How to Start Delegating with Confidence: Use a Time Audit to Identify Tasks You Can Hand Off
As heart-centered business owners, we wear a lot of hats. We’re deeply connected to our work, driven by passion, and committed to delivering value to our clients. But there comes a point when trying to juggle all the tasks ourselves—marketing, admin, client work, social media—becomes overwhelming. And when you hit that point, you know it’s time to start delegating.
But if you’re not sure where to begin, you’re not alone. Delegating can feel a little scary—especially when your business is your baby. That’s why the first step to smart delegation is a time audit. By taking a closer look at how you’re spending your time, you’ll be able to identify the tasks that are eating up your energy but don’t require your personal touch.
In this post, I’ll walk you through the process of doing a time audit and using it to create a delegation plan. We’ll dive into which tasks are ripe for delegation (hint: not everything needs to be done by you!), and how to start building the support system that allows you to stay focused on what lights you up.
Why a Time Audit is the Perfect First Step to Delegation
Before you can delegate, you need to know what to delegate. And that’s where a time audit comes in.
A time audit is essentially a deep dive into how you’re spending your hours throughout the day or week. It gives you a real, honest view of where your time is going, what’s taking the most effort, and which tasks are getting in the way of your zone of genius.
For a heart-centered entrepreneur, it’s important to know that not every task deserves your energy. By identifying which activities are necessary, repetitive, or just plain draining, you can make smart decisions about what can be handed off to someone else.
How to Conduct a Time Audit
Here’s how to get started with a time audit that sets you up for successful delegation:
1. Track Your Time
For at least one week, keep a detailed log of what you’re doing every day. Whether it’s client calls, responding to emails, social media posting, or invoicing, write it all down. You can do this on paper, in a spreadsheet, or by using a time-tracking tool like Toggl.
2. Be Honest and Specific
Track your time as accurately as possible. Note not only the task but how long it takes you to complete it and how it makes you feel. Are you energized or drained after? Is it something you enjoy doing or something you dread?
3. Review the Data
At the end of your time audit, sit down and review your entries. This is where the real magic happens. Take a look at the patterns: What are you spending the most time on? Are you doing tasks that you don’t enjoy or that are outside of your zone of genius?
My tip: Pay special attention to the tasks that are repetitive and that you do not need to personally do yourself—these are prime candidates for delegation.
The Delegation Matrix: Deciding What to Delegate
Once you’ve done your time audit, it’s time to figure out which tasks should stay with you and which can be handed off—remember to focus on repeatable tasks that you do not need to do yourself (be honest about this part!). These are the tasks we’ll use for our next step—the Delegation Matrix. This matrix will help you categorize your tasks based on two factors: whether they align with your zone of genius and whether you like doing them.
Here’s how the matrix works:
1. Tasks You Enjoy and Are in Your Zone of Genius
These are the tasks that you should hold on to. They light you up, and they’re the activities that you’re uniquely qualified to do. For example, if you love connecting with clients and offering strategic guidance, keep that on your plate.
2. Tasks You Don’t Enjoy but Are in Your Zone of Genius
These tasks are important but can be draining. Depending on your situation, you may want to keep them or delegate pieces of the process. For instance, maybe you enjoy high-level strategy sessions with clients, but handling follow-up emails isn’t your thing. You could delegate the follow-ups to a virtual assistant while staying focused on the strategy part.
3. Tasks You Enjoy but Aren’t in Your Zone of Genius
These are tricky because they might be fun, but they’re not necessarily moving the needle in your business. Think things like designing social media graphics or organizing files. You might love these tasks, but if they’re not driving your business forward, it’s time to let them go.
4. Tasks You Don’t Enjoy and Aren’t in Your Zone of Genius
This category is the goldmine for delegation. These are the tasks that drain your energy and don’t require your unique expertise. Whether it’s bookkeeping, scheduling, or tech troubleshooting—if it’s not in your zone of genius and you don’t enjoy it, delegate it as soon as possible.
Start Delegating with Confidence
Once you’ve identified the tasks that can be delegated, the next step is to figure out who should handle them. If you’re not ready to hire someone full-time, no worries! Many entrepreneurs start with a virtual assistant (VA) who can take over a few hours of work each week.
Here are some common tasks you can delegate right away:
- Admin Work: Responding to client support emails and creating calendar booking links to help streamline your call scheduling.
- Client and Program Support: Uploading call recordings or module materials to your course portal and scheduling group call reminder emails.
- Social Media Support: Scheduling posts and repurposing long-form content (like blog posts or podcasts) into smaller chunks for Instagram, Facebook, or newsletters.
- Tech & Website Maintenance: Automating and connecting the backend tasks you don’t need to be doing.
And remember, delegation doesn’t have to be overwhelming. Start small! Maybe you begin by delegating just 2-3 recurring tasks that aren’t in your zone of genius. Over time, as you get comfortable with handing things off, you can gradually increase the number of tasks you delegate.
Pro Tips for Successful Delegation
1. Document Your Process
Before you delegate, make sure you’ve documented the steps for each task you’re handing off. If you’re not a fan of writing out long instructions (I hear you!), try using a tool like Loom to record a quick video showing your VA how you do the task. This saves time and gives them a clear visual guide to follow.
2. Communicate Clearly
When you start delegating, communication is key. Set clear expectations with your VA or team member about what you need done and when. The more specific you are, the smoother the process will be.
3. Start with Repeatable Tasks
The best tasks to delegate are those that happen regularly—like uploading group call recordings and turning your podcast episode into a blog post or email. Once these are off your plate, you’ll free up a ton of mental energy for the creative, high-level work you love.
Ready to Start Delegating?
Delegation isn’t just about getting tasks off your plate—it’s about freeing up your time and energy so you can focus on the work that truly matters. By starting with a time audit, you’ll get a clear view of where your time is going and where you can start making shifts. Remember, the goal is to stay in your zone of genius and delegate the tasks that are repetitive, draining, or simply not enjoyable.
If you’re ready to take the next step but need help setting up the systems or processes to make delegation easier, I’m here to help. As a Tech VA with years of experience, I can support you in organizing your business, creating SOPs, and making sure you’re ready to delegate with confidence.
Ready to simplify your business and start delegating? Book a consultation today and let’s create a plan to help you focus on what lights you up.
