“If you really want to grow as an entrepreneur, you’ve got to learn to delegate.” — Richard Branson.

Think about it: even the most successful business leaders know they can’t do it all. So, why should you try to juggle every task yourself?

Embracing delegation, particularly through hiring a virtual assistant (VA), can revolutionize your workflow as a business owner. These professionals can handle a wide range of administrative tasks, from scheduling social media posts to handling customer support, freeing you to focus on strategic growth. According to a CEO Monthly report, leaders who delegate effectively witness a 33% increase in revenue.

This statistic shows that delegation isn’t just about offloading work—it’s about boosting your business’s bottom line by empowering you to work more efficiently.

Though delegating to your first virtual assistant might be daunting at first, the sooner you get to grips with it, the sooner you’ll get to experience the benefits for yourself.

Read on as we guide you through ten simple tips to help you establish a successful delegation habit and get your virtual assistant experience off to the best start possible.

1. Be prepared to let go

The first step to effective delegation means understanding that you can’t hold on to complete control over every task.

As a business owner, the reality is that the more successful you become, the less you'll handle day-to-day operations.

Learning to let go can be challenging, especially if you’ve built your company from the ground up and are used to overseeing every detail. But if you want to unlock the full potential of your business, you need to get comfortable with becoming more important and less involved.

Your focus should shift towards the strategic planning and decision-making that only you can do in your business, and let everything else run smoothly in the background.

2. Choose the right tasks

Once you've hired a virtual assistant, it’s easy to fall into the trap of thinking that any task is better off delegated to a VA than kept in your remit. And while it's true that the more time you can reclaim, the better, the truth is that not every task is suitable for virtual assistants.

To get the best results from delegation, it pays to be strategic. Understanding the nature of your workload is the first step.

If you were to break down exactly where your time goes at work, chances are, most of it is spent crossing off the same tasks from your list, only for you to have to do them all again the next day, week, or month.

In fact, recent research has highlighted a staggering statistic: individuals spend over 300 hours each year on these recurring administrative tasks. That's nearly two full months of work hours! Imagine what a huge difference you could make in your business with that amount of reclaimed time.

So, for maximum return on your delegation-investment, you should always prioritize these routine and recurring tasks when outsourcing to a VA. These tasks, such as updating databases, managing social media, and processing invoices, occur regularly, do not require your specialized skills as a business owner, and can be easily standardized, making them ideal for delegation.

If you want to take the guesswork out of delegation, we've got two free tools that will make the process even easier for you:

• Enter your regular task list into our to-do list optimizer to see which tasks can be handled by a virtual assistant and which ones should stay in your remit.
• Answer a few simple questions and our task wizard will set you up with personalized task ideas tailored to you and your business. (Not only that, but you'll get $150 off your first month of virtual assistant support with Time etc!)

3. Set your virtual assistant up with everything they need

Giving your virtual assistant the right tools and information is essential for both their success and yours.

To help your virtual assistant hit the ground running, it’s crucial to give them clear, detailed instructions and guidance. This means outlining each task step-by-step and clearly stating your expectations and desired outcomes.

Make sure they have all the necessary login details and access permissions for any tools or software they'll be using. This includes everything from digital files to systems and other resources they need to do their job.

The more organized and thorough you are at this stage, the smoother their transition will be, and the faster they can start making a positive impact.

See: How To Document Tasks And Processes For Your Virtual Assistant

4. Meet with your virtual assistant to discuss your task

Meeting with your assistant face-to-face (virtually, of course!) is a great way to build a personal connection and enhance teamwork.

During this initial chat, take the time to walk through each task you’re delegating, so your VA understands exactly what's needed. Most people find it easier to discuss details in person than through written instructions alone, so this is a really helpful opportunity for you both to make sure you’re on the same page.

Use this meeting to check how comfortable your assistant is with the tasks and encourage them to ask questions. Keeping communication open will help them feel more involved and committed. By establishing this clarity and rapport from the start, you’ll set the stage for a smoother and more effective working relationship.

See: How To Successfully Hire A Virtual Assistant: Your First Introductory Call

5. Be available to help your assistant

Being readily available to support your virtual assistant, especially in the beginning, is crucial for building a successful working relationship.

Just like any new team member, a virtual assistant needs time to get used to your processes and expectations. At first, they might need a little more guidance and support. But as they become more familiar with how you work, they'll require less input from you and will start handling tasks on their own.

Think of it as an investment in efficiency: while you might need to spend a bit more time guiding them at the start, this effort will pay off as your assistant becomes more independent. The ultimate goal is for them to take over tasks confidently, freeing you up to focus on other important areas of your business.

6. Set realistic expectations

No matter who you delegate to, it's important to remember that no one can complete a task exactly the way you would—and that's okay.

Delegation isn’t about replicating your work style but about freeing up your time so you can focus on what truly matters for your business. Keep the bigger picture in mind. You're delegating to get more done, not to get caught up in every little detail.

As Winston Churchill wisely said, “Perfection is the enemy of progress.” Holding your assistant to an unattainable standard of perfection can hinder progress and slow down both of you.

This doesn’t mean compromising on quality; rather, it’s about understanding that good work can take many forms. Your virtual assistant will bring their own strengths and perspectives to the table, so trust in their abilities and be open to different approaches.

7. Avoid micromanaging

Constantly checking in, asking for updates, and making amendments can be tempting, especially if you are used to having close control over your tasks. However, this approach can be counterproductive.

Remember why you wanted to hire a virtual assistant in the first place—to reduce your workload and save time so you can focus on growing your business. If you keep getting bogged down in the minutiae of how tasks are performed, you defeat the whole purpose of delegating. This not only slows your progress toward your goals but also diminishes the overall efficiency of your workflow.

If you take the time to create clear instructions for your tasks and be available to help them if they have questions or run into any issues, this should be enough to make sure they can deliver the results you need without constant supervision.

8. Schedule regular check-ins

Staying in touch regularly is crucial for building a successful partnership with your virtual assistant.

We always recommend scheduling regular chats or video calls because they provide valuable opportunities to keep each other accountable, share ideas, and find new ways for your assistant to support you and make your life easier.

These regular meetings help make sure that you’re both on the same page and make it easier to address any issues that arise.

If you ever get really busy or your schedule gets tight, don’t leave your assistant hanging. Even a quick message to update them about your situation is always better than no communication at all. Letting them know you’re swamped but will be back in touch soon helps avoid misunderstandings and keeps everything running smoothly.

9. Provide regular feedback

Providing feedback when working with a virtual assistant is crucial for several reasons.

It helps make sure they understand what you need and can do their job the way you want. Without it, there’s a chance of misunderstandings, which can lead to mistakes or wasted time. By giving clear and timely feedback, you guide them in the right direction, helping them improve and get better results for you.

Plus, receiving feedback shows your assistant that their efforts are noticed and appreciated, which boosts their motivation and engagement in their work.

Remember, feedback isn't just important for your assistant, but for your account manager, too. Both roles play critical parts in making sure everything meets your expectations. If something isn’t quite right, don't suffer in silence!

10. Trust your assistant

Trust is the foundation of any successful professional relationship, and working with a virtual assistant is no exception. You'll get the best results from your VA experience if you trust them from the outset until they give you a reason not to.

Trusting them allows them to take initiative, make decisions, and really commit to their role, knowing you believe in their abilities.

When you show confidence in their skills, it boosts their morale and dedication. Just like with any team member, a virtual assistant who feels trusted will be more engaged and motivated. This trust creates a supportive atmosphere where they feel appreciated and driven to do their best work.

Building trust also means being open to their suggestions and feedback. Your virtual assistant can offer valuable insights and new ideas that might benefit your business. Encouraging this exchange of ideas helps strengthen the trust and respect in your working relationship.

If issues arise, address them with clear and open communication rather than withdrawing your trust immediately. This gives your assistant the chance to learn and improve, making your partnership even stronger.

What's the bottom line

The most successful entrepreneurs eventually realize they can't do everything on their own. They understand that delegating tasks, especially to virtual assistants, is crucial for spending time more effectively and getting more done.

By hiring a virtual assistant, they can focus on the most important activities to help their business grow, improve their work-life balance, and avoid feeling overwhelmed and burned out.

Following the tips in this guide will help you achieve the best results when working with your virtual assistant.

The key is to identify which tasks to delegate, especially those that are time-consuming and repetitive. Once you delegate these tasks, trust your virtual assistant to manage them well. Not only does this reduce stress for you, but it also gives you more valuable time to enjoy your personal life and maintain your healthy work-life balance.

And if you want to make sure you're choosing the right virtual assistant for your business, look no further than our expert team at Time etc. Since 2007, we've helped over 22,000 business owners by matching them with the best virtual assistants to help them feel less stressed and more in control of their workload.

We know your time is valuable, which is why you won't have to do any of the heavy lifting. We can save you between three to six weeks of recruiting an assistant yourself (and up to 90% of the cost of hiring!).

So, ready to give it a shot?

Speak to our expert team to get started, and we'll handle the rest! We’re ready to set you up with a professional assistant based on the skills and experience you need, so get in touch today.