10 Tasks to Delegate to a Virtual Assistant (And Save Hours Every Week)

Small business owners wear multiple hats - managing clients, admin, sales, marketing, and everything in between. The result? Stress, overwhelm, feeling stretched thin and not enough time to focus on business growth.

The solution isn’t always hiring full-time staff. Instead, you can outsource tasks to a virtual assistant. VAs handle admin, marketing, and operational work, freeing up your time to grow your business and focus on other things.

Here are ten tasks you should consider delegating to a virtual assistant today...

1. Email Management

Is your inbox overflowing? A VA can sort, prioritise, and respond to emails on your behalf, ensuring that important messages don't fall through the cracks. They can create folders, set up filters, and draft responses for your approval.  

Benefits:  

• Reclaim hours of your week to focus on client work, your business strategy or take time for yourself. 

• Ensure important messages are addressed promptly and no emails are forgotten.  

• Faster response times and improved client communication, leading to higher client satisfaction.  

2. Calendar and Meeting Scheduling

Coordinating schedules and setting up meetings can be time-consuming. A VA can manage your calendar, schedule appointments, and send reminders, ensuring you're always prepared and on time. They can also handle the back-and-forth communication that is often required to find suitable meeting times for multiple parties.  

Benefits:  

• Improved time management and fewer scheduling errors.  

• Less of your time is spent on time-consuming administrative tasks. 

• Easier booking process and fewer scheduling conflicts, resulting in a more professional experience for clients.  

3. Social Media Management

A strong online presence takes time. Delegate to a VA with social media experience who can:

• Create and schedule posts

• Engage with followers

• Monitor mentions and comments

• Track analytics

The benefit? Your business stays visible online while you stay focused on clients.

4. Data Entry and CRM Updates

Keeping your customer relationship management (CRM) system up to date is important, but can be tedious and time-consuming! A VA can handle data entry, update customer information, and ensure your CRM is accurate. This allows you to have reliable data at your fingertips without spending hours on data management.

5. Research and Information Gathering

Market research, competitor tracking, or sourcing leads - these jobs are vital but draining. A VA can deliver clear, structured research that helps you make smarter decisions.

6. Travel Arrangements

For business owners who travel frequently, planning trips and booking accommodation can be a hassle. A VA can research and reserve transportation and hotels, create itineraries, and even organise your expenses properly.

Benefits:

• Stress-free travel planning, so you can focus on the purpose of your trip.

• Ensure cost-effective travel arrangements.

7. Content Creation

When it comes to your businesses’ marketing activities, creating regular content for your blog, website, and emails is essential but time intensive. A skilled marketing VA can draft well-structured and informative blog posts, create engaging social media content, write newsletters, and help with basic graphic design.

Benefits:

• High-quality content marketing with faster turnaround times.

• Consistent branding and messaging.

8. Bookkeeping and Invoicing

While complex financial tasks would require a professional accountant, a VA can handle basic bookkeeping, invoice creation, and payment follow-ups. This helps keep your finances organised and ensures you're paid on time!

Read: How to Decide Which Tasks to Delegate to a Virtual Assistant

9. Project Management Support

Keeping track of multiple projects, deadlines, and team members can be challenging. A VA can use project management tools (such as Asana or Trello) to track progress, set reminders for important deadlines, and coordinate with other team members or clients. This keeps your projects on track and ensures nothing falls through the cracks.

Benefits:

• Efficient and organised project workflows.

• Reduced risk of missed deadlines or forgotten tasks.

• Regular updates and progress reports to send to clients.

10. Event and Webinar Support

Planning events or webinars involves numerous small details and coordination. A VA can handle everything from finding and booking venues (virtual or physical) to managing registrations, sending reminders, and coordinating with speakers and vendors. You can then focus on the event content and networking sessions during the event.

How to Delegate Effectively to a Virtual Assistant

To get the most out of your virtual assistant, it’s important to know how to effectively delegate. Here are some tips to help build a successful partnership:

1. Establish clear goals and expectations: Clearly communicate the objectives and desired outcomes for each task. Provide context and specific instructions on how you want the work to be done to avoid any misunderstandings.

2. Maintain open communication: Regularly check in with your VA to discuss their progress, address any questions, and provide support. This helps make sure that everyone is aligned and on track.

3. Schedule feedback sessions: After completing a task, set up a call to discuss what went well and what could be improved. Providing constructive feedback helps freelancers understand your expectations better and enhances their future performance.

4. Encourage two-way feedback: Create an environment where feedback flows both ways. Ask your freelancers if they felt prepared for the task and if there are ways you can improve your delegation process to better support them in the future.

Ready to Reclaim Your Time?

If you're new to working with a virtual assistant, start small. Choose one or two tasks from the above list that take up a lot of your time or that you particularly dislike doing.

As you become comfortable with the process and see the benefits, you can gradually delegate more tasks.

Are you ready to reclaim your time and focus on growing your business? If you’d like to offload any of the above tasks from your workload, feel free to get in touch with me. As an experienced admin and marketing VA, I can help you identify areas where outsourcing could make the biggest impact on your productivity and peace of mind. Send me an email or book a call today, and let's discuss how we can work together to free up some of your time!