Hi ,

I wrote a few weeks ago about the whys and wherefores of delegating.

Having just run a workshop where delegation was a key part of productivity improvement for the teams involved, and for the clients I'm working with, where it's a necessity to tackle their over-commitment, it's worth revisiting and expanding on.

There's often resistance to delegating a task, especially when it feels like too much time and effort and you're on a tight budget.

Yes, it might cheaper to do it yourself and it saves time because you don't have to find and train someone else. But the reality is that in the long run it saves you time, energy and money.

Delegation Isn’t Just for Big Teams

You don't have to be a Manager, Director or have a large team in order to delegate. 

You do need to recognise the value of your time and energy and what it costs you. Let me know if you'd like the Simple Hourly Rate Calculator to find your hourly rate.

When you're trying to do every task you end up with that never-ending to-do list, over-committed and under-resourced.

Most Common Delegation Pitfalls

• Being too vague or rushed:
  Delegating without enough context or clarity ends up in confusion or disappointment.
• Delegate don't dump:
  'Dumping' rather than delegating when you're rushed and up against a deadline.
• Lack of support:
  Don't delegate then disappear. Provide guidance and support upfront to save misunderstandings or having to micro-manage.

A Simple, Practical Framework

Whether you’re delegating to a team member, a freelancer, or even using tech tools to take some work off your plate, use this simple 5-step approach.

1. Identify

What’s taking up too much of your time or draining your energy? Those repetitive, time-consuming or 'boring' tasks - email, social media, scheduling, invoicing etc.

2. Assess

Is this something only you can do or could someone else do it just as well for less (value your time)? Spend your time on the things that are core to your business or that only you can do and delegate or outsource as much of the 'other stuff' as you can.

3. Assign

If you have a team - what are their skills, strengths and availability.
If you don't have a team - find a freelancer, VA or part-time specialist for small tasks or one-off projects. It doesn't need a long-term commitment, it could just be for a few hours.

4. Communicate

Set clear expectations and timeframes: what’s needed, by when and any relevant background or context. A short video, checklist or documented process saves explanation time and reduces back-and-forth questions and clarification.

5. Review

Agree a check in process. Provide feedback early and often, make any necessary adjustments and give it time! 

But I Can't Afford to Outsource!

Time is money and knowing the value of your time helps (even if you don't charge by the hour).

• Start small: Hire a VA for 1–2 hours a week to test the waters. Many offer flexible plans and are used to working with solo business owners. Try Fiverr, UpWork or PeoplePerHour.
• Use tech tools: Automation can "delegate" simple admin tasks for free or for a low monthly fee - email, scheduling, invoice reminders.
• Swap skills: Team up with someone else who needs help. Swap skills or offer something in return. Be clear about the value of what you're offering and set expectations upfront.
• Focus on ROI, not cost: Pay a gardener to cut your grass, tidy up the borders, plant up your pots. What takes them a few hours will likely take you all weekend! Would you rather pay an expert for a few hours of their time or spend evenings and weekends doing it yourself? 

Swap the two hours, half a day, a weekend you spend doing admin every week for time spent working on your business or delivering work you actually get paid for.

Don't expect perfection from the start. Give it time. The more you delegate or outsource, the easier it gets and the more time you'll get back. It also helps to simplify and create systems that support you.

Showing someone else how to do something always creates opportunities for improvement.

Take One Small Step ...

What ONE task is currently draining your time or energy?

Write it down. Explore your options. And if you need a few ideas or a sounding board to get started, I’m here to help.

Until next time,

        Clare

P.S. If you know someone who might benefit from not trying to do it all on their own, feel free to forward this on to them.