One of the most common questions we hear is: “I just hired a virtual assistant… but now what? What do I actually delegate?”
For many business owners, freelancers, and self-employed professionals, recognizing the need for help is the easy part but figuring out what to hand off can be much harder. When you’re used to doing everything yourself, it’s not always obvious which tasks are better managed by someone else.
Whether you’ve already hired a VA or are just thinking about it, knowing what to delegate is a crucial first step.
In this article, we’ll walk you through how to identify tasks you can confidently take off your plate and delegate to a virtual assistant so you can free up your time and refocus on what you do best.
Why Delegating Is Essential
It doesn’t matter if you’re an entrepreneur, a counselor, a freelancer, or even a content creator — most self-employed professionals start out doing everything themselves. And that’s completely normal. But at some point, growth stalls, because doing it all isn’t sustainable if you want to scale or maintain any kind of work-life balance.
Delegating tasks helps you reclaim your time, reduce burnout, improve your service, and create space to grow. And it all starts with knowing what to delegate.
Identifying Tasks to Delegate
If you are wondering what to delegate to a virtual assistant, start by doing a simple 3-step exercise:
1. Write Down Everything You Do in a Week
Include the big things and the small things: answering emails, writing captions, fixing website errors, creating social media posts, sending invoices, updating spreadsheets, etc.
2. Ask Yourself These Questions
For each task, ask:
- Does this need me, or could someone else do it?
- Is this repetitive?
- Does it drain my energy?
- Does this task take a lot of time for little impact?
- Is it something I don’t enjoy or don’t know how to do well?
If you answered “yes” to any of those, it’s a great candidate for delegation.
3. Group Tasks by Category
This helps you figure out what type of VA you need, such as general admin, marketing support, tech support, etc.
Common Tasks You Can Delegate (With Real Examples)
Here’s a breakdown of what VAs can take over and you can outsource, broken down by category:
General Admin & Communication
- Managing and replying to emails
- Calendar scheduling
- Answering customer questions
- Sending invoices and reminders
- Collecting documents or client info
- Organizing folders and files
- Drafting forms or PDFs
- Sending e-faxes or letters
- Updating client or customer records
- Handling incoming and outbound calls
Marketing & Content Support
- Posting to social media
- Creating YouTube thumbnails or blog images
- Sending email newsletters
- Tracking social and email metrics
- Updating your website with new content
- Following up with leads
- Transcribing videos or notes
Customer Support & Onboarding
- Responding to customer inquiries
- Following up with leads and new clients
- Sending welcome emails or onboarding materials
- Tracking client progress
- Preparing thank-you gifts or cards
- Answering FAQs
Business Operations
- Data entry and database management
- Payroll processing
- Tracking marketing or financial metrics
- Booking appointments or meetings
- Researching tools, trends, or competitors
- Helping with hiring and onboarding new team members
Tips for Delegating Tasks Successfully
Delegating tasks to a virtual assistant works best when you give them everything they need to do the job well. Here’s how to make the process smooth and effective:
1. Be Clear About the Task
When you are looking for a VA or giving your assistant a task, explain exactly what needs to be done. Avoid vague instructions like “handle this” or “take care of it.” Instead, give details:
- What is the task?
- What’s the goal or result you expect?
- When does it need to be done?
For example:
Instead of saying “Post something on social media,” say “Please post one photo and a short caption promoting our product launch at 10 AM on Friday.”
2. Break It Down Into Steps
If the task is a bit complex, break it down into smaller steps. This helps your assistant follow along easily and reduces the chance of mistakes. You can even write a simple checklist if it’s something you’ll ask them to do often.
3. Be Available for Questions
Even with great instructions, your assistant might need help the first few times. Let them know it’s okay to ask questions, and try to respond quickly so they can keep working without delays.
A quick chat or voice note can often clear up confusion faster than typing out long messages.
4. Check the Work and Give Feedback
When your assistant finishes a task, take time to review it—especially in the beginning. Let them know what you liked and what could be better. Be kind, but honest.
For example:
- “Great job on the formatting—it looks really clean!”
- “Next time, please double-check the spelling before posting.”
This helps them learn your preferences and improve over time.
You Deserve Help
You started your career to do what you love, not spend all day buried in admin work, DMs, or website updates.
Delegating doesn’t mean giving up control. It means focusing on your strengths and letting others help you grow faster and with less stress. Whether you hire a virtual assistant for 5 hours a week or 20 hours a month, the difference it makes can be life-changing.
Start small. Be clear. Communicate well. And watch how much lighter your work and your life feels.
Need a trusted, affordable VA? NorthStar Virtual Solutions offers flexible virtual assistant and marketing support tailored for solopreneurs and small businesses.