Stop Winging It: Why You Need Systems Before Hiring an Assistant

Travel advisors need to be prepared prior to taking this big step in their businesses.

Mary Beth Lynn Published March 25, 2025

Let’s be real for a second. If your workflow is only in your head, it might as well be dead.

I see it all the time. Travel agents get buried in client inquiries, bookings, follow-ups, social media, supplier emails, you name it. And the first thought is, “I just need to hire an assistant! That’ll fix everything!”

Nope.

An assistant isn’t a magic pill that’s going to solve all your problems. If anything, hiring without a system will just create more work for you. Your assistant will constantly be coming back with questions, needing clarification and ultimately making you feel like, “It’s just easier if I do it myself.” And then we’re right back to square one — stressed, overworked and still drowning in tasks.

So before you hire, let’s talk about what actually needs to be in place first.

You’re Not Just a Travel Agent: You’re the CEO

Here’s the deal: If you’re running a business (which you are), you need to act like a business owner. And what do successful CEOs have? Systems. Processes. Documented workflows.

Think about it: can you imagine the CEO of a multi-million dollar company just keeping everything in their head? No chance. They have standard operating procedures, clear expectations and workflows that ensure things get done without them micromanaging every little thing.

You should, too.

If you don’t have your systems locked in, hiring an assistant won’t fix the problem. It’ll just add another person who’s waiting on you for direction every step of the way.

No Systems = No Structure = Chaos

Imagine with me for a second:

You finally take the leap and hire an assistant. You’re thrilled! You’re about to be so much more productive! Until...

They keep asking, “How do you handle this?” and you have to stop what you’re doing to explain.
They do things wrong — not because they aren’t capable, but because they have no clear instructions.
You’re still stuck in the weeds, except now you’re managing someone else instead of actually getting things off your plate.

Sound familiar? That’s what happens when you hire without systems and a plan.

An assistant isn’t supposed to figure it all out for you. Their job is to execute. Your job is to make sure they have everything they need to do that efficiently. And that means getting your processes out of your head and into a documented system before you bring someone on.

What a Solid System Looks Like (AKA, What You Need Before Hiring an Assistant)

If you don’t have at least these things in place, you’re not ready to hire:

A clear, documented workflow — From the first client inquiry to post-trip follow-up, your assistant should know exactly what happens and when.

Standard Operating Procedures (SOPs) — Step-by-step instructions on how tasks should be done so they’re completed your way.

A task management system — Trello, Asana, ClickUp, whatever. Your assistant needs a place to track tasks and deadlines, not just "I’ll email you when I need something."

Defined expectations — What exactly are they responsible for? What does success look like? If you can’t answer that, neither can they.

If you’ve got all this set up, THEN you’re in a position to bring in an assistant and actually let go of the tasks that don’t need your time and energy.

An Assistant Won’t Save You: A System Will

I hate to be the one to break it to you, but hiring without systems is like trying to book a complex itinerary with no CRM, no supplier logins and no client preferences documented. You’re just guessing your way through it.

That’s why so many agents hire an assistant and still end up burnt out. They’re missing the foundational piece that makes delegation actually work.

But when you do it right? Game. Changer.

With solid systems in place:

Your assistant knows exactly what to do and when.
Things run smoothly even when you aren’t working 24/7.
You finally get to focus on growth instead of putting out fires all day.

The truth? An assistant isn’t the fix. Systems are.

So, before you even think about hiring, get your business structured. Lock in your processes. Build a real foundation. Then, when you do bring in an assistant, they’ll actually be able to help you, not just add to your workload.

And THAT is how you scale so you can focus on what matters most.

About the Author

Mary Beth Lynn is a recognized expert in scaling business systems, efficiency, and growth with life-changing virtual assistants. Frequently called upon for her expertise on virtual assistants and processes, Mary Beth is also an international keynote speaker and serves as the CEO of Assistants That Work. Along with her team of life-changing assistants, she scaled her travel business with 28% growth in 2020, and since implementing her assistants, 200% or more year-over-year. Along with her assistants and systems, her travel business has achieved Top 25 Agents with Journese three years in a row and, at the same time, made the Top 100 Agents list with her host agency of over 8,000 agents for three consecutive years. Teaching the same systems and processes she used to grow her business with assistants, Mary Beth has now helped over 4,000 business owners discover the transformative power of life-changing virtual assistants in their companies, allowing them to grow their businesses and have more time for what’s most important.