To ensure the best chance of success and avoid tasks rebounding back to you, you must prepare. Effective delegation for founders isn’t just about offloading a to-do list; it’s a skill honed over time that requires clear guidelines, timelines, and a shift in mindset. If you’ve ever felt like “it’s faster if I just do it myself,” you are actually hitting a growth ceiling that only delegation can break.
The Founder’s Mindset: Moving to Your Zone of Genius
Letting go is the hardest part for many founder-owners. You might think you can do it “faster or better,” but unless that task is in your Zone of Genius, it is costing your business money. Effective delegation for founders means accepting that while someone else might do it differently, their contribution allows you the space to focus on why you started the business in the first place.
No matter who or how you plan to give, pass, or allocate tasks on your current to-do list, to ensure the best chance of success, and avoid having to take back tasks, have them rebound back in the form of 101 questions take the time to prepare for success.
- Identify
- Document
- Delegate
- Delegating well is a skill honed over time. Start with clear guidelines, expectations, and timelines.
Learn to know when to coach, check in, celebrate, change tact AND accept errors. Be curious, not furious. Remember this is a learning experience for both parties and NOT an opportunity to prove only you can do it.
So have you decided why you need to delegate?
Next, what you are going to start with? What would look and feel like for you?
If not, you need to get ready first. It does not need to take hours, but time now. getting clear on what you would a) love less of b) more of as a minimum is the way to success.
Now, on to working with an Assistant, Partner, Virtually or in Person.
#1 Align expectations
A good VA will lead this conversation, exploring with you what success looks like. Agree on a set of deliverables and timelines. Document them so you both can keep on track and expand, or decrease scope, as you work together.
#2 Become an expert at delegation.
This is the hard part for many Founder-Owners.Letting go of tasks, accepting that they might not be done the way you would do them. Get past the ‘ I could do it faster, better, easier, quicker mentality. Unless it is NOT in your Zone Of Genius, then it can and should be delegated. Spend your time in your Zone Of Genius.
Just because you can, does not mean you should be doing it. As you grow, business administration starts to take up bigger chunks of your time. Look for the task you, and your business need to grow, to be profitable and rethink the ‘only I can do it’ mindset.
The mindset in delegation is important – you need to trust, let go and accept there will be mistakes. The uncomfortable part is short-lived. The benefits, can be life and business-changing.Get the space to focus on what you love and the reason you started your business.
#3 Preparation
Start documenting the process. Create ordered. From filing systems, an inbox working for you, see where your time is spent. Now you know what would give you the most space back.
The better you are at detailing your tasks, the easier it will be to have a predictable output. If you clearly explain the process you wish to have accomplished, then your VA can create improving iterations.
Share the specific tips and tricks you use daily, to enable your VA to succeed. Delegating is not a test, so gift a running start to get you to where you would love to be,faster.
4 Ways to Document Tasks for Effective Delegation
To avoid the “101 questions” rebound, you need a predictable output. Here are four ways to document your processes for your VA or team:
- Video: Record a Loom or Zoom screen share while you work.
- Voice: Use Otter.ai to capture voice notes as you walk or think.
- Write: List every step taken to complete the job.
- Record: Record live instructions to avoid repetition and provide a reference.
Top tip: Time yourself. You will soon see what is consuming your time and it will give you an idea of what the maximum amount of time your VA should be taking to do the task. (since you are documenting as well as doing it).
Sharing tips for success
Share | Give Access | More is More | Be open, honest and trusting. By sharing everything you save time, avoid miscommunication or your priorities being missed.
Where and when possible share passwords, links and template. Share existing policies, processes and people charts.
To build your confidence start with the relatively short and non critical items .
If you are getting ready to outsource, remember :
- you are only paying for the hours a VA works
- you can have as many different VAs as you like, all with different skills
Original Linkedin Article with a VA focus posted on 14 Feb 2023