If you’re growing a business, leading a team, or just trying to reclaim your time, delegation is essential. But most people get stuck on one question: What should I delegate first?
You might wonder:
- Should I hand off admin work or client tasks?
- Am I delegating too soon—or waiting too long?
- What if I delegate the wrong thing and it backfires?
This guide gives you a clear, practical way to choose what to delegate first, when to do it, and how to avoid the classic delegation mistakes that slow teams down.
Why what you delegate first matters more than you think
Early delegation sets the tone. If you choose the wrong tasks, you might:
- Create more work for yourself (fixing errors)
- Erode trust in your assistant or team
- Delay scaling because your workflows break under pressure
But when you delegate the right things first, you:
- Free up strategic time immediately
- Build confidence with your support team
- Set up repeatable systems that scale smoothly
What to delegate first: the three-phase framework
Use this framework to decide what to delegate first, next, and later.
Phase 1: Delegate for time and sanity
Start here. Look for tasks that:
- Happen weekly or daily
- Don’t require deep context
- Drain your energy or time
Examples:
- Calendar management
- Travel booking
- Inbox cleanup
- Basic meeting scheduling
- Simple research (e.g. vendor lists)
These tasks offer quick wins. They also help you get used to letting go.
Phase 2: Delegate for consistency and quality
Now focus on repeatable processes that benefit from structure.
Examples:
- Weekly reports
- Client onboarding checklists
- Internal meeting agendas
- Social media post scheduling
At this stage, your assistant can own outcomes—not just tasks. You’ll need clear SOPs (standard operating procedures), templates, and check-ins.
Phase 3: Delegate for scale
These are the systems that drive growth.
Examples:
- CRM updates and pipeline tracking
- Project management handoffs
- Data analysis and reporting
- Hiring coordination
This is where the real leverage happens. But it only works if Phases 1 and 2 are solid.
Expert tips most leaders miss when delegating
1. Always start with repeatable tasks
If a task only happens once, delegating it takes longer than doing it. Prioritize tasks that occur weekly or monthly.
2. Use screen recordings to train once, not twice
Use Loom to record your process. It saves you from re-explaining, and your assistant can rewatch anytime.
3. Write “What good looks like” in every task brief
Don’t just delegate the task. Describe the ideal outcome. It takes 30 seconds and prevents dozens of clarifications.
4. Use a task tracker (like Asana or Notion) to build accountability
Avoid Slack-only delegation. Tasks need deadlines, owners, and checklists.
5. Delegate the outcome, not just the steps
Instead of saying “send this email,” say “own follow-up for this client” and let your assistant figure out the best workflow.
What not to delegate early
Avoid these until trust and systems are in place:
- Sensitive client emails
- High-stakes financial decisions
- Public-facing content with no review
- Anything with legal or contractual implications
These are better for later-stage delegation with oversight.
How Base helps you delegate without bottlenecks
Delegation is a skill—but you shouldn’t have to figure it out alone. At Base, we:
- Help you map what to delegate first, based on your role
- Train your assistant in how to take things off your plate smoothly
- Build delegation systems (SOPs, task flows, AI assist)
If you want more time, less rework, and true leverage, we’ll help you build a delegation model that grows with you.
Talk to Base about better delegation
FAQs
How do I know it’s time to delegate something?
If you’ve done it more than three times and it doesn’t need your judgment, it’s ready to delegate.
What if I’ve delegated before and it went badly?
Start small. Use screen recordings, clear task briefs, and feedback loops. A failed delegation is usually a failed system—not a failed person.
Should I delegate to AI or a human first?
Use AI for drafts or data (summarize, research, organize). Use a human for judgment, communication, and anything client-facing.
Can Base help with delegation even if I already have an assistant?
Yes. We help teams optimize what they delegate, how they delegate it, and how assistants manage it.
