rest and recharge, which can improve your focus and concentration when you return to work. It also helps when switching from one task to another.

TIP 5: Remove distractions

Distractions can be a significant barrier to productivity so you need to remove as many as you can. Turn off your phone, turn off email notifications or choose to work in a quiet space where you won’t be interrupted.

TIP 6: Reward productivity

You’ll know when you’ve had a productive day, it feels different from “busy”. Reward these by recognising them in your own mind or treating yourself to something special.

TIP 7: Say no

This can be a challenge for some but learning to say no is essential to maintaining productivity. Saying yes to everything will lead to overwhelm and overload. If a request doesn’t align with your big vision or personal rhythm just say no. It’s nowhere near as hard as you might think.

TIP 8: Focus on the outcomes, not the activity

Rather than focussing on completing tasks, think about the outcomes of those tasks. Ask yourself whether the outcome is truly driving your big vision, if not, why are YOU doing it? Does it need to be done at all?

TIP 9: Self-care

To stay productive, it is essential that you look after yourself. Healthy habits will take care of your body and your mind. Sleep, good nutrition, hydration and exercise are a great place to start. You will then have the energy and focus you need to be successful and productive.

You can find out more about Steph by clicking here!


Further blogs from The Passionate PA: 

Starting all over again – Jenni’s Story

Jenni is our Passionate PA based in Dorchester. She joined us in January 2018 and after a rollercoaster 5 years of personal and professional development, is delighted to share she will be a Passionate PA for a further 5 years!

This is Jenni’s very personal story of finding “a constant” during a tremendously turbulent period in her personal life, and why the decision to remain with #TeamPassionatePA was actually pretty simple.

Our franchisor, Kate Chastey, said “I have watched Jenni blossom as a Passionate PA over the last 5 years. She has found herself again, and strength I don’t think either of us knew she had at the beginning. Jenni is a wonderful woman and an incredibly Passionate PA, I’m beyond delighted she has renewed her Franchise Agreement. She is an asset to her clients – and she’s an asset to us!”

Starting all over again – Jenni’s Story

Around 6 years ago, my life reached a point where I knew things had to change. Having once had a thriving career, like many women, I had put “professional me” on hold to bring up my children. But in 2017 my children were 15 and 12 and growing up fast! I was needed by them less and less and my part-time job as a Facilities Co-ordinator for a well-known chain of travel agents was giving me little to no job satisfaction. My marriage was stalling too, and I was heading into my 40s feeling like my life was in freefall.

 

But what could I do? 

Even though my children were growing up, my daughter was a national level competitive swimmer, so I had the responsibility of 4.30am starts and late evenings by the pool as well as competitions at weekends all over the country. I knew that a full-time employed role would be unsustainable, especially if it involved a commute.

I threw myself into my volunteer role as the Club Secretary for my daughter’s large swimming club and this gave me the satisfaction that I craved – but for no pay! By using the skills I had garnered over 20 years of my professional career, I was able to work with a small team to turn an ailing swimming club into a profitable organisation and we guided the club through many many challenges – I needed to use every ounce of energy and passion I had to keep the club going. And whilst I loved the challenge that this role gave me, I knew I needed to throw that passion and ambition into a paid role!

 

And then the lightbulb moment…

Whilst pondering this conundrum over a coffee with my friend and successful business owner, Ally Case, Ally pointed me in the direction of The Passionate PA. Ally tagged me in a post seeking a Bournemouth franchisee and I immediately reached out to Kate. We hit it off immediately. I knew this was it – the ability to build my own business but work the hours I needed to on a freelance basis, working around my family, and at first, still maintaining my volunteer role.

Getting off the ground wasn’t easy, and Kate and I faced many barriers, but finally, in January 2018, I got there. I signed the Franchise Contract and I was officially a Passionate PA franchisee!

I’ll be really honest, at first I struggled with the commitment required to maintain the standards of the franchise, but I then learnt that this only serves to ensure I am the best version of myself and delivering my best work – achieving the success I so desired. Franchising is the ultimate way of working in my opinion – the choice to work when you want, with whom you want and create a lifestyle business, but at the same time the backing and support of a ‘Head Office’ structure.

 

Where am I now?

That was 5 years ago, and I can honestly say, I haven’t looked back. It has NOT been easy, I can promise you that. In the 5 years since becoming a Passionate PA, I have faced the toughest of personal circumstances; my marriage eventually broke, we faced a global pandemic, I moved house and became a single Mum. I look back and wonder how I ever got through.

But The Passionate PA has been a constant. I love working with my loyal clients. The role I take on for ambitious leaders is very rewarding and I’m entirely in control of my earnings.

When the time came to renew my contract as a franchisee or move onto pastures new, there was no questions. As I enter my next 5 year chapter as a Passionate PA, life couldn’t be better. I feel like I have all my confidence back – I’m just a wiser, more mature version of the ambitious girl I once was.

I am now in a wonderful relationship with a supportive partner, I have moved 25 miles away to a new town and built a whole new life with our blended families. I also have the client set of dreams. I earn an excellent income and have the ability to push that further when my (now 3!) children fly the nest.

I love my work and now throw all my energy and passion into life as a business owner. I have the backing of an amazing and incredible team of Passionate PAs and we are sharing the journey with all of its ups and downs. Each of us treading a unique path, but do you know what… I wouldn’t want to be doing anything else, with anyone else!

You can find out more about Jenni by clicking here!

 

START YOUR NEXT CHAPTER TODAY – CLICK HERE TO LEARN MORE


Further blogs from The Passionate PA: 

The 7 most common mistakes when outsourcing

Kate Chastey is the Franchisor of The Passionate PA and after nearly 15 years in business, it’s fair to say she is an incredibly experienced freelancer in her own right. She has worked with hundreds of ambitious business owners on an outsourced basis, and she now mentors each of our Passionate PAs to help them build successful and rewarding client relationships too.

A huge part of Kate’s work is talking to potential clients. It’s a pleasure to meet such a variety of business owners and whether they have already harnessed the power of freelancers in the UK, or whether they are brand new to the idea and don’t know where to start, there are common pitfalls for all.

There are many benefits to outsourcing; fresh talent, highly sought-after skills, commercial experience and new perspectives are just a few. But, these are not always obvious if the business owner is not prepared.

So, today Kate shares the 7 most common mistakes she sees when a business owner begins to outsource, and gives a little advice on how to avoid them!

FIND OUT ABOUT KATE

7 The 7 most common outsourcing mistakes

1: “I want someone to save me time!”

This is the biggest, most common mistake. Time is so precious and there is so much talk of ‘saving it’ on social media and from self-proclaimed productivity gurus. But here’s a newsflash – nobody can save you time. What they can do is help you change how you spend it. This happens by helping you understanding what ONLY YOU can do in your business and then helping you delegate all other tasks and functions – whilst keeping a keen eye on profitability.

2: “I just need a bit of admin done!”

‘Just’ is a dangerous word as this undervalues the tasks and responsibilities in your business. If it needs doing, it’s important. If this is a phrase you’ve caught yourself saying, perhaps it’s time to really review what you mean by ‘admin’ and if repetitive tasks need outsourcing, investigate the zillions of automations and process streamlining tools available. Simple admin is not something to be outsourced to skilled professionals like Passionate PAs. 

3: Poor Scoping and Briefing

Taking the time to scope your outsourcing requirements fully will ensure the whole process is more successful. Good briefing is about clarity, collaboration and knowledge sharing so be prepared for questions from your freelancer as this is how they determine value in both sides of the partnership. 

4: Poor Research

Once you have scoped your requirements fully, find the best person for the job rather than simply someone with availability and a willingness to learn. Ask the powerful questions every freelancers should have the answers to – see this great blog for ideas!

5: Confusing Price with Value

As the saying goes, price is what you pay, value is what you get. Focus on what you will receive from your outsourcing partnership and be really clear from the outset what success looks and feels like to you before saying £35, £45 or even £50 per hour is simply too expensive. If a skilled freelancers can improve the momentum and results in your business, in just a few hours a week, surely that’s worth every penny? 

6: Understanding it’s business!

Most successful freelancers are running business selling their skills and knowledge. It’s not a side hustle or something to earn a bit of extra cash – it’s business. This means clients will be expected to make a commitment, adhere to T&Cs and behave in a professional manner at all times. Oh we’ve got some stories of clients who just didn’t get this – adding us to their family WhatsApp groups, asking us to do inappropriate work (stop it!), or simply not respecting our time and remit. 

7: Understanding the power of a partnership!

This is key to outsourcing being the best decision you’ll ever make. Your professional, well chosen freelancers can and should become invaluable partners to you and your business – with a partnership mindset, truly exceptional things happen.

 

Want to find out how we do things at the Passionate PA? Meet the team here or book a call with Kate to start scoping what you need and who from by clicking here


Further blogs from The Passionate PA: 

How to find the right business support for you

Freelancers, or business support professionals, can be the solution to many modern business problems. There is no shortage of skills and experience available to businesses large and small, through the army of freelancers available in the UK and further afield.

However, a question we hear so often is “how do I find the right business support for me?”

The blog below has been created to give you an insight into finding the right solution for your needs. However, if you’d prefer to listen to a podcast, our director Kate Chastey was recently interviewed by Karen Murray and they discussed all of the below, and more!

TAKE ME TO THE PODCAST (APPLE)

Or to Spotify to listen there

 

Ok, on to the blog…

First things first

As the business owner, you need to determine what ‘right’ looks like to you.

What problem do you need to solve?
Be clear on the challenge you are facing and your desired solution. Is this challenge the result of an immediate or ongoing resource shortage? What skills and expertise are required?

How do you want your freelancer to work/deliver services?
Are you needing to physically meet with your freelancer or will briefing/communication all be done via technology? If you are looking for a long-term business relationship, consider how you want this to take shape.

When do you need work completed?
What are your timescales/deadlines and what working routines are you hoping for?

Who is the person you are looking for?
Or, more to the point, what characteristics and personality traits matter to you?

Why is a freelancer the best option?
Are you looking for flexibility or a skill you don’t have in your team?

With all that clear in your mind, finish this sentence; the perfect scenario is…

Check this is realistic by discussing it with trusted business colleagues or a seasoned freelancer (we are always happy to talk 😊).

 

Then comes the research

The next step is to start looking for the freelancer you need. The best places to do this are:

  • Your personal business network – ask for recommendations and referrals from people that know you best
  • Social media (particularly LinkedIn if you are keen to find a professional)
  • Internet search using key words (skills and location)
  • Then there are, of course, some big listing websites that will introduce clients to freelancers. These have their plusses and their minuses – but that’s probably a different blog altogether!
     

7 brilliant questions to ask your potential freelancer

So, after you have made it clear what you’re looking for – preferably by email so the potential freelancer has time to digest and you both save 15 mins on the next step… a Zoom call – then, it’s time to really get to know each other.

Here are 7 questions, with talking points, that will sort the wheat from the chaff. Remember, the beautiful, valuable, amazing thing about freelancers is that each one is unique. It’s hard to find the perfect fit but, once you do, that’ll be partnership power like you’ve never known before.

1. Tell me about your background and your skills and experience as a freelancer

  • Ask how long they have been freelancing – just starting out or seasoned pro
  • Discuss why they choose to freelance
  • Talk about what skills and experience they have to share

2. How could you add tangible value to my business?

  • Discuss what they know that you don’t
  • Ask what efficiencies they could introduce
  • Talk about the software/tools they are confident with
  • Ask whether they are an ideas person or a completion expert – or both!
  • Really delve into whether they understand your target market and sector

3. What does a successful working relationship look like to you?

  • Investigate what kind of personalities they like working with
  • Ask for clarity on what they need from you to get started, and then what they need from you to achieve the results you have set out
  • Discuss what sort of work/responsibilities you can outsource to them, further than the initial brief
  • Also clarify whether they will be doing all the work themselves or if they outsource/have employees

4. How would we communicate during our project/work/relationship?

  • Ask what their preferred communication channel is
  • Talk about how they manage workflow and deadlines
  • Understand their boundaries – when are they contactable (business hours/working days etc)
  • Discuss whether they work virtually or are they happy to meet in person

5. Tell me about your clients…

  • Who is their favourite client right now and why?
  • Talk about who their ideal client is, and is that you
  • Ask for the back story on a testimonial you have found – talk about tangible value and timescales
  • Discuss how they monitor results and client happiness
  • Ask how many clients they work with at any one time and how this looks in terms of weekly/monthly contact
  • Ask how close they are to capacity and whether there really is space for you
  • Discuss whether it is possible to speak with a current long-standing client

6. Tell me about a business challenge you’ve had, and how you overcame it?

  • Ask them to tell you about a time when they have missed a deadline or underdelivered to a client’s expectations
  • Discuss what their clients like most/least about working with them
  • Ask whether a client has ever ended a relationship with them abruptly – if so, why
  • Ask whether they have a contingency plan for emergencies (power cuts, equipment disasters, illness etc)
  • Delve into their business ethos – who supports them in their business development and growth

7. Tell me about your contractual terms, GDPR compliance, fee structure etc.

  • Understand the hourly/project rate and how this is tracked, plus, other than that are there any additional charges
  • Discuss contract terms, notice periods, service level agreements, invoicing procedure etc
  • Talk about how they will they keep your business information secure and confidential, whether they are registered with the ICO and their understanding of GDPR
  • Are they insured, registered with HMRC and fully aware of IR35 legislation

Seven key questions to really get beyond the fluff and into the value. Freelancers can add so much to your business and/or team but, as you can see, it’s not always easy. The perfect freelancer for you is likely to be someone who will help you create the momentum and results you need to thrive. Finding them can be tricky but it is worth putting in the time so that the relationship gets off to a flying start and your business feels the benefits quickly.

Happy searching!

You can find out more about our team of business support professionals by clicking here!


Further blogs from The Passionate PA: