Quick question: What did you do this week that someone else could have handled? 

A lot, right?! It’s so painful at times. There’s a big thing on your plate that needs attention, but you’re stuck in the traffic jam of grunt work and can’t get there. You start to feel the work equivalent of road rage. What is that? Maybe “flow rage,” “chore rage,” or “stack rage.” I haven’t found the right phrase (help me out here), but you know what I mean.  

Business owners often fall into the trap of doing everything themselves. We convince ourselves it’s faster or better this way. But this approach creates a dangerous bottleneck — you. When every decision and task must flow through you, your stress level, perhaps your blood pressure, skyrockets. 

47 Tasks A Virtual Employee Can Do for Your Business 

You desperately need more time to enjoy life, but too many things get in the way. 

So, maybe it’s time for a “fresh start” on your task outlook. Along with your New Year’s exercise resolutions, consider 2025 as the perfect moment to master strategic delegation.  

Let’s break down how to shift tasks off your plate while maintaining quality: 

Step 1: Task Inventory: Pull out your calendar and list everything you did last week. Include every email, phone call, meeting, and task. Now categorize each item into three groups: Strategic tasks requiring your unique vision or authority, operational tasks that are important but don’t require your specific skills, and administrative tasks that are necessary but routine. 

Step 2: Time Analysis: Track how long you spend on each category. Many owners are shocked to discover they spend 70% of their time on administrative tasks, leaving little room for strategic thinking and growth planning. 

Step 3: Value Assessment: Calculate your effective hourly rate by dividing your annual income goal by your working hours. Now look at those administrative tasks. Are you really the best person to handle $10 tasks when your time is worth $200 per hour? 

Step 4: Task Sorting: Create three distinct lists. First, identify tasks only you can do — these you must keep. Second, list tasks others could handle with proper training — these you should delegate. Third, identify tasks definitely better handled by others — these you must delegate immediately. 

Step 5: Systems Creation: Document the process for each task you’ll delegate. Define expected outcomes, key steps, quality standards, potential pitfalls to avoid, and metrics for measuring success. This documentation becomes your roadmap for maintaining quality. 

Step 6: Strategic Assignment: Match tasks to the right people. Consider their required skills, available time, interest level, and growth potential. The right match ensures successful delegation and creates opportunities for team development. 

Step 7: Training and Transition: Create a gradual handoff process. Start by demonstrating the task, then watch them perform it. Provide specific feedback and establish regular check-in points. This measured approach builds confidence on both sides. 

Step 8: Quality Monitoring: Develop oversight systems that don’t create new time burdens. Regular status reports, key performance indicators, sample audits, and customer feedback mechanisms help maintain standards without requiring constant supervision. 

The key is finding the right balance between maintaining quality and truly letting go. Many owners struggle with this final point. We intellectually understand the need to delegate but emotionally resist releasing control. 

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Consider what one of our clients discovered: “Jennifer has a bright mind and catches on to issues very quickly, understands what is to be done, not afraid to ask questions so her tasks are understandable, always on time to do what is to be done.” 

Another noted: “Cenan has been very dependable. He’s open to taking on projects, willing to learn, and learns quickly. He has also jumped in to help other departments. He’s irreplaceable!” 

Another client said: “Since Joy has come in, she has been AMAZING at assisting me with items that I need assistance with completing. She is so pleasant, and I really enjoy working with her. She is extremely efficient in everything that she does.” 

At HireSmart Virtual Employees, we’ve spent a decade helping business owners master the art of delegation through our highly vetted virtual employees. Our selective process has led to an industry-leading 98% successful placement rate. 

It’s easy to get started. Here’s how: 

•  Book: schedule a quick 30-minute discovery call here.

• Engage: tell us your top three time-consuming tasks and relax while we start a custom search to find the right candidates for you

•  Choose: interview three outstanding candidates we have carefully curated and select the person you like the best

•  Onboard: bring them on just like you would any employee, and confidently grow your best team

Your chosen candidate undergoes 40 hours of intensive training with our team before starting with you. Our certification process is our key to success. It allows us to ensure they have the necessary skills and talent to serve our clients. We have live trainers, including myself, so we can easily evaluate their skills. We track our success and adapt as needed. If I wouldn’t hire a candidate for my company, they won’t be processed through to our clients. 

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And unlike trying to hire globally on your own, you don’t have to worry about legal compliance or employee benefits. We handle all legal and regulatory issues for you. Your VE receives health and dental benefits, educational scholarships for their children, and ongoing support from our staff — all at no additional cost to you. This comprehensive support ensures your VE can focus entirely on their delegated responsibilities. 

We provide evaluation tools, including daily reports and performance review templates, helping you maintain quality without creating new time burdens. Your VE must respond to inquiries within two minutes — that’s part of our SMARTER core values of service, mindfulness, availability, respect, teamwork, ethics and integrity, and relationships. We don’t just hire talent; we instill a service-oriented mindset that makes delegation work. 

Ready to master strategic delegation in 2025? Click here to schedule a consultation. Let’s discuss how we can help you free up your time for what matters most.