5 Things You Need to Know To Delegate Effectively
This article was originally published by Authority Magazine, written by Ben Ari. We are excited to share it with you here. You can read the original article on the Authority Magazine website.
As part of my series about the “How To Delegate Effectively and Be Completely Satisfied With the Results”, I had the pleasure of interviewing Kenzie Biggins.
Kenzie Biggins is the founder and CEO of Worxbee, a leading provider of Virtual Executive Assistant solutions. Recognizing the early demand for fractional high-level administrative support, she founded Worxbee to empower busy executives to reclaim their time and focus on core business priorities. With over a decade of experience in pairing elite Executive Assistants with executives, Kenzie is a recognized expert in effective delegation. Her leadership and personalized approach have driven remarkable growth and high client satisfaction, establishing Worxbee as a leader in executive support solutions. This success highlights her expertise in boosting executive efficiency and leadership success.
Thank you so much for joining us in this interview series! Before we dive in, our readers would love to “get to know you” a bit better. Can you tell us a bit about your ‘backstory’ and how you got started?
Myjourney into the world of Virtual Executive Assistant services began quite serendipitously. Back in 2013, during a business meeting with a retired executive from The Coca-Cola Company, I stumbled upon what I now call my lightbulb moment. She shared her need for high-level administrative support, which sparked the idea that would eventually become Worxbee. Immediately after that meeting, I found myself in a coffee shop, sketching out the initial blueprint for a company dedicated to providing top-tier Virtual Executive Assistant support. My vision was clear: empower busy executives with the fractional support they needed and provide talented Executive Assistants with remote opportunities, offering them a balance between professional aspirations and their personal lives. That Coca-Cola executive became Worxbee’s first client and remains with us to this day.
My passion for executive assistance runs deep — I even developed a methodology on the different levels of administrative support to ensure we’re providing true executive-level assistance. I absolutely nerd out over crafting systems that enhance efficiency and foster successful executive partnerships!
Can you tell us a story about the hard times that you faced when you first started your journey? Did you ever consider giving up? Where did you get the drive to continue even though things were so hard?
Starting Worxbee was exhilarating, but not without its challenges. In the early days, it often felt like I was stuck in a loop, repeatedly facing challenges I thought I had progressed beyond, such as the initial startup grind or having to handle tasks I hoped to have delegated permanently. This cycle can make you feel as though you’re not advancing at all.
What kept me from feeling overwhelmed was finding a community of fellow small business owners. This network was vital — it provided a platform for open, honest conversations that underscored a universal truth: we all face similar hurdles. Understanding this helped alleviate the isolation and self-doubt that often creep in during tough times.
Despite these challenges, my drive to continue comes from a deep-seated belief in the mission of Worxbee and a passion for executive assistance. I’ve always been motivated by the tangible impacts of our work. Hearing success stories from our clients — like a business leader who reduced their workweek from 70 hours to 40 while increasing their revenue by 40%, or a nonprofit that expanded its community impact thanks to the dedicated support of a matched Executive Assistant — reminds me why I started this journey.
In addition to our clients, our Executive Assistants also experience significant personal and professional growth. An Executive Assistant in our network shared that she enjoys the autonomy over her time and the flexibility to work from home, which has been transformative. This setup allows her to excel in her professional role while spending more quality time with her son. Her story is a prime example of how Worxbee supports not only the business success of our clients but also the personal well-being of our Executive Assistants.
These outcomes fuel my commitment to push through any adversity. The thought of giving up has never crossed my mind because the vision of what we’re building and the success it brings to others always reignites my resolve to persevere. It’s about fighting for something greater than myself, and that’s incredibly rewarding.
Can you share a story about the funniest mistake you made when you were first starting? Can you tell us what lessons or ‘takeaways’ you learned from that?
In the whirlwind of launching Worxbee, I was so engrossed in ticking off our next objectives that I overlooked something crucial — celebrating our wins. It’s almost comical now, thinking back on how I would just brush past significant milestones without stopping to savor them. At the time, it didn’t feel funny because I was so driven by what needed to be done next. Reflecting on it now, I see the humor in my relentless focus and realize the importance of pausing to celebrate the victories. Each success was a testament to our hard work and deserved recognition.
This oversight taught me an invaluable lesson: the journey is as important as the destination. Celebrating achievements not only boosts morale but also reaffirms the purpose and passion behind the endeavor. It’s something I now prioritize and integrate into our company culture, ensuring we all recognize and rejoice in our progress and successes together.
What do you think makes your company stand out? Can you share a story?
At Worxbee, our unique strength lies in our commitment to ensuring a mutually beneficial match between executives and Executive Assistants. Central to our approach is our proprietary pairing process, beginning with an in-depth Business DNA® assessment that explores the personality, work style, and preferences of both our clients and the Executive Assistants in our network. Leveraging a sophisticated algorithm and our team’s expert judgment, we align executives with elite Executive Assistants. This meticulous method guarantees a match that excels in skill, personality, and work style compatibility, ensuring both parties thrive in their collaboration.
For instance, we once had a client who was particularly skeptical about finding an Executive Assistant who could match his fast-paced, detail-oriented work style. Through our assessment, we were able to identify and match him with an Executive Assistant who was not only capable of keeping up but actually thrived under pressure and was proactive in managing complex projects. This perfect match turned a skeptic into one of our biggest advocates, highlighting the effectiveness of our approach.
This dedication to making the right match and our boutique service model, where we limit new client intakes to ensure quality and fit, really makes us stand out. It’s about creating a mutual respect and understanding between our customers and Executive Assistants, ensuring long-term success and satisfaction on both ends.
Which tips would you recommend to your colleagues in your industry to help them to thrive and not “burn out”?
Thriving in our industry, or any profession really, isn’t just about relentless work; it’s about strategic pauses and effective delegation. You don’t have to be ‘on’ all the time. It’s crucial to give yourself permission to take a break. Whether it’s stepping outside to feel the sun on your face, enjoying a walk, or meditating — these breaks are essential. For me, it’s cooking since I get to use all five senses it truly helps me disconnect. These breaks prevent burnout by refreshing your mind and body, making you more effective when you do focus on work.
Additionally, mastering the art of delegation is key. As leaders, we can’t — and shouldn’t — handle everything ourselves. Delegating not only empowers your team but also frees you to focus on higher-level strategic thinking and planning. It’s important to trust your team and let go of the need to control every detail. This not only boosts your team’s confidence but also enhances productivity and personal satisfaction, creating a healthier work environment for everyone.
None of us are able to achieve success without some help along the way. Is there a particular person who you are grateful towards who helped get you to where you are? Can you share a story?
Absolutely, I owe a great deal to many who’ve supported me, but one pivotal moment came from a finance professor during my formative years as an entrepreneur. We were discussing my business idea for Worxbee, and he labeled me a “visionary.” He noted that I had a knack for identifying and solving problems but cautioned that true entrepreneurial success requires resilience through highs and lows. He advised dedicating myself wholly for at least five years before reassessing my commitment and possibly preparing for another five-year cycle. This advice has been a cornerstone of my journey, constantly reminding me to evaluate my progress and readiness to continue or adjust my course. It’s not just a strategy but a disciplined approach to sustainable growth and personal commitment, something I often share with fellow entrepreneurs.
Ok thank you for all that. Now let’s shift to the main focus of this interview. Delegating effectively is a challenge for many leaders. Let’s put first things first. Can you help articulate to our readers a few reasons why delegating is such an important skill for a leader or a business owner to develop?
Delegating effectively is not just a skill — it’s a critical component of leadership and business management that significantly impacts overall success and personal well-being. Here’s why mastering delegation is indispensable:
Maximizes Personal and Organizational Growth: Holding on to every task limits both your personal capacity and your organization’s potential. By delegating, you not only free up your time to focus on strategic decisions and growth initiatives, but you also enable your business to expand beyond the constraints of what one person can handle.
Leverages Diverse Expertise: No one is a master of all trades. Delegating tasks to team members who possess the right expertise ensures that every job is done efficiently and to a high standard. This approach not only speeds up operations but also significantly boosts the quality of outcomes.
Prevents Burnout: Overburdening yourself with tasks can lead to burnout, a state of emotional, physical, and mental exhaustion caused by prolonged stress. Delegating helps maintain a healthier work-life balance, keeping you energized and more productive in the long run.
Encourages Trust and Team Development: Delegating tasks empowers your team and shows trust in their capabilities. This trust builds a more loyal and motivated team, fostering a positive work environment where skills and confidence grow.
Enhances Efficiency: As the saying goes, “time is money,” and efficiency is key in business. Delegating tasks you’re less skilled at or tasks that are time-consuming allows you to focus on using your skills where they’re most impactful, thereby enhancing overall business efficiency.
Developing strong delegation skills is not just about offloading tasks; it’s about strategically empowering others to contribute to the mission of your business while safeguarding your health and driving sustainable growth.
Can you help articulate a few of the reasons why delegating is such a challenge for so many people?
Delegating tasks can be a significant hurdle for many leaders and business owners, and understanding the challenges is the first step in overcoming them. Here are some reasons why delegating proves difficult:
Trust Issues: At the heart of delegation challenges lies the issue of trust. Many leaders struggle with trusting others to handle tasks with the same care and attention that they would. This lack of trust can stem from past experiences where expectations were not met, leading to a reluctance to hand over responsibility.
Fear of Loss of Control: Closely tied to trust is the fear of losing control. Many leaders feel that by delegating, they lose grip on the operations or the outcomes. This fear is often rooted in a belief that no one else can do the job as well as they can, or that the unique way they handle tasks is the only correct method.
Perfectionism and Personal Standards: For perfectionists, delegation can be particularly challenging. The concern that the work won’t be done to a ‘perfect’ standard can prevent leaders from delegating tasks. This mindset can lead to micromanagement, where leaders feel compelled to oversee every detail rather than allowing team members to own their responsibilities.
Difficulty in Letting Go: Some leaders find it hard to detach themselves from certain tasks because they are used to being deeply involved in every aspect of their business. Letting go requires a shift from being a doer to being a manager and strategist, which can be a tough transition.
Mismatched Roles: Another significant challenge arises when team members are placed in roles that don’t align well with their skills. This misalignment can make leaders hesitant to delegate critical tasks if they believe the team members may not handle them effectively. Even if team members have the right skills, they might not be the best fit in terms of company culture or might not mesh well personally with others, including leaders themselves. This lack of fit can exacerbate the difficulty in trusting them with important responsibilities, which is crucial for effective delegation.
By recognizing and addressing these challenges, leaders can begin to cultivate a more trusting and empowering environment, allowing them to delegate confidently and enhance the overall productivity and morale of their team.
In your opinion, what pivots need to be made, either in perspective or in work habits, to help alleviate some of the challenges you mentioned?
To navigate the challenges of delegation, leaders need to adjust both their mindsets and work habits effectively. Recognizing the value of delegation is crucial; by delegating tasks that don’t require their unique expertise, leaders free up their time for strategic, high-level work that leverages their specific skills. This pivot isn’t merely about efficiency — it’s about maximizing their unique capabilities to drive business success and foster innovation.
Embracing mistakes as growth opportunities is another essential perspective shift. Leaders should create an environment where team members feel safe to take risks and make mistakes. Viewing these experiences as growth opportunities rather than setbacks can transform organizational culture, encouraging innovation and resilience.
Respecting team boundaries is a fundamental shift that must also occur. Leaders must acknowledge that team members have personal lives and may not always share the same level of commitment seen in business owners. Setting realistic expectations and valuing diverse contributions fosters a supportive workplace, enhancing productivity and team cohesion.
Finally, hiring the right people for the right roles extends beyond skill assessment to ensuring a cultural and personal fit. At Worxbee, we focus intensely on matching customers with Executive Assistants not just based on skills but also personality and work style alignment. This principle is universal and can significantly enhance trust and effectiveness in any organizational setting. By prioritizing a match in values and culture fit, organizations can build a foundation of trust that enhances delegation effectiveness and overall workplace harmony.
These strategic pivots can help leaders not only prevent burnout but also build a more dynamic, responsive, and successful team environment.
Can you please share your “Five Things You Need To Know To Delegate Effectively and Be Completely Satisfied With the Results?” Please share a story or an example for each.
Hire for Skills You Lack: Focus on complementing your skills by hiring experts in areas you’re less familiar with. This strategic approach not only diversifies your team’s abilities but also maximizes your productivity by allowing you to focus on utilizing your unique skill set where it’s most impactful. For instance, many Worxbee clients are visionary leaders who excel in big-picture thinking but struggle with details. By pairing them with Executive Assistants who specialize in organization and detail management, we enable them to concentrate on strategic decisions, significantly boosting business efficiency.
Accept and Learn from Mistakes: Effective delegation involves not just assigning tasks, but also learning from the outcomes. Our most successful clients understand this; they set clear expectations, recognize potential challenges early on, and engage in regular feedback sessions with their Executive Assistants. This process allows for continuous adjustments and growth, turning mistakes into learning opportunities that enhance overall performance.
Establish a Robust Feedback Process: Building on the foundation of learning from mistakes, a strong feedback mechanism is crucial for successful delegation. Regular interactions, such as weekly reviews, create an environment of open dialogue and mutual growth. We encourage leaders to not only provide feedback but to actively seek it from their Executive Assistants. This practice ensures that tasks align with overarching goals and are adjusted in a timely manner, facilitating a synchronized working relationship that continuously evolves. By embracing feedback, leaders demonstrate their commitment to personal and team development, which is essential for effective delegation and improved outcomes.
Choose Compatible Team Members: Compatibility in personality and work style is crucial, as it enhances daily interactions and job satisfaction significantly. When team members truly mesh, it boosts communication and trust, key elements for effective delegation. Conversely, a lack of alignment can make delegation challenging and reduce team efficacy. At Worxbee, we prioritize this alignment through our proprietary pairing process. For example, we once identified a client with a fast-paced, reactive work style. To counterbalance this, we matched them with an Executive Assistant whose calm and proactive nature helped manage stress and streamline operations. This successful match underscores the importance of selecting team members who not only have the right skills but also complement your personal and professional style, enhancing overall productivity and workplace harmony.
Assess Development Opportunities vs. Immediate Expertise: Evaluate whether you have the capacity to develop someone for the role, or if your situation demands immediate expertise. This assessment will guide you in making the right hiring decisions to meet your current and future needs efficiently. For example, a Worxbee customer initially hired an in-house Executive Assistant but found they lacked the necessary high-level experience. Faced with pressing demands, they opted to pivot to one of our expert Executive Assistants, gaining immediate, high-level support to meet their urgent needs effectively.
One of the obstacles to proper delegating is the oft quoted cliche “If you want something done right do it yourself.” Is this saying true? Is it false? Is there a way to reconcile it with the importance of delegating?
I strongly disagree with this saying. I would rewrite it to say: If you want something done right you need to hire an expert who knows how to do it. Consider this: Are you a bookkeeper, a CPA, a lawyer, and a marketing expert all at once? It’s highly unlikely. Trying to wear all these hats is not only exhausting but also inefficient. It can lead to major bottlenecks in your business and prevent you from focusing on areas where you truly excel.
The reality is, delegation allows you to leverage other people’s expertise, which can lead to better results than you could achieve on your own. By entrusting tasks to skilled professionals, whether it’s accounting, legal work, or marketing, you free up your mental space and energy to focus on strategic growth. This approach doesn’t just ensure tasks are completed effectively; it also fosters a collaborative environment where every team member can contribute their best work.
Therefore, instead of clinging to the idea that you must do everything yourself to get it done right, shift your mindset towards building a trusted team of experts. This shift is crucial for scaling operations and enhancing productivity. In the end, effective delegation isn’t just about offloading tasks — it’s about empowering skilled individuals to contribute to a shared goal, which is the essence of true leadership.
Thank you for all of that. We are nearly done. You are a person of great influence. If you could start a movement that would bring the most amount of good to the most amount of people, what would that be? You never know what your idea can trigger. :-)
Little known fact about me, I love to garden and am passionate about caring for our world. So, my movement would be to have everyone plant a tree. Planting trees can make a significant difference in combating climate change, improving air quality, and enhancing the natural beauty of communities. It’s an action that individuals of all ages can participate in, fostering a sense of connection to the earth and to each other. Moreover, it encourages environmental stewardship and sustainability, promoting a healthier planet for future generations. A movement like this could also educate people on the importance of biodiversity and forest conservation, making it not just a local but a global benefit. It’s amazing how something as straightforward as planting a tree can have such far-reaching positive effects!
How can our readers further follow you online?
Website: https://worxbee.com
LinkedIn: https://www.linkedin.com/company/worxbee
Kenzie’s LinkedIn: https://www.linkedin.com/in/kenziebiggins/
