How to Build a Team That Actually Works (Without Losing Your Mind!)

Let's be real - building a team is probably the most challenging part of scaling your business.

Not because finding great people is hard (though it can be), but because suddenly you're trying to juggle multiple communication platforms, different working styles, and still somehow ending up as the bottleneck in your own business.

Sound familiar?

I've been there, done that, and made ALL the mistakes. From adapting my entire business to suit someone else's working style (big mistake) to holding onto 20% of every single task because "it's easier if I just do it myself" (spoiler alert: it's not).

And as someone with ADHD, I learned pretty quickly that I needed a specific type of support - though it took me way too long to actually ask for what I needed!

In this blog, we'll dive into how to build a team that actually works - one that allows your business to thrive even when you're not constantly checking your phone. We'll explore the real, practical strategies that have taken me from overwhelmed business owner to Lionhearted CEO.

1. The Real Talk About Building a Team

First things first - let's talk about what usually goes wrong.

Because if you're anything like me, you've probably experienced at least one of these scenarios:

🦁 The VA Shuffle

Picture this: You find an amazing VA, everything's going great for about a month, and then suddenly they change their entire business model. Instead of being available throughout the week, they're now only working Tuesday afternoons.

For some businesses, that might work fine. But when you're running a dynamic business with clients needing support throughout the week, having someone only available one afternoon is about as useful as a chocolate teapot!

I went through this cycle multiple times - finding someone great, getting them onboarded, and then having to start all over again when their business model changed. It's expensive, time-consuming, and incredibly frustrating.

🦁 The Communication Chaos

Then there's the communication nightmare.

At one point, I had:

• My VA on Voxer AND Slack

• Social media manager using WhatsApp

• Project management split between Trello and ClickUp

• Client communications scattered everywhere

I wasn't creating a team - I was creating a communication nightmare where I was constantly firefighting and trying to remember which platform had which message!

🦁 The Perfectionism Trap

This was a big one for me. I'd tell myself I was delegating, but really I was holding onto significant parts of every process because "no one else could do it quite right." Spoiler alert: this is NOT delegation, it's just creating more work for yourself!

2. Game-Changing Team Building Strategies (That Actually Work)

🦁 Hire for Outcomes, Not Tasks (This is HUGE!)

This shift completely transformed how I work with my team. Instead of giving them a list of tasks to complete, I give them ownership of entire areas of the business. Let me show you what this looks like in real life, because this transformation has been an absolute game-changer.

Take podcast production, for example. In the old days (aka my bottleneck method), I'd say something like "Could you upload this to Squarespace?" - basically just handing over one tiny piece of the puzzle. Now? I hand over the entire podcast production process. The team member owns it, manages it, and makes it happen.

Or look at social media. I used to spend ages creating detailed lists of posts for scheduling - exhausting, right? These days, I set clear goals like growing engagement by 25% and let my social media manager figure out the best way to make that happen. They're invested in the outcome, not just ticking off tasks.

Client experience is another perfect example. Instead of asking someone to "please respond to these specific emails," I've handed over ownership of the entire client experience. My VA knows what we're aiming for and has the authority to make decisions that serve that goal.

The same goes for project management. Rather than micromanaging with requests like "Can you edit this document?", I now assign ownership of entire projects. The team member knows the goal, understands the desired outcome, and has the freedom to manage the process their way.

This shift from task-based to outcome-based delegation hasn't just made my team more effective - it's freed up so much of my time and mental energy. Plus, my team is more engaged because they're truly owning their areas of expertise rather than just following orders. Win-win!

🦁 Create Systems That Work for YOU (Not the Other Way Around!)

This was a game-changer for me. Instead of trying to adapt to everyone else's preferred systems, I decided to create a central system that works for my business. Here's what that looks like:

Communication Hub:

• Everything happens in Slack

• Team channels for group updates and celebrations

• Individual channels for specific projects

• No more jumping between platforms!

Project Management:

• ClickUp for everything

• Clear processes and procedures

• Documented workflows

• Automated where possible

Team Environment:

• Monthly team calls

• Celebration channels

• Shared hours and availability

• Clear communication expectations

Let Go of Perfect (It's Holding You Back!)

The podcast production process is my favourite example of this transformation:

🦁 The Old (Perfectionist) Way:

• Me recording the episode

• Me spending ages editing it

• Me writing perfect show notes

• Me obsessing over SEO

• Me formatting everything

• Result: Each episode took twice as long as necessary

🦁 The New (CEO) Way:

• Me recording

• Team member handles editing

• AI helps with show notes

• Quick review from me

• Team member manages publication

• Result: More episodes, less stress!

3. Creating a Team That Runs Without You (Most of the Time!)

Right now, I'm working towards taking December 80% off. Not completely stepping away, but significantly reducing my involvement. Here's how we're making that happen:

1. Revenue Planning:

• December revenue already at five figures through systematic planning

• Automated course sales for additional revenue

• Team in place to handle delivery and support

2. Systems and Documentation:

• Email templates for common responses

• Documented processes for everything

• Automated onboarding systems

• Clear escalation procedures

3. Team Empowerment:

• Clear areas of responsibility

• Authority to make decisions

• Support systems in place

• Backup plans for various scenarios

4. The Mindset Shift: From Business Owner to Lionhearted CEO

This has been the biggest journey for me. It's about:

🦁 Identity Shift:

• Seeing yourself as a leader

• Trusting your team's capabilities

• Being clear about your needs

• Standing firm on your working style

🦁 Leadership Development:

• Learning to delegate effectively

• Building trust with your team

• Creating clear communication channels

• Developing strategic thinking

🦁 Personal Growth:

• Letting go of perfectionism

• Learning to ask for what you need

• Being clear about boundaries

• Embracing your leadership style

5. Examples of Success

Let me share a recent win that shows how this all works in practice. A few weeks ago, I was out of the office at an event. The podcast didn't publish at its scheduled time - a situation that would have previously required my immediate attention. Instead:

• The social media manager noticed the issue

• They contacted the podcast manager directly

• The team solved the problem together

• I didn't even know there was an issue until later

That's what a well-functioning team looks like!

6. Moving Forward (Without Being the Bottleneck!)

Building a team that actually works isn't about finding perfect people or creating perfect systems. It's about:

🦁 Clear Communication:

• Setting expectations upfront

• Regular check-ins

• Celebration of wins

• Open feedback channels

🦁 Sustainable Systems:

• Documented processes

• Automated workflows

• Clear responsibilities

• Backup plans

🦁 Growth Mindset:

• Continuous improvement

• Learning from mistakes

• Adapting as needed

• Supporting team development

Taking Your Next Bold Step

Building an effective team is a journey, not a destination. It's about constantly evolving, learning what works for you, and creating systems that support your vision of being a Lionhearted CEO.

Remember, you don't have to do everything at once - start with one area where you can make the biggest impact.

Speaking of impact, one of the most powerful ways to support your team and scale your business is through strategic ad campaigns. After all, what's the point of building an amazing team if you're not reaching enough of your dream clients?

I started my own scaling journey with just £3 per day on ads (true story!), which allowed me to grow consistently while building my dream team. It's not about having a huge budget - it's about being strategic with what you have.

If you're ready to take the leap into Facebook & Instagram ads, my Audience Builder Course is the perfect place to start. I'll walk you step by step through 3 key Facebook & Instagram ad campaigns to allow you to grow your email list AND Instagram followers - for as little as £3/day.

Click here for all the info & to sign up.

What next?

If you’ve found this blog post useful, here are some ways you can be a part of my world:

1) Love an Instagram story? Good, me too! Come say hi & access plenty more of my free tips over on: @sophiegriffithsco

2) Listen to my podcast! It’s all about taking big, bold moves in your marketing with strategic, practical advice and loads of inspiration too! Click here to find out more and listen!

3) Interested in working with me? To check out the client services I offer here click here

Listen to the full podcast episode for additional insights and tips here.