Top 10 tasks you can delegate to a VA this week
Most business owners don’t struggle because they lack expertise. They struggle because they are trying to do absolutely everything.
The inbox, the invoicing, the scheduling, the social media. Individually, these tasks don't seem like a massive deal. But when they are sitting alongside running your business, serving clients, and trying to grow, they quickly start taking over your entire day.
The hardest part about delegation usually isn't finding a Virtual Assistant. It's knowing what to hand over first. If you're wondering where to start, here are 10 tasks you could comfortably delegate this week;
1. Digging out your inbox
If opening your emails feels like a daily battle, you're not alone. A VA can clear out the clutter, archive the spam, and flag the messages that genuinely need your attention. They can also handle routine enquiries using your standard responses, keeping the conversation moving while you focus on the work that actually needs your brain. Try using what I call the 6-folder rule;
Invoices & Expenses
Come back to
To keep
To action
Dealt with
Your inbox
I always say, try and keep this to under 30 emails!
2. Guarding your calendar
Ever had that moment where you think, "I know I booked something in... but when was it?" A busy diary can quickly become messy to manage. A VA can handle the scheduling, rearrange conflicts, send out reminders, and ensure you actually have breathing room between calls instead of playing email tag just to find a free slot
They can also act as a gatekeeper for your time, helping you protect the boundaries you’ve set. Many business owners are natural people pleasers, which can make it difficult to say no, especially when opportunities, requests, and meetings keep coming in. A VA can help filter what truly needs your attention, manage your availability, and say no on your behalf when needed. This not only prevents you from becoming overloaded but also protects your client relationships by ensuring you can show up fully for the commitments that matter most.
3. Actually posting on social media
We all know we need to stay visible online, but content distribution often falls to the bottom of the list when client work takes over. A VA can take your ideas, upload them into a scheduling tool, and organise your content calendar so your profiles stay active without pulling you away from your core business.
4. Handling initial customer enquiries
Your potential clients don’t always expect an instant, comprehensive solution, but they do want to know they’ve been heard. Having a VA manage your general inbound messages means common questions get answered quickly, discovery calls get booked smoothly, and new opportunities don't slip through the cracks.
5. Invoicing and chasing payments
Let's be honest, raising invoices and tracking spreadsheets isn't the most exciting part of running a business, even if getting paid is. A VA can handle the setup, issue invoices promptly, and gently follow up on outstanding payments so you don’t have to spend your Friday afternoons chasing admin.
Having someone else manage payment reminders can also help protect the relationship you have with your customers and clients. Chasing overdue invoices can sometimes feel uncomfortable and can create unnecessary tension when it’s coming directly from the business owner. A VA can take care of these conversations professionally and consistently, keeping the process friendly while ensuring payments are followed up and your client relationships remain positive.
6. Keeping your CRM and data updated
Updating client profiles, adding notes to your CRM, and keeping spreadsheets organised are essential tasks that keep a business running smoothly. However, they rarely require your specific creative input. Handing this data entry over to a VA keeps your systems clean and reliable without draining your time.
7. Competitor or supplier research
Whether you need to compare software options, look into new suppliers, or gather background information for an upcoming project, research can easily turn into hours of aimless scrolling. A VA can do the heavy lifting, filter out the noise, and present the facts clearly so you can make an informed decision.
8. Formatting documents and presentations
Creating proposals, reports, or slides often takes much longer than anticipated. You already know what you want to say, but fixing margins, aligning fonts, and making everything look polished can swallow up an entire afternoon. A VA can step in to format your work and ensure it looks professional before it goes to a client.
9. Following up with warm leads
How many potential projects are currently sitting frozen in your archive simply because you haven't had a spare moment to follow up? It’s an easy task to put off when you're busy, but a quick check-in can make a massive difference to your revenue. A VA can keep those conversations warm and moving forward.
This also applies to the connections you make through networking. Following up quickly after meeting someone, whether that’s sending a LinkedIn connection, a short message, or a note to continue the conversation can have a big impact while the interaction is still fresh. A VA can help make sure those valuable opportunities don’t get lost in a busy inbox, keeping your network active and turning new connections into meaningful business relationships
10. The one job you keep avoiding
Every business owner has that one specific task that keeps getting pushed to next week's list. If you find yourself saying you'll get to it "when I’m less busy," that’s usually a clear sign it's time to delegate it.
It is completely normal to think, "But I can just do it faster myself." You probably can at first. But if it's a repetitive task, taking twenty minutes to show someone else how to do it now will save you dozens of hours in the long run.
Start small, build trust
Delegation isn't about letting go of control; it’s about making sure your energy is spent where you add the absolute most value.
You also don't have to hand over massive parts of your operations all at once. Start with a single task this week. See how the dynamic feels, build that initial layer of trust, and then decide what makes sense to hand over next.
Not sure what you could delegate? Explore our VA services and discover how you can free up your time.
Let’s Talk!
If you’re ready to get some of this off your plate, we can make the transition feel incredibly simple. We'll help you look at your current workflow, identify the easiest things to pass on, and match you with the right Virtual Colleague for your business.
Not sure what you could delegate? Explore our VA services and discover how you can free up your time.
