Understanding what to delegate starts with reviewing your tasks.

This step allows you to assess how your time is spent and pinpoint areas where you may be wasting time on activities that don't drive business growth. It’s an effective way to identify time-draining tasks that aren't adding value.

Example of your Daily tasks:

6am - 7am - Writing journal
7am - 8 am - Work out
8am - 9am - Read + write email
9am - 9:30am - Create weekly schedule
9:30am - 10am - Write draft posts for Twitter and Linkedin
10am - 12nn - Deep work
12nn - 1pm - Lunch break
1pm - 2:00pm - Zoom call with prospects
2:00pm - 2:30pm - Break
2:30pm -4:30pm - Deep work
4:30pm - 5:00pm - Journaling + todo’s for the next day

How to do it
Grab a notepad or open a digital document.
Write down every task you perform throughout the day, including both work-related responsibilities and personal activities.
Be sure to record how long each task takes.
Track your activities for a week (or longer, if you prefer) to get a clear picture of where most of your time is going.

How to do it

Which activities should be removed?
These are actions that lack both significance and urgency. Time-wasting activities such as mindlessly browsing social media or attending lengthy meetings with no clear purpose should be completely cut from your routine.

Which responsibilities can be automated?
Using automation software can free up valuable time each week. Set up systems to handle repetitive tasks such as scheduling posts, managing email sequences, and organizing invoices.

Which responsibilities require your personal involvement?
These are duties that demand your unique skills or insight. No one else within your team can perform them on your behalf. Consider crucial activities, such as making strategic choices, recruiting key personnel, or driving business growth.
Which tasks should you delegate? Ultimately, there are certain tasks that you can — and should — hand off to others. While these tasks can’t be completely eliminated or automated, they don’t necessarily need your specialized knowledge or attention. Examples include scheduling meetings, managing payments, handling routine operations, or maintaining financial records. These responsibilities can be transferred to someone with the appropriate skills, experience, or training, allowing you to focus on higher-priority tasks.

Are there tasks you dislike or feel you’re not especially skilled at? This is the perfect chance to delegate them!

Use the 'Action Priority Matrix'
The Action Priority Matrix follows a concept of impact versus effort. It emphasizes the value of a task in relation to its difficulty.
The matrix is split into four sections, as follows:

What kind of assistant should you hire depending on the responsibilities you plan to delegate?
Do you require someone with a broad range of abilities or someone with specialized expertise?
‍
This will help you to make a decision:
‍
Examine the tasks you want to delegate and look for any common themes.
Are they primarily administrative tasks, such as data entry or organizing files?
Do you need support with personal errands, like scheduling doctor appointments or making travel arrangements?
‍
Or perhaps the tasks are more focused on a specific area, such as finance, design, or content production?

For common business tasks, consider employing a remote administrative professional.
They can assist with numerous minor yet time-intensive responsibilities for your company, such as:

• Inputting data
• Organizing files
• Handling client support
• Designing presentations
• Overseeing office expenditures

For both professional and personal responsibilities, consider hiring an executive assistant.  
‍They can support you with routine activities such as scheduling appointments and organizing your inbox. Beyond work-related duties, you can also assign personal errands to an executive assistant, such as arranging travel, managing bill payments, or purchasing gifts for family members' birthdays.  

For tasks that require specific expertise, bring on a specialist.  
‍Noticing a recurring theme or skill requirement in the tasks you want to outsource? Choose someone with the appropriate qualifications.
For instance, if many of your tasks involve financial work, hiring an accountant would be ideal.
Similarly, if managing your YouTube channel is a priority, a video editor would likely be a better fit than a general virtual assistant.

Now that you’ve identified the tasks to delegate and the right person for the job, the final step is to decide whether you need a full-time employee, a part-time worker, or a freelancer.  Consider the nature and frequency of the tasks by asking yourself:
 
• Is the workload steady and consistent?
• Do you need support for ongoing, long-term projects?  
• Do you have the capacity to onboard and train your assistant?  
• Are you looking for someone to take full responsibility for a specific role within your business?  
• Can you provide benefits to the hire?  
‍
If you answered yes to any of these questions, hiring a full-time remote employee is likely the best option.  
However, if the workload fluctuates or you only need assistance with a few short-term projects, opting for a part-time worker or freelancer might be a better fit.  

Reach out to our team directly and we'll get back to you.