5 Easy Steps to Delegating

As a new entrepreneur, your to-do list can feel endless. How many times have you thought, “I wish I had a clone to do all this work for me”?

What you’re really craving is someone to take those essential—but time-consuming—tasks off your plate so you can focus on the work that inspired you to start your business in the first place. Before you can successfully delegate to a Virtual Assistant, contractor, or even a paid production or sales assistant, there are a few key steps to take.

1. Map Out Everything You Do

Grab a big sheet of paper—or a whiteboard if you have one—and create a mind map of all the tasks that keep your business running.

Start with your main categories (I used eight in my example) and then fill in every task you can think of under each one.

If you’re stuck, tools like ChatGPT can help you brainstorm a list—but the mind map itself is best done by hand. (Mine started in a spiral sketchbook before it grew into a wall-sized visual!)

2. Identify Your Energy Drains

Once your mind map is complete, highlight the tasks that frustrate you the most—the ones that make you groan, procrastinate, or lie awake at night. These are your first candidates for delegation.

Remember: the tasks that drain you are often effortless (and even enjoyable) for someone else.

Bonus tip: Keep your mind map visible and revisit it often. At one of my past workplaces, we updated ours regularly and found it invaluable for seeing the big picture and prioritizing next steps.

3. Document Your Processes

Before you hand off a task, make it easy for someone else to succeed. Write down each step of the process.

For computer-based tasks—like entering monthly expenses—tools like Scribe or Folge can automatically capture screenshots as you work, producing a ready-made step-by-step guide for your delegate.

This small upfront effort saves you countless explanations later and ensures a smoother handoff.

4. Choose Your Delegate Wisely

Finding the right helper is just like hiring a great employee. Ask fellow entrepreneurs who they recommend for the tasks you need handled. Check testimonials and, whenever possible, schedule a free consultation (most contractors offer a 30-minute call) to see if you’re a good fit.

Don’t rush this step—selecting the wrong person can be costly, both for your business and your peace of mind.

5. Trust… with Oversight

Once you’ve delegated, allow your helper to do their job. Maintain good communication and ask for periodic updates. Check their work, especially in the beginning, but avoid micromanaging.

Your goal is to free up your time, not create new stress.

Final Word

When you lighten your load by delegating the right tasks to the right people, you unlock time and energy to focus on growth, creativity, and the parts of your business you truly enjoy.

Let go. Delegate. And grow onward.