What You’re Probably Not Delegating (But Should Be!)
You’re busy. Too busy. Between back-to-back meetings, endless emails, and the constant pull of administrative work, your day disappears before you’ve even had a chance to focus on big-picture strategy. Sound familiar?
Here’s the problem: You’re doing tasks that you shouldn’t be doing.
High-performing executives don’t just work harder—they delegate smarter. But even the most experienced leaders struggle to let go of certain responsibilities, either because they don’t trust someone else to do it right, think it’s quicker to handle it themselves, or simply don’t realize it’s something that can be delegated in the first place.
The truth? A skilled Virtual Executive Assistant can take far more off your plate than you might expect. They don’t just schedule meetings or manage email—they optimize your workflow, create efficiency, and free up hours every week for you to focus on what truly moves the needle.
So, what are you still holding onto that you should be handing off? Let’s break down 10 tasks you’re probably still doing—but shouldn’t be.
Article Contents:
The Delegation Mindset Shift
10 Tasks You Should Be Delegating Right Now
How to Start Delegating More Effectively
Final Thoughts: Delegation Is a Leadership Skill
The Delegation Mindset Shift
Delegation isn’t just a skill—it’s a mindset shift. Many executives know they should delegate more, but something stops them. Maybe it’s the fear of losing control. Maybe it’s the belief that explaining the task will take longer than just doing it themselves. Or maybe it’s the nagging feeling that only they can do it right.
Here’s the reality: Holding onto tasks that someone else could manage is a direct drain on your time, focus, and energy. The hours spent on scheduling meetings, chasing down follow-ups, or organizing documents could be redirected toward strategy, leadership, and decision-making.
The most effective executives don’t see delegation as an inconvenience—they see it as a business strategy. They recognize that a great Virtual Executive Assistant isn’t just an extra set of hands. They are an extension of leadership, a force multiplier, and a strategic asset.
If you’ve ever said, “It’s just easier if I do it myself,” it’s time to rethink your approach. Because the truth is, it’s costing you more than you think.
Let’s break down 10 tasks you should be delegating right now.
10 Tasks You Should Be Delegating Right Now
Some tasks are obvious delegation candidates—calendar management, travel booking, inbox filtering. But others? You might not even realize how much they’re slowing you down. These are the hidden time thieves, the small but constant distractions that chip away at your productivity.
Here are 10 tasks you should stop doing yourself—and start delegating to a Virtual Executive Assistant.
1. Email & Inbox Management
How much time do you spend sorting through emails each day? Probably more than you think. A Virtual Executive Assistant can:
Prioritize urgent emails so you only see what truly matters
Draft responses and manage follow-ups on your behalf
Filter out newsletters, spam, and low-priority messages
2. Calendar & Meeting Coordination
A poorly managed calendar is a productivity killer. A Virtual Executive Assistant ensures:
Meetings are scheduled efficiently with no conflicts
You have buffer time for deep work and prep
Agendas, reminders, and follow-ups are handled automatically
3️. Travel Planning & Logistics
Booking flights, hotels, and transportation is time-consuming. A Virtual Executive Assistant can:
Research and book the best travel options
Prepare detailed itineraries with all the essential details
Adjust plans in real-time when changes arise
4️. Expense Reports & Financial Admin
Tracking expenses shouldn’t be your job. A Virtual Executive Assistant can:
Organize receipts and categorize expenses
Submit and reconcile reports for approval
Flag discrepancies and ensure budgets stay on track
5. Project & Task Management
When multiple deadlines and action items pile up, things slip through the cracks. A Virtual Executive Assistant can:
Track tasks, follow up on outstanding items, and keep projects moving
Organize project materials so everything is accessible when you need it
Ensure deliverables stay on schedule without you chasing them down
6️. Client & Stakeholder Communication
From routine check-ins to high-touch engagement, a Virtual Executive Assistant can:
Manage outreach and follow-ups with clients, investors, and key partners
Draft communications, send updates, and ensure no message goes unanswered
Coordinate meetings, calls, and important interactions
7. Research & Data Compilation
Before making decisions, you need the right information. A Virtual Executive Assistant can:
Gather industry insights and competitor analysis
Summarize key findings so you don’t have to sift through endless reports
Organize data into digestible formats for quick review
8️. Personal Tasks That Steal Your Time
You may not realize how much personal admin eats into your day. A Virtual Executive Assistant can:
Handle appointment scheduling, reservations, and personal errands
Manage online purchases, subscriptions, and renewals
Help with gift shopping, holiday planning, and event coordination
9️. Event & Conference Prep
Whether you’re hosting or attending, events require planning. A Virtual Executive Assistant can:
Handle registrations, RSVPs, and logistics
Prepare agendas, talking points, and key materials
Manage post-event follow-ups to maximize networking value
10. Systems & Process Optimization
A Virtual Executive Assistant isn’t just there to complete tasks—they can make your workflow better. They can:
Implement better tools for automation and efficiency
Create SOPs (Standard Operating Procedures) to streamline recurring tasks
Identify inefficiencies and recommend smarter ways to work
Still handling these tasks yourself? It’s time to reconsider. Delegating them isn’t just about saving time—it’s about operating at your highest level.
Next, let’s explore how to start delegating effectively and ensure a seamless transition.
How to Start Delegating More Effectively
Knowing what to delegate is only half the battle—how you delegate determines whether your Virtual Executive Assistant can truly maximize their impact. Too often, executives either hold onto tasks too long or offload them without proper structure, leading to frustration on both sides.
Here’s how to make delegation seamless and effective:
1️. Audit Your Weekly Tasks
Take a realistic look at how you’re spending your time. Keep a log for a week and identify:
Tasks that don’t require your direct expertise
Repetitive admin work that interrupts your day
Responsibilities that could be systematized or handled by someone else
These are prime candidates for delegation.
2. Use the 80/20 Rule
The Pareto Principle states that 20% of your efforts drive 80% of your results. Identify the high-value work that only you can do, and delegate the rest. If it doesn’t contribute directly to leadership, strategy, or revenue growth, it’s likely something your Virtual Executive Assistant can handle.
3. Start Small & Build Trust
Delegation isn’t all-or-nothing. Begin with a few high-impact tasks and gradually expand as trust builds. Examples:
Have your Virtual Executive Assistant draft emails before sending them out
Let them shadow you in meetings before handling scheduling independently
Assign them small projects to test their problem-solving skills
The more responsibility they take on, the more time you free up.
4. Communicate Expectations Clearly
Ambiguity leads to misalignment. When delegating, be specific about:
The desired outcome (not just the task)
Deadlines and priority levels
Resources available to complete the task
How success will be measured
A great Virtual Executive Assistant doesn’t just follow instructions—they anticipate needs. But that only happens when they have the right context.
5️. Leverage the Right Tools
Your Virtual Executive Assistant will work best when they have structured systems to support them. Use:
Slack or Microsoft Teams for quick communication
Calendly or Google Calendar for scheduling automation
Loom or Scribe to record SOPs (Standard Operating Procedures), processes, and expectations
The right tech stack makes delegation seamless and eliminates unnecessary back-and-forth.
6️. Provide Regular Feedback
Delegation isn’t about handing off tasks and walking away. Check in regularly to:
Identify areas where your Virtual Executive Assistant needs more guidance
Adjust workflows for efficiency
Recognize successes and reinforce trust
A strong feedback loop ensures ongoing improvement and a productive, long-term partnership.
Final Thoughts: Delegation Is a Leadership Skill
Delegation isn’t about giving away control—it’s about gaining the time, focus, and energy to operate at your highest level. The best leaders don’t do everything themselves; they build the right support systems to help them lead more effectively.
A Virtual Executive Assistant can transform the way you work—but only if you let them. The first step? Start delegating smarter.
Ready to maximize your productivity? Let’s explore how a Worxbee Executive Assistant can streamline your workload. Schedule a free consultation today!
