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This one’s personal because we’ve been on a wild ride the past year and a half. We went from doing everything to building a team of six (yes, that includes us two) and working with some amazing contractors. And guess what? It all started when we realized something had to give, and we needed to learn how to delegate.
We had hit our limit. We couldn’t physically and mentally do it all anymore—run our business, serve our clients, market ourselves, develop systems, AND have a life. Sound familiar?
And here’s the truth bomb: we couldn’t keep growing unless we started letting go.
So, in this episode, we’re walking you through:
- Why delegation is absolutely essential as you grow
- What kinds of things can you delegate (and to whom!)
- And how to get started—even if you don’t have a team yet
Why Delegation Matters
Delegation isn’t just a fancy business word. It’s the difference between scaling and stalling.
Because here’s what happens when you try to do everything yourself: burnout. Decision fatigue. Constant overwhelm. And eventually, a business that stops growing because you are the bottleneck.
We’ve lived that. We tried to handle it all because we care so deeply about our work and our clients, but we started to feel it in every part of our lives: late nights, creative exhaustion, and zero white space. It wasn’t sustainable.
Figuring out how to delegate gave us room to breathe. It helped us get back to our zone of genius—the high-level creative, strategic work that only we can do—the kind of work that lights us up.
And the cool thing? When we delegated, our team stepped in and SHINED. It empowered them, strengthened our business, and gave our clients a better experience.
Delegation = freedom. Not just time freedom but creative freedom. Strategic freedom. And yes, financial freedom, too—because when you delegate, you can serve more clients, show up better, and build more revenue.
The Mindset Blocks Around Delegating
Now let’s talk about the stuff that keeps so many of us from delegating sooner: mindset.
If you’ve ever thought…
- “No one can do it like I can,”
- “It’s faster if I just do it myself,”
- Or “I don’t even know what I’d hand off,”
We hear you. We’ve been there, too. It took us a long time to know what and how to delegate.
But here’s the truth: those thoughts will keep you stuck in hustle mode. Forever.
It’s totally normal to feel protective of your business. It’s your baby! But holding everything close doesn’t make you a better business owner. It just makes you tired.
So, let’s reframe delegation: it’s not giving up control. It’s creating capacity. It’s building a foundation for sustainable growth.
And yes, it might take longer up front to train someone or write an SOP but think of that time as an investment, one that keeps paying you back week after week. Once you learn how to delegate, you’ll be amazed at how much time you get back in your days and weeks.
What You Can Delegate (Right Now)
If you’re wondering what to delegate, this is the fun part! There are SO many areas where you can start freeing up your time. Think about what you’re comfortable handing off to someone else and what makes more sense to keep on your plate.
1. Admin Tasks
A lot of entrepreneurs want to outsource administrative tasks. They take up a TON of time and can feel tedious.
- Inbox management or filtering
- Scheduling meetings
- Invoicing and bookkeeping
- File organization
- Booking travel
2. Marketing
Do you tend to push off marketing your business? Delegating these tasks will keep you on track, so you’re always getting new inquiries!
- Social media scheduling (hint: you don’t have to post every single thing!)
- Content repurposing
- SEO implementation
- Editing videos
- Formatting blog posts or newsletters
- Pitching podcasts to be a guest
- Find trending reels
3. Client Work
We like to hold onto client work to ensure a positive client experience, but there are still a few things you can outsource!
- Prepping brand presentations
- Creating mockups or formatting final files
- Sending out emails
- Website development or tech handoffs
- Research or competitor analysis
4. Internal Systems
This can also take up a lot of your day, but it’s super important for creating a great client experience and streamlining your workflow.
- Creating workflows in tools like Dubsado, Zapier, or Asana
- Writing SOPs
- Streamlining onboarding or offboarding
- Sending gifts
5. Personal Life (yes, this counts, too!)
You don’t have to do it all in your personal life, either! Enlist the help of your spouse, family, friends, or a stranger to get a little time back in your day.
- Grocery delivery
- Running errands
- Childcare
- Cleaning
- Meal planning or prepping
- Event planning
And just a reminder: delegation doesn’t always mean hiring a full-time team member. You can start small—with a contractor, a virtual assistant, or even a new tool that takes a task off your plate.
How to Delegate Without Overwhelm
We know delegating can feel overwhelming and scary, especially if you’ve never done it before! Follow these easy steps to get more comfortable with outsourcing.
Audit your week
For a few days, write down every single thing you do in your business. Every task, click, meeting, and platform. You’ll probably be surprised at how much you do in a single week!
Highlight the things only YOU can do
The stuff that’s in your zone of genius should stay with you. Everything else? That’s a potential delegation task.
Pick just one task to hand off
Don’t try to outsource your whole business overnight. Start small—maybe it’s scheduling Instagram posts or prepping client folders. It doesn’t have to be anything crazy!
Document it as you do it
Use Loom or Tella to screen record the process or jot down steps in a doc. Boom—you’ve created a mini training guide. You can do this before you hire someone!
Rinse and repeat
Over time, you’ll build a rhythm. Delegation will get easier. And you’ll start to notice something wild… free time. Mental clarity. A sense of momentum again.
The Ripple Effect
Once we started consistently delegating, we saw a ripple effect we didn’t expect.
- We had more time to dream and create.
- We had space to think strategically instead of just checking off tasks.
- Our clients got a better experience.
- Our team felt more ownership and confidence.
- We finally had room to grow.
Learning how to delegate created capacity for ourselves, our team, and our business to expand.
If you’re clinging to everything right now, we get it. Letting go can feel scary.
But here’s your permission slip: You don’t have to do it all to be a good business owner. You’re allowed to ask for help. You’re allowed to invest in support. You’re allowed to grow.
Start small. Start scrappy. Just start. Because the sooner you do, the sooner you’ll get back to the work you love—and the life you’re building this whole business for in the first place.
FAQs About How to Delegate
What if someone messes up something?
You correct them, and move on. Everyone will make mistakes at first. Providing detailed instructions and guides will help reduce the amount of mistakes.
How do I find the right person to delegate to?
We always ask our network for referrals or hire someone we already know and trust! We’ve had a lot of success with this approach.
Can I afford to delegate right now?
Consult with a bookkeeper or CPA to see if you can afford to outsource. Or you can look at your books and see if you can add another consistent expense to your business.
If you liked today’s episode on The Duo On Air Marketing Podcast, don’t forget to leave us a review & subscribe!
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Abbey Oslin and Courtney Petersen are Minnesota-based marketing experts, educators, and co-founders of boutique marketing agency Duo Collective, which specializes in SEO, social media strategy, and branding for small business owners and creative entrepreneurs. To learn more about Duo Collective, or to inquire about working with our team, head over to www.duocollective.com.
To inquire about being a guest on Duo On Air, please fill out this application form.
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