Stop Trying to Do It All Yourself: How to Delegate in 10 Minutes or Less

The most common thing busy people tell me when I meet them is "there's just so much to do." 

I say, "Get someone else to do it or pass it off."

They're like, "Ah, it's just faster to do it myself." 

Have you been guilty of saying that? Probably. Or maybe you think delegation takes more time than doing it yourself? Maybe you're thinking of the corporate way where to pass things off, you had to develop full trainings, teach people, and test them. Or maybe you've had bad experiences trying to pass things off to people who weren't the right fit, or maybe your instructions kind of sucked.

So, how do you delegate in 10 minutes or less? 

I'm going to give you a more fail-proof way that I've found working with my two main Virtual Assistants (VA) for over four years (before that, I had Canadian assistants and contractors for six and a half years), and what my clients do with their VAs every single day, every week of the year. Tens of thousands of hours of delegating for these entrepreneurs can't be wrong. There is an easier way. You don't have to sit there and train all day.

The Mindset Shift

This really comes down to a mindset shift. If you're thinking, “I don’t even know what to delegate,” don’t worry — I’ve got you. I have other blogs and podcasts episodes that walk through that.

But if you don’t want to figure it out alone, that’s exactly what we do inside Virtual Assistant Made Easy. We’ll work through it together. I won’t just hand you a big list of possible tasks — instead, we’ll start with your goals.

What do you want to achieve in the next quarter? This year? From there, I’ll help you identify exactly how a VA can support you so you reach those goals faster and with less strain.

If you're hoping for 10 clients, can we get you 20 clients? If you're hoping to launch the new course three months from now, can we do it in one month? Who knows? But that's the possibility when you have support.

The Simple 3-Step Process

Let's look at it. You've got something you want to delegate. Maybe you went to an event and have all these business cards or connections, and now you want to add them to your database, message them, add them on LinkedIn, whatever it may be.

Step 1: What's the Task?

First thing, what is the task? What is the thing you do that you want to pass off? As you're going through your day, just write down the things you want to pass off.

Step 2: What's the Outcome?

Figure out what's the outcome you want. There are many different ways to do something to get to that final result. For example, "I want to add people" or "I want to document the information from these leads." The outcome is that they're in one of your databases, or you're connected on social media, whatever it may be.

Step 3: What's the Format?

Then it's the bit in between, what you're going to tell them. How are you going to tell them this information? Are you going to write them a checklist? Make them a voice note? Make them an email? Or record your screen and show them?

Screen Recording

One of the easiest ways to train your VA is with a simple screen recording. They can watch exactly what you're doing. No need to be on camera or worry about your hair or makeup. Just talk through the steps as you go, like:

“I’m logging into my CRM, going to Contacts, clicking this button…” and so on. Your VA sees your screen and follows your mouse. That’s it.

You don’t need to create a formal SOP or write out instructions. If your VA is trained properly (like ours are), they can turn that screen recording into a documented process.

No need to practice, re-record, or make it fancy. Just hit record, walk through the task, explain what you're doing and why. Then send it off with any files they need (like images of business cards) and say, “Go for it.”

It really can be that easy.

The Multiplier Effect

If you think, "Well, it's just faster for me to enter these 10 cards than it is to make that recording," think about this: What if the recording was you adding the first one in, and then you passed off the other nine cards to be done? And then every other time you have other contacts, you can do the exact same thing?

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What if it wasn't business cards? What if now you go to an online event and you've got the Zoom participant list, or you have a directory of people you're supposed to reach out to, or you have an email with people's email addresses you're supposed to be putting in, or you have a signup somewhere that didn't quite get into your CRM? Do you see where I'm going with this?

You recording that one video is showing them the process of how to do something in a very simple way… not polished, nothing fancy. They're going to be able to do it for you.

Your Action Step

What do you think? Does that sound doable? Does that sound easy?

What if, for the next week, every time you come across a task you want to delegate, you just hit record and capture yourself doing it? You’ll start building a library of videos you can pass off. These recordings will cover those recurring tasks you no longer have to do yourself.

I’ve already shared two other blogs on delegation. One was called “What Would You Do with an Extra Five Hours a Week?” Another was “The One Thing That You're Still Doing That Your VA Should Do.” And now this one shows you how to delegate in ten minutes or less.

Like I said at the start, this really comes down to mindset. Thinking delegation takes more time than just doing it yourself is a myth. That belief will keep you stuck in the wrong tasks.

The truth is, you started your business for more than just work. You wanted time freedom, money freedom, and the ability to choose how you spend your days. Let’s make sure your actions match that vision.

Your Next Step

If you loved this tip, and you’re wondering, “What else can I delegate? How can I have my VA create my SOPs, systems, and processes for me?” or even thinking, “Can I just copy what Diane uses?” Yes, you can! SOPs for speaking, training, coaching, course creation, book publishing, podcasting, YouTube, social media, content, editing, presentations, and events.

The answer is yes. If you'd like access to my full library of videos, training materials, SOPs, checklists, and more, please don't hesitate to reach out.

I’ve built all of this over the past 15 years in business, and it’s ready to go. Currently, we have four open client spots available. If you're ready, connect with us. I have a team of skilled, vetted virtual assistants from the Philippines, ready to support you.

They’ll take the busy work off your plate so you can finally move faster, get ahead, and enjoy your life more. Instead of feeling like there are never enough hours in the day, you’ll be saying, “Wow, we are moving at full speed, and I’m so glad I didn’t have to do all of this myself.”

Let’s give you the time, work, and financial freedom you started your business for.

Reach out to me, [email protected] or check our website for Virtual Assistant Made Easy so that you can jump on board and have me just do it all for you.

Okay, enjoy everyone. Until next time, stay dynamic!