Hiring a virtual assistant (VA) is a smart move for your business, and knowing what tasks to delegate is just as important as finding the right person for the job. It’s important to keep in mind that not everything should be outsourced — but plenty of things can be, especially if you want to maximize your time and energy as a business owner.
Here’s your guide on what tasks to hand off to your VA — and what you should keep.
1. Start With a Time Audit
Before you start to delegate, you need to know where your time is going. Try tracking your daily tasks for a week and take note of what feels repetitive, time-consuming, or mentally draining. These are the types of tasks that are often the perfect candidates for outsourcing.
Ask yourself:
- What tasks drain me the most?
- What do I do that someone else could do just as well?
- What tasks do I procrastinate on because I don’t enjoy doing it?
2. Delegate the Repeatable and the Routine
Repetitive tasks that happen regularly, whether daily, weekly, monthly, are great starting points. These include tasks like admin work, inbox management, calendar scheduling, content formatting, data entry, or customer follow-ups. These tasks don’t necessarily require your expertise, but they do take up a lot of your time.
Tasks You Can Outsource:
- Email and calendar management
- Client onboarding
- Research
- Social media scheduling
- Invoice tracking
3. Hand Off Anything Outside Your Zone of Genius
If some task takes you hours to complete and stresses you out, but someone else can do it in minutes — it’s time to delegate. Design, tech troubleshooting, or setting up systems are great examples. Lean into your strengths and let your VA (or their team) handle the rest.
Tasks You Can Outsource:
- Graphic design or Canva work
- Website updates
- CRM maintenance
- Basic video editing or transcriptions
4. Keep What’s High-Impact and Vision-Driven
You’re the visionary of your business — and that’s a role you shouldn’t outsource. High-level decision-making, relationship building, and strategic planning are best kept in your hands. These are the big-picture-tasks that require your insight, passion, and leadership.
Tasks You Should Keep:
- Business strategy and planning
- Relationship-building with partners or clients
- Final decision-making
- Creating offers, services, or products
4. Keep What’s High-Impact and Vision-Driven
You’re the visionary of your business — and that’s a role you shouldn’t outsource. High-level decision-making, relationship building, and strategic planning are best kept in your hands. These are the big-picture-tasks that require your insight, passion, and leadership.
Tasks You Should Keep:
- Business strategy and planning
- Relationship-building with partners or clients
- Final decision-making
- Creating offers, services, or products
5. Reevaluate as You Grow
Effective delegation takes practice and as your business evolves, so will your workload. So, make it a habit to evaluate your business operations regularly.
Ask yourself:
- Are there new tasks on your plate that you can pass off?
- Is your VA ready to take on more?
Remember: You don’t have to do it all alone.
Outsourcing to a VA isn’t just about saving time — it’s about maximizing your time and effort towards the bigger picture and confidently handing off the rest. With the right support, you can run your business more efficiently, reduce burnout, and create the space you need to scale.
Not sure where to start? We’ll help you pinpoint the tasks that make the most sense to outsource — and match you with a VA who’s ready to take them on. Let’s chat!