The long-awaited arrival of 2021 was on our minds for much of 2020 and now that it is here, somehow we have got to March already! You have plans, goals, and a vision to make this year your year of success—and so it should be.

However, your to-do list is as long as the Waikato. We hear you! To help with the load, you dove into the deep end and hired a Virtual Assistant.

How to effectively delegate to a virtual assistant — But we hear you also say,
What now?

Just delegate your key tasks, because you’re only telling someone what to do right?

Not quite. Delegating effectively is an art form. And from experience, it is an art form that takes a lot of practice… not to mention patience.

As you get started, your first thought might be something along the lines of… “I’ll just do it myself”. Getting started can seem like an added hassle, lengthening your to-do list with training, answering questions, and planning ahead. Then there are those among us that live and breathe their work. Inviting someone into that space to help may feel to those people as though they’re relinquishing control.

We completely understand. But years of experience have shown us that delegating is essential to a thriving business. Here, we’re sharing how you can use the skill to accelerate your business and make you a more effective leader.

If letting go isn’t quite your strong suit, try these five tips from someone who has learned to value the art of delegation.

TIP ONE: What do I delegate?

Start small, particularly if you’re just getting started.

Now is the time to look at that monstrous to-do list and understand where exactly you are at.

Identify and highlight the tasks within your to-do list that are not critical or time-sensitive. This allows you more time for a smoother handover process with your VA, training, answering questions, and rectifying any mistakes.

TIP TWO: Who do I delegate to and how can I choose the right Virtual Assistant for my business?

Now that you have sorted through your to-do list, your mountain is thankfully looking a lot smaller.

Next is to make sure you have the right people in your team—including the right VA.

Getting the right people on board is key to effective delegation. However, a big part of the ‘who’ in this question is ‘relationship’ and this takes both time and trust. Start with delegating smaller tasks. If this goes well, progress to delegating a little more and a little more. You will find a relationship starts to form and trust is being built.

Your relationship with your VA will allow you to gain valuable insights as to their skill level and determine their suitability for up-and-coming tasks. To get you started, check out the VA Network and fill out a quick form regarding your business requirements, from here you will be matched with the VA to best suit your needs. While you’re there, check our team and the wide variety of skills each of us hold, no task is too small or big.

TIP THREE: Communication is key

From the get-go, open and clear communication is key. It’s really important to be upfront and clear regarding expectations, information, and timelines to ensure the tasks you delegate will be done well. Here are a few key questions to ask yourself:

- Who else needs to be informed?

- Is there a next-best point of contact if you are not available?

- What is the best way to contact you and preferred time of day (txt, phone call, social, email)?

- Are there any delicate or confidential matters they need to be made aware of?

Answering these questions will mean less interruption to your day as you have outlined expectations and support from the beginning. It can be helpful to put everything in writing or provide your VA with guidelines for the tasks/project; the more direction you provide, the higher chance they have of success.

TIP FOUR: Put yourself in their shoes

Before delegating and handing over, take a moment to put yourself in your assistant’s shoes. You want to ensure that you set out a framework for success. As part of building your relationship with your VA, encourage questions to ensure they know how you intend to decide their success or not. Identify your reasons for delegating and why it is important. This is a critical part of building a successful framework and a productive, thriving working relationship. While your mind is busy thinking of what needs to be done, the smaller details can be overlooked and those smaller details make a big difference as to how well the task is completed.

Consider asking yourself these questions:

1. Is there a clear understanding of task objectives?

2. Is the timeframe realistic?

3. Have all necessary information and resources been provided such as materials, apps, and equipment?

4. Have you discussed with your VA the priority tasks and what needs attention first?

5. Are deadlines, check-ins, and reviews agreed upon?

Delegating may take more effort upfront, but in the long term, it will save you time and allow you to focus on the bigger, more important aspects of your work.

TIP FIVE: Check in

You’ve done it! You’ve sorted through your to-do list and delegated your tasks! Enjoy that moment of relief knowing that you have shared the load.

Once the first task is completed, check in with your VA to provide feedback on what went well and highlight any areas for improvement. This review process will give you key insights and valuable information for delegating your next task.