What to Delegate First When You’re Overwhelmed
Overwhelm is extremely common for business owners, especially when we feel called to give attention to everything that flits across our desk.
The solution isn't working longer hours - it's effective delegation.
If delegation feels daunting because you're unsure what to delegate first, you're not alone.
Like you, I was never taught how to delegate. I was just expected to figure it out.
Also, did you know, according to a Gallup study, CEOs who excel in delegating generate 33 percent higher revenue. By empowering their team, boosting morale, and increasing team productivity, they free up their time to focus on activities that will yield the highest returns and grow the company.
What would you do with 33% higher revenue?
Can you imagine?
OK - here’s where to start
Step 1: Track Recurring Tasks
Spend one week tracking every repetitive task you perform. Include tasks like email management, booking meetings, or scheduling your content. Document when you complete the task, how many times, and how long it takes you.
If you’ve been tracking your recurring tasks and you are still stumped on what to delegate, take a look at this post: https://www.onestonesolutions.org/blog/100-tasks-to-delegate-immediately
Step 2: Categorize Tasks by Importance and Ease
Once you've tracked your tasks, categorize them based on two criteria:
Strategic Importance: Does the task significantly contribute to business growth, or is it purely admin?
Ease of Delegation: Can the task be clearly explained and reliably handled by someone else?
Tasks that are purely admin and easily delegable are perfect starting points.
Step 3: Delegate Low-Risk Tasks with Documented Processes
Start small with task-based work. Choose one or two low-risk tasks that are simple to document and explain. Clearly document the steps required to perform these tasks - this can be as simple as bullet point instructions, creating a short video tutorial, or as complex as building a full Standard Operating Procedure (SOP). Don’t overthink it, just get it out of your head and onto paper.
Delegating these tasks first builds confidence in your delegation process and quickly frees up your time for more strategic initiatives.
Step 4: Evaluate and Iterate
Once the item is off your plate, don’t disappear. See what comes back. Did it get done on time? Did your team member have a ton of questions or did they take the baton and run with it?
If the task “boomeranged” back to you - meaning your team member did it incorrectly or had a ton of questions, revisit how you delegated the task and ask yourself:
Did I:
clearly explain what the ideal outcome was (I call this “the definition of done”)
provide clear, easy to follow instructions in the form of screenshots or a video
set a realistic and attainable deadline
confirm the team member understood the task
provide resources to similar tasks/projects for the team member to see an example
Effective delegation is a strategic skill that can transform your productivity and mental clarity. By methodically identifying and delegating low-risk tasks, you’ll soon experience the relief and growth that comes from effective delegation.
Need templates or more examples? Download this framework