How to Decide What to Delegate in Your Business
If you’re an entrepreneur, chances are you wear way too many hats. You started your business with passion, but now you find yourself buried in emails, admin tasks, and decision fatigue. Sound familiar?
The truth is, you can’t do it all—and you shouldn’t. Delegation is the secret weapon of successful business owners, but knowing what to delegate (and to whom) can feel overwhelming.
That’s where this guide comes in. Today, I’m walking you through how to decide what to delegate in your business using a simple, strategic approach. Plus, I’ll share journaling prompts and task ideas to help you clear your plate fast.
And if you want a done-for-you list of over 100 tasks you can start outsourcing today, grab 100+ Ways to Get Back Your Time—your shortcut to a more sustainable, stress-free business!
Why Delegation is a Game-Changer
Before we dive into what to delegate, let’s talk about why delegation is so important.
Delegation Helps You:
- Focus on your zone of genius
- Grow your business faster
- Prevent burnout and decision fatigue
- Improve work-life balance
- Free up time for strategic growth
The bottom line? Delegation isn’t a luxury—it’s a necessity for scaling your business without running yourself into the ground.
Journaling Prompts: What’s Stealing Your Time?
The first step to effective delegation is identifying where your time is going. Take 10–15 minutes to reflect on these prompts:
What daily tasks drain my energy the most?
Which tasks could someone else do at least 80% as well as me?
What recurring tasks take up the most time in my week?
If I had 10 extra hours per week, how would I use them?
What’s the one thing I wish I never had to do again?
Jot down your answers—these insights will help you build your delegation strategy!
The Four D’s of Delegation: A Simple Framework
When deciding what to delegate, I recommend sorting your tasks using the Four D’s Framework:
Do – Tasks that only you can do (keep these on your plate!)
Delete – Time-wasters that don’t add value (cut these ASAP!)
Delegate – Tasks that someone else could handle (outsource!)
Defer – Non-urgent tasks that can wait (schedule them for later!)
Let’s break this down with examples!
What to Delegate in Your Business
Now, let’s get specific. Here are key areas you can start outsourcing today:
Admin & Operations
Inbox management & responding to emails
Calendar scheduling & meeting coordination
Data entry & document organization
Customer support inquiries
Travel planning & booking
Marketing & Content
Social media scheduling & engagement
Blog post formatting & SEO optimization
Email newsletters & automation setup
Graphic design for marketing materials
Podcast editing & show notes
Finance & Bookkeeping
Invoice creation & follow-ups
Expense tracking & categorization
Payroll processing
Tax preparation support
Financial report generation
Client Services & Sales
Onboarding new clients
Managing contracts & proposals
Lead generation & outreach
CRM updates & management
Handling client questions & FAQs
Tech & Website Maintenance
Website updates & security checks
Software troubleshooting
CRM & automation setup
Course platform management
Video editing & uploads
This is just the beginning—there are hundreds of ways to free up your time! (Need more ideas? Grab 100+ Ways to Get Back Your Time for an epic list of tasks to outsource.)
Overcoming Delegation Blocks
Even when you know you should delegate, you might hesitate because:
-"I don’t have time to train someone." (Reality: A few hours of training now = weeks of freedom later!)
- "No one will do it as well as me." (Reality: They might do it better—or at least well enough!)
- "It’s faster if I do it myself." (Reality: That’s only true once—but over time, delegation saves you hours.)
Recognize these as mindset blocks and push past them—your future self will thank you!
Action Steps: Start Delegating Today!
1️⃣ Make a List – Write down everything you do in a week. Highlight tasks to delegate.
2️⃣ Choose Your First Task – Pick one task to offload this week.
3️⃣ Find the Right Person – Whether it’s a VA, OBM, or freelancer, get help!
4️⃣ Create a Simple SOP – Document the process once to make training easier.
5️⃣ Let Go – Trust your team and focus on higher-level growth!
Final Thoughts
Delegation isn’t just about getting things off your plate—it’s about creating space for bigger things. When you free up your time, you can focus on growth, creativity, and the impact only you can make.
So, what’s one task you’re ready to delegate this week?
