Delegating Tasks Like a Pro: Strategies for Reclaiming Your Time

How often have you added “one more thing” to your to-do list instead of getting someone else to do it for you? I know you’ve done it, because I have also been there! Delegating tasks is a constant struggle for many business owners, and it’s especially difficult for perfectionists. But learning how to let those things go to someone else can also be a game-changer. So, let’s unpack this together, shall we?

Why Delegating Tasks is a Game-Changer

First things first—why is delegating tasks so important? Leading Lady Ambassador Chrissy Rey wrote about this very topic in We Lead (Volume 1) because learning how to delegate totally changed her life. Chrissy is a web developer who found herself working nonstop as a solopreneur, heading straight for burnout.

After having her son in 2005, Chrissy realized she couldn’t maintain that pace and needed to make changes. She started small, hiring an office manager to handle bookkeeping and administrative tasks. That simple step provided immediate relief and allowed her to focus more on client work without having to worry about tasks she didn’t even want to do.

As her business grew, Chrissy gradually expanded her team, hiring developers and other professionals. She learned a valuable lesson about the importance of hiring experienced professionals rather than cutting costs with less skilled workers. This shift not only improved the quality of her work but also allowed her to focus on tasks she excelled at and enjoyed.

The result? Chrissy’s business flourished, and she finally achieved the work-life balance she’d been seeking. Her story is a powerful reminder that delegating tasks isn’t just about freeing up your time (although that’s a fantastic benefit). It’s about:

Empowering your team
Focusing on high-impact tasks
Scaling your business
Reducing stress and burnout
Developing future leaders

Strategies for Delegating Tasks

But here’s the thing – delegating tasks doesn’t always come naturally, especially for us high-achievers who are used to doing it all. Let’s break down some strategies for mastering the art of task delegation inspired by Chrissy’s journey:

Identify Which Tasks to Delegate

The first step in effective task delegation is figuring out what tasks you should be handing off. Here’s a quick exercise based on Chrissy’s chapter:

For one week, jot down everything you do. I mean everything. At the end of the week, categorize each task:

Things only you can do.
Things that you enjoy but need training to do them more efficiently.
Things you can do, but others can too.
Things you shouldn’t do (because they drain you or you don’t have the desire to do them).

Focus on delegating tasks from the last two categories. Remember, just because you can do a task doesn’t mean you should be the one doing it.

Start Small

Remember, you don’t have to delegate everything at once. Chrissy began by hiring an office manager for just a few hours a week to handle bookkeeping and administrative tasks. This small step provided immediate relief. Start with one or two tasks and build from there.

Prioritize Quality Over Cost

Chrissy learned the hard way that hiring less experienced team members to save money can backfire. When choosing who to delegate to, prioritize skills and experience over cost. Investing in skilled professionals can save you time, improve quality, and ultimately benefit your business more in the long run. If you can’t afford “the best,” hire the best you can afford.

Align Delegation with Business Growth

As your business grows, your delegation strategy should evolve, too. Chrissy gradually expanded her team as her business needs changed. Regularly reassess your tasks and team structure to ensure you’re delegating effectively as your business scales.

Consider Specialization

Don’t be afraid to delegate to specialists. Chrissy hired a CPA for accounting and freelance designers for specific projects. Sometimes, the best person for a task is an expert outside your core team.

Provide Clear Instructions for Delegated Tasks

One of the biggest reasons task delegation fails is unclear expectations. When delegating a task:

Be specific about the outcome you want
Provide context – why is this task important?
Set clear deadlines
Explain any constraints or resources available

Remember, the goal isn’t to micromanage, but to set your team up for success.

Let Go of Perfectionism

Oh, perfectionism – the arch-nemesis of effective task delegation. I get it, ladies. It’s hard to let go when you know exactly how you would do a task, and it would be done “right” if you did it. But here’s a hard truth: if you want to grow, you must let go.

Will someone else do the task exactly as you would? Probably not. But that doesn’t mean they won’t do it well or even better than you in some cases. Give your team the chance to surprise you.

Follow Up and Provide Feedback

Delegating tasks isn’t a “set it and forget it” deal. Follow up regularly:

Check on progress
Offer support if needed
Provide constructive feedback
Celebrate successes

This shows your team you care about their work and helps them grow.

Be Patient with the Process

Delegating tasks is a skill, and like any skill, it takes practice – for both you and your team. Chrissy’s journey to effective delegation took time. Be patient with yourself and others as you navigate this process.

Recognize the Impact on Work-Life Balance

For Chrissy, delegation was key to achieving a better work-life balance, especially after becoming a mother. As you delegate more effectively, pay attention to how it impacts your overall quality of life. Are you able to focus on high-impact tasks? Do you have more time for yourself and your family? These are important indicators of successful delegation.

Overcoming Task Delegation Roadblocks

Now, I know some of you are thinking, “But AliceAnne, I’ve tried delegating tasks before, and it just didn’t work.” Let’s tackle some common roadblocks:

“It’s faster to do the task myself.” Sure, in the short term. But think long-term. The time you invest in training someone now will pay off tenfold in the future.
“No one else can do this task as well as I can.” Maybe, maybe not. But they’ll never get the chance to prove themselves if you don’t let them try. Plus, a fresh perspective might bring new ideas to the table.
“I don’t want to burden my team with extra tasks.” Newsflash: your team wants to help. Most people appreciate being entrusted with new responsibilities. It shows you value and trust them.
“I feel guilty asking for help with my tasks.” Oh, guilt. Our old friend. Remember, delegating tasks isn’t about being lazy or pushing off work. It’s about being a smart leader who utilizes resources effectively.
“I don’t know how to let go of my tasks.” This is a big one, and it’s okay to admit it. Letting go is hard. Start small. Delegate one task and see how it goes. Build from there.

Your Action Plan for Delegating Tasks

Ready to level up your task delegation game? Here’s a simple action plan to get you started, inspired by Chrissy’s journey:

List your tasks: For one week, jot down everything you do. Categorize these tasks into “only I can do,” “requires my input but could be drafted by others,” and “anyone could do with training.”
Identify your “small start”: Choose one administrative or time-consuming task that you can delegate this week. It doesn’t have to be big – remember, Chrissy started with just a few hours of bookkeeping help.
Prioritize quality: For the tasks you’ve identified as delegatable, consider who would be the best person to handle them. Sometimes, paying for expertise is worth it in the long run.
Create clear instructions: For your chosen task(s), write down clear instructions, including the desired outcome, deadline, and any relevant details. Be specific about what you want, but leave room for the person’s own approach.
Delegate and let go: Assign the task(s) to the chosen person(s). Resist the urge to micromanage – give them space to do the work their way.
Schedule check-ins: Set up regular check-in points to monitor progress and provide feedback on delegated tasks. Use these as opportunities to offer support and celebrate successes.
Reflect and adjust: After a month of delegating this task (or these tasks), reflect on the process. What worked well? What could be improved? How has this impacted your work-life balance?
Plan for growth: Based on your experience, identify the next area of your business where delegation could have a significant impact. Start planning how you’ll approach delegating tasks in this area.

Remember, delegating tasks is a journey, not a destination. It’s okay if it feels uncomfortable at first. Keep at it, and like Chrissy, you’ll start seeing the benefits in your business growth and personal life.

Closing Thoughts

I’d love to hear from you. What’s your biggest challenge when it comes to delegating tasks? Or, if you’re a task delegation pro, what tips would you share with others? Share your thoughts in the Leading Ladies Facebook group. Let’s support each other in becoming better at delegating tasks and stronger leaders.

If you’re struggling with delegating tasks and want personalized strategies, I’m here to help. Book a coaching call with me, and we’ll work on taking your task delegation skills (and your business) to the next level.

Remember, effective task delegation isn’t about doing less – it’s about achieving more. It’s about focusing on what truly matters (and what you enjoy), empowering your team, and creating space for growth – both for yourself and your business.

So, are you ready to let go of some tasks and level up a lot? You’ve got this. Now, go out there and start delegating tasks like the boss you are!

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