How to empower your team to free up your time.

Are you juggling too many tasks?

As a business owner you can find yourself wearing lots of hats. You’re the CEO, the CFO, the marketing guru, and the customer service rep. But there’s only so much you can do on your own.

As your business grows and the demands on your time increase, it can become increasingly difficult to manage all aspects of your work effectively. That’s where delegation comes in. Delegation is not about giving away your work; it’s about empowering your team members to contribute their skills and expertise so that you can focus on the most strategic and impactful activities that drive your business forward. When you delegate effectively, you can free up your time so you can focus on strategic initiatives, improve your team’s morale and productivity and create a more scalable and sustainable business.

But delegation can be challenging. How do you know who to delegate to? What tasks should you delegate? And how do you make sure that the work gets done well?


Signs it’s the right time to start delegating tasks

You may be wondering, “When should I start delegating tasks?” especially if you’re the only one in your business and will need to hire new staff or outsource the work. Well, there are several indicators that it’s the right time to start delegating tasks. For instance, you might be:

  • Feeling overwhelmed or stressed.
  • Working long hours and not seeing the results you want.
  • Struggling to give your full attention to the most important tasks.
  • Making mistakes due to fatigue or lack of focus.
  • Struggling to keep up with demand.
  • Feeling like the bottleneck in your workflow.
  • Unable to take any time off.
  • Struggling to scale your business.

If any of these apply to you, then it might be time to consider delegating a few of those tasks to a trusted team around you

How to decide what tasks to delegate

Deciding which tasks to delegate can be a daunting task, especially if you’re used to just handling everything yourself. But, effective delegation is crucial for maximising productivity and achieving your business goals. When evaluating which tasks to delegate, we often use the Eisenhower Matrix. This technique is also known as the Urgent-Important Matrix and it uses a simple grid with four quadrants to categorise tasks based on their urgency and importance.

  • Urgent and Important: These are tasks that need to be done immediately. You should do these tasks yourself or delegate them to a highly trusted team member.
  • Important, Not Urgent: These are tasks that are important, but not urgent. You should schedule time to do these tasks yourself, or delegate them to a team member who has the time to do them well.
  • Urgent, Not Important: These are tasks that are urgent, but not important. You should delegate these tasks to someone else, so that you can focus on the tasks in Quadrant 1 and Quadrant 2.
  • Not Urgent, Not Important: These are tasks that are not urgent or important. You should either delegate these tasks to people to do when they have time, or delete them from your to-do list entirely.

To use the Eisenhower Matrix, simply list all of your tasks in one of the four quadrants. Once you have your tasks categorised, you can start to delegate the tasks which don’t fall into either of the urgent categories to your team members.

Delegating tasks can free up your time so that you can focus on the most important tasks. It can also help to improve your team’s morale and productivity, as your team members will feel more empowered and engaged when they are given the opportunity to take on new challengeS.


How to delegate

Once you’ve identified the tasks you’d like to delegate, it’s crucial to approach this process with care and intentionality to ensure successful outcomes. Here’s a step-by-step guide to effective delegation:

  • Choose the Right Person for the Task: Delegation is not about dumping work on someone; it’s about matching tasks with the right people based on their skills, experience, and workload.
  • Clearly Define the Task and Expectations: Avoid vague instructions and provide clear, detailed explanations of the task at hand. Outline the specific objectives, scope of work, and desired outcomes to reduce the risk of misunderstandings.
  • Provide the Necessary Resources and Training: Don’t set your team members up for failure. Even a VA will need a certain amount of support when you first start working together to complete the task effectively. This includes access to relevant information, tools, equipment, and software. If necessary, offer training sessions or workshops to ensure they have the knowledge and skills to handle the task confidently.
  • Set Deadlines and Expectations: Establish clear deadlines and expectations for task completion. Communicate these expectations clearly and ensure they align with the team member’s availability and workload.
  • Be Available to Answer Questions and Provide Support: While delegation is about empowering others, it doesn’t mean abandoning them to their own devices. Be available to answer questions, provide guidance, and offer support throughout the process. This demonstrates your commitment to their success and fosters a collaborative working environment.
  • Offer Feedback and Recognise Achievements: Provide constructive feedback on the completed task, highlighting both strengths and areas for improvement. This feedback helps team members grow and learn from their experiences. Recognize and appreciate their efforts and achievements, reinforcing positive behaviour and motivating continued excellence.


Effective delegation is not just about assigning tasks; it’s about cultivating a culture of trust, empowerment, and collaboration. By carefully selecting the right tasks, providing clear instructions, offering support, and recognising achievements, you can transform delegation into a powerful tool for enhancing productivity, team morale, and overall business success.

If you’re ready to take the first step to a more manageable workload and achieve greater success, reach out to your Action PAs today. Contact us today so that we can help you delegate tasks, streamline your processes, and achieve your business goals.

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