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You know those business owners who seem to have it all together? Like… their content is showing up everywhere, their branding is on point, and they still somehow find time to breathe?

I used to wonder the same thing. And now I know…they have help.

In this post, I’m taking you behind the scenes of the team that keeps White Deer running.

It’s the kind of peek I wish I had back when I was bootstrapping and burning out. Whether you’re just starting to outsource or you’re mapping out your future dream team, this one’s for you.

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From “I’ll Do It All Myself” to “Please Help Me”

Let’s rewind. I didn’t hire anyone for the first few years of my business. Not because I didn’t need to, but because I was convinced I could handle it.

Just me, my laptop, and an overflowing to-do list.

Then I had my daughter and time shrunk… suddenly the cost of help didn’t seem as scary as the cost of burnout.

So I started small. A few hours a month with a virtual assistant.

But it changed everything.

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Building a Team That Feels Like a Win-Win

I didn’t want a corporate set-up or a dozen employees to manage.

I wanted support from people who were great at what they did, who cared about my clients, and who loved flexibility as much as I do.

Today, I have a “small but mighty” team who help me keep things running in my business.

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Virtual Assistant

She handles podcast uploads, blog formatting, emails, data tracking… and all the tiny tasks that were quietly eating my time.

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Content Repurposing Manager

She’s the reason you’re reading this. One podcast turns into a blog, Reels, carousels, Pinterest pins, even emails. She coordinates with my designer, my VA, and my editor so I don’t have to.

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Video Editor

I’ve been working with Erek for a long time and he makes me sound polished, plus fixes any tech hiccups (remember that time my mic didn’t record?). He edits my podcasts and weekly Canva tutorials.

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Graphic Designer

I could get my VA to design my graphics, but that’s not her strength. So I pay $1000 a month to my graphic designer (even though I’m a designer myself!) to do my course graphics, thumbnails, carousels… so that they actually convert.

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Studio Team

Two part-time contractors, plus my full-time studio manager, Vanessa. They serve my 1:1 clients, manage projects, and keep the design quality top-tier.

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Support Coaches

Inside my programs, I’ve got incredible women giving feedback on student designs, checking in, and making sure everyone feels seen and supported.

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Bookkeeper (aka Mum!)

She keeps the books balanced and my brain from imploding. Enough said.

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The Systems That Make It Work

We use Slack for chat, Asana for to-dos, Canva for comments… and a couple of regular meetings to keep everything ticking.

If you’re thinking of hiring…

Start with what’s stealing your time and your joy.

Track your hours.

Notice what keeps falling off your list.

Then, outsource a tiny slice.

Even just five hours a month.

You’ll be amazed what opens up, not just in your calendar, but in your creativity.

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WANT TO WORK WITH MY TEAM? A couple of them have places available:

// VIDEO EDITING: Erek at https://www.erekladd.com/contact

// CONTENT REPURPOSING: Isabel who is offering free 30 minute strategy sessions: https://tidycal.com/fairyfoxdigital/free-value-calls

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WORK WITH JACQUI:

// DIY Design My Biz: The best course for business owners DIYing their own brand and graphics in Canva. Learn more: https://whitedeer.com.au/diy-dmb

// The Co+Creation Design Club: Design WITH the help of a professional designer in this high-touch coaching space: https://whitedeer.com.au/designclub

// Design Studio: If you’re after fully done-for-you design services my studio team can help! https://whitedeer.com.au/designstudio

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