How to Effectively Delegating Tasks to a Virtual Assistant

Delegation is not just about handing over tasks; it's a powerful tool to further strategic planning in your business. By delegating routine, time-consuming tasks to a Virtual Assistant (VA), you free up valuable time and mental space to focus on high-impact activities that drive your business forward.

Why delegate to a Virtual Assistant?

Virtual assistants are successful business owners themselves, they face the same challenges as you in running a business. They need to develop strategic, operational and tactical skills which they will use every day. The VA you choose will be highly skilled in the area of your business you need most support. That could be a general admin VA who will manage your email and calendars, arrange meetings take minutes and generally make sure you are where you should be with the documents you need. A Media VA will be skilled in social media content creation and scheduling, as well ad being able to add quality text and images to your website. If you need support with your finances, you could look for a Book-keeper VA.

If you think hiring a Virtual Assistant is about getting extra help with admin in your business, you are missing the additional support they can provide as a strategic partner, equipped with a unique skill set that complements and enhances your business.

The Benefits of Delegating

When you delegate effectively, you gain numerous advantages, including:

• Time and Energy Savings: Offload repetitive or low-priority tasks, so you can concentrate on what matters most.

• Focus on High-Priority Tasks: With less on your plate, you’ll have more capacity to focus on the core activities that require your direct input.

• Reduced Overwhelm: With help handling the workload, you can experience greater balance and less stress.

• Fresh Perspectives: A VA can bring new ideas and a different viewpoint, sparking creativity and innovation in your business.

• Increased Productivity: By freeing up time and mental energy, you'll see a boost in your overall productivity and efficiency.

How to Delegate Effectively to a VA

So you are going to take the plunge and hire a VA to support you in your business. How can you make sure that this is both effective and beneficial. Successful delegation requires a thoughtful approach, ensuring that both you and your VA are set up for success.

Here are five key steps to delegate effectively to a Virtual Assistant:

1. Prepare to Delegate

The first step is to decide which tasks you’ll delegate. Identify tasks that will significantly reduce your workload but can also be managed by someone else. For instance, consider offloading tasks like scheduling, email management, data entry, or social media updates.

Once you’ve identified these tasks, it’s time to find the right VA. You can search on social media, browse freelance platforms, or work with an agency that connects businesses with VAs. Each option has its pros and cons, so take the time to review portfolios, read testimonials, and consider who aligns best with your business needs. It’s always good to go with a recommendation from a colleague.

2. Assign the Task with Clear Instructions and Expectations

A critical part of delegating is clarity. Clearly outline what you need the VA to do, and provide detailed instructions on how you want it done. Assume nothing is "obvious"—even if it's something you do daily, the VA may need specifics on your preferred approach or style.

Additionally, be explicit about deadlines and any quality standards. The more detailed you are, the easier it will be for the VA to meet—and even exceed—your expectations. Creating a brief or using templates can help ensure that both parties have a clear understanding of the task requirements.

3. Delegate Authority and Establish Commitment

Once you delegate a task, give your VA the authority they need to complete it. Trust them to do their job without micromanaging. While it can be tempting to keep checking in, this can hinder the process and affect your VA's confidence.

Remember, when delegating, there's a general rule that says the task might not be completed exactly as you would have done it, but a good VA should be able to deliver at least 80% of the quality you expect. If 80% isn't enough, establish specific, measurable goals using the SMART framework (Specific, Measurable, Achievable, Relevant, Time-bound).

You'll also need to provide access to the necessary tools and systems. This might feel daunting at first, but remember that a professional VA will have privacy agreements in place, be registered with the ICO (Information Commissioner’s Office), and have relevant insurance to protect your data.

4. Monitor Progress with Checkpoints

Regular check-ins are an effective way to monitor progress and address any issues early on. Depending on the task, you might want weekly updates, or if it's a larger project, daily reports could be helpful. Discuss and agree upon these checkpoints in advance with your VA.

A structured approach, such as weekly Zoom meetings or brief daily emails, can keep the workflow smooth. Be open to feedback during these meetings; if your VA suggests a better way to handle the task, listen and consider their input—they’re here to support you!