Melissa Kay Jones

Delegation is one of the biggest challenges to growth. The first step is knowing what small business tasks to retain and what to delegate. Then how to ask for or get help. Finally, how to manage expectations and delivery of help.

You might self-identify as having a Type-A personality. I do. We know exactly how we want things done. We have a tendency to believe we can do it better and faster. While this may be true, it robs us of opportunity. Opportunities to grow, build a team, and take on new or bigger projects.

Time is finite. We can’t do it all and do it well. Here is a list of tasks you can delegate or outsource. It’s not all-inclusive, but will help you get started.

Small Business Tasks to Delegate

Accounting

• Organize receipts
• Reconcile accounts payable (expenses)/receivable (income)
• Create invoices
• Send invoices
• Send payment reminders
• Send payment receipts and thank you
• Record payments
• Create purchase orders
• Make purchases

Business Development

• Collaborations
  • Research and identify opportunities
  • Create pitch
  • Send pitch
  • Follow up pitch
• Networking
  • Make a list of local events to attend
  • Manage calendar for coffee dates
  • Schedule events

Clients

• Service
  • Send welcome + onboarding information
  • Send project updates
  • Respond to questions for courses or digital products
  • Send reminders for client tasks
  • Send thank you note or gift
  • Send client satisfaction survey
  • Send request for testimonial or review
• Community
  • Welcome new members
  • Facilitate conversations
• Stay engaged with alumni and past clients
• Referral program
  • Manage referrals

Legal

• Draft contract
• Send contracts, non-disclosure agreements
• Review contracts for required signatures and dates
• Review scope of work

Marketing

• Blog
  • Manage contributors
  • Recruit contributors
  • Create content strategy
  • Curate images
  • Distribute and promote content
• Brand Design
• Influencer marketing
  • Identify influencers with complementary audiences
  • Follow and engage
  • Share service or product
  • Pitch opportunities
  • Build ongoing relationship
• Email Marketing
  • Write copy
  • Curate images
  • Review analytics
  • Create opt-ins
  • Create drip campaigns
  • Create welcome email
• Photography
  • Create stock images for brand
• Podcasts
  • Research and find guests with complementary audiences
  • Pitch guests to appear on podcast
  • Create interview questions or outline talking points
  • Edit podcast
  • Create cover art
  • Write episode summary
  • Upload podcast
  • Promote podcast
  • Send thank you to guest
• Portfolio
  • Curate images
  • Create captions
  • Write copy
  • Link to appropriate vendors
• Press
  • Create media kit
  • Websites and blogs
    • Identify sites with complementary audiences
    • Gather submission details
    • Submit pitch for article or feature
    • Follow Up
    • Schedule
• Social Media
  • Curate images
  • Design graphics
  • Record video
  • Create content
  • Schedule posts
  • Respond to comments
  • Engage with audience
• Speaking Engagements (events, podcast, webinars)
  • Identify opportunities with complementary audiences
  • Create pitch
  • Send pitch
  • Follow up pitch

Operations

• Coordinate schedules of team members
• Manage projects
• Manage and complete returns
• Follow up with vendors and business partners

Sales

• Leads
  • Filter and respond to inquiries
  • Schedule appointments
  • Create proposals
  • Follow up emails

Team Building

• Write job descriptions
• Post position and collect applications
• Review and screen applications

Tech

• Assist with SEO
• Review and update broken links on the website
• Review and streamline tags
• Update photo galleries on the website
• Update plugins

If You’re Not Ready to Delegate

If you’re not ready to hire someone, start by documenting your process. Write out each step as you do it. Creating a process helps you deliver consistent work and makes it easier to delegate tasks when you’re ready.

One of the biggest challenges in delegating work is the gap between what’s natural or automatic to you versus what someone else knows.

One of the biggest challenges in delegating work is the gap between what’s natural or automatic to you versus what someone else knows. Writing down each step helps close the gap. You can also screen record and narrate using Loom. Detailed processes and templates encourage autonomy and reduce micromanaging. Both are important to the working relationship.

Need help building out your processes? Schedule a call to discuss.