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🐙 How to use AI to delegate repetitive tasks to virtual assistants

your digital shortcut to a lighter workload

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Greet from the deep,

What if you could snap your fingers like Thanos and duplicate yourself to conquer your massive to-do list?

Well, you don’t need the infinity stones to do that…

Just a Virtual Assistant.

(and the AI processes I’m about to share with you)

At the end of this newsletter, you’ll know:

  • How to free up 10-20 hours a week through delegation

  • 3 simple steps to get a Virtual Assistant and save 10+ hours a week (without spending weeks training them)

  • How to use the VA Tutorial Architect to create step-by-step guides for VA’s without typing a word

Let’s d-d-d-d-dive in! 🤿

How to free up 10-20 hours a week through delegation

As solopreneurs, our most limited and precious asset is time.

Our time is the business.

Logically, the more time you can regain, the more freedom you have to:

  • Spend more time on income-producing activities

  • Spend less time working earning the same

Delegating gives you the superpower to clone yourself - by hiring a Virtual Assistant to help you out.

And let’s please not get into the heated question of:

“If you have a Virtual Assistant working for you, are you still a solopreneur?”

Regardless of what the answer to that question is - having more time to be with family, work, or eat Goulash is… good.

Regardless, you can delegate repetitive busywork like:

Scheduling social media

Sending newsletters

Managing overflowing emails

Data entry

…to your VA.

To do that, follow this 3-step process:

3 simple steps to get a Virtual Assistant and save 10+ hours a week (without spending weeks training them)

Step 1: Hire a VA

I hired my Virtual Assistant using Support Shepherd, but I wouldn’t use them again.

Instead, I think you have 3 main options: (sorted from pricey to expensive)

1) Athena (link / not affiliated)

I got aware of Athena because Sam Corcos, the CEO of Levels, recommended them. They are more expensive but their VA’s have been trained in delegation, so they will "onboard themselves” and help you delegate tasks to them.

2) Upwork or Fiverr

Probably the best option for most solopreneurs. Go to Upwork and/or Fiverr and search for “Virtual Assistant”, and apply some filters on experience level.

3) VA’s of your friends

Ask your friends if they know a good VA they can refer you to.

Once you have a VA…

Step 2: Create Tutorials for your Virtual Assistant (SOPs)

To create tutorials, I use four tools:

  • Loom (for video recording) / not affiliated

  • Scribe (for step-by-step visual guides) ) / not affiliated

  • LLMs like ChatGPT and/or Claude (for written tutorials)

  • Notion (for storing the tutorials)

When you do this, you create fail-proof tutorials because you show the task visually, orally, and in text.

Here’s how to do it for any process:

Step 1) Record Loom video and a Scribe of you performing the task

Open Loom & Scribe and start their recordings simultaneously.

While you do this, explain your exact thought process as you work as if you’d explain it to a 10-year-old

Step 2) Plug the transcript into my VA Tutorial Creator prompt

This prompt turns your Loom transcript into an easy-to-follow format to accompany it.

You’ll learn about it in a second.

Step 3) Set quantifiable quality standards

Define what "done" looks like so the virtual assistant knows when each process is done.

For example, they could send you a screenshot of their screen after they scheduled a post on Twitter to show you how they did it.

Step 3: Set up feedback loops

Your Virtual Assistant will need some time to get to know you.

Check in with them on a 15-min call every day in their first week, then scale down your meetings as they learn to work with you.

Here’s how to use the VA Tutorial Architect to create step-by-step guides from Loom transcripts:

How to use the VA Tutorial Architect to create step-by-step guides for VA’s without typing a word

This prompt helps you streamline and enhance productivity by turning Looms into step-by-step text tutorials for your VA:

I want you to act as a VA Tutorial Architect. Your job is to take unstructured transcripts and transform them into clear, actionable task guides for virtual assistants.

You will follow this framework:

PART 1) Structure Key Components

- Break transcript into logical sections 

- Create checklist format with numbered steps underneath each section of the transcript

PART 2) Write out a highly-actionable guide

Include every step that's mentioned in the transcript

Be extremely specific

PART 3) Set Quantifiable Standards

- Define what "done" looks like so the virtual assistant knows when each process is done

- Add a quality assurance mechanism like "send screenshot of XYZ to me"

To create the tutorial, follow these constraints:

- Use clear, simple language that a virtual assistant can understand, be extremely specific to elminiate ambiguity

- Liberal use of headers, bullets, bold for scannability

- Insert example screenshots for clarity

Now, take this Loom transcript and transform it into an actionable VA tutorial:

[INSERT TRANSCRIPT]"
HOW TO USE THE VA TUTORIAL ARCHITECT PROMPT:
  1. Fill in the [INSERT TRANSCRIPT] placeholder with the unstructured transcript you have. As mentioned earlier, the more detailed the transcript, the more precise and actionable the guide will be.

You get the transcript by pressing the “copy” button next to the transcript, like this:

Here’s an example of it’s output:

After you’ve recorded the Loom, Scribe, and written the guide in ChatGPT, put together all tutorials in a Notion page like this:

(you can paste the Loom & Scribe links & press “embed” to make it look nice like below)

Send this Notion page to your VA, and as you create more tutorials build up a “hub” with your different processes for them.

WRAP UP

WHAT YOU LEARNED TODAY
  • How to free up 10-20 hours a week through delegation

  • My 3 simple steps to get a Virtual Assistant and save 10+ hours a week (without spending weeks training them)

  • How to use the VA Tutorial Architect to create step-by-step guides for VA’s without typing a word

Delegation is the key to getting your time back.

So you can spend it on what matters most:

Eating juicy fresh dragon fruits.

Keep diving,

Ole

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P.S.

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