Questions to Ask Yourself Before Delegating

Many of the leaders we support come to us knowing there’s too much on their plate, but struggle to determine what they can possibly hand off. Often, all of their work feels vital and they can’t imagine trusting an Executive Assistant to handle it like they would. Many of 33Vincent’s virtual Executive Assistants support leaders with standard, recurring responsibilities like calendar management, travel booking, and file organization. But many others handle high-level time and project management that keeps our clients focused on their highest value work. To take full advantage of your virtual Executive Assistant and invest your time in what matters most, contemplate why you were hired, what things you shouldn’t be doing, and what things you hate doing.

Question 1: Why was I hired? What is my true role?

Let’s start by determining what your purpose is at your organization. Take a look at your job description. Are you able to say that you are fulfilling all of your responsibilities? Do you feel that you’re accomplishing the most important and highest-value work, that you were uniquely hired to do? Then consider whether you’re spending time on irrelevant or low-value work that isn’t part of your role function? Take time to distinguish between your key responsibilities and everything else. 

Are you part of the executive leadership team? If so, you should likely be focused on fulfilling organizational goals, strategic planning development, and overall decision making. You shouldn’t be spending half of your time each day sorting through emails, approving expense reports, or researching gift options for a staff member’s birthday. 

In order to reach your highest and best output in your role, you have to cut out the things you shouldn’t be doing. 

Question 2: What things should I not be doing?

After answering Question #1, you should have a list of your key responsibilities and a good start on the things you shouldn’t be doing. Expand more on where your time is being misspent by asking yourself the following questions: 

1. What things can someone else do just as well (or better)?

2. What things are better handled by an individual contributor instead of an executive leader? 

3. What things do I do, at my higher hourly rate, that could be done by someone with less experience or at a lower pay scale (to save your organization money)?

4. What things are outside of your wheelhouse, but somehow landing on your plate?

5. What responsibilities have stayed on your plate from a previous role or function, but are no longer relevant to your focus?

Now that you’ve figured out what you should and shouldn’t be doing, let’s work through one more category of tasks -- the ones you hate. 

Question 3: What things do I dread doing or procrastinate on?

We all have tasks that we hate doing or always procrastinate on. Is it event research and planning? What about sorting through the noise in your inbox or creating that monthly data report? How about board presentation prep? Don’t forget about holiday and birthday gifts! Whatever it may be, if you truly hate doing it, you can probably delegate it. 

These tasks could directly relate to your key responsibilities in your role, but they take a toll on your brain space. Have you ever considered the amount of time you have spent thinking about that task you hate? How about that terrible feeling you get when it’s time to complete it? Don’t forget those days you have to work late because you just kept putting it off. These tasks can easily ruin a chunk of your day and you likely don’t have that time to waste. If these questions didn’t bring any tasks to mind, take a look at these common tasks: 

1.  Updating employee information in your systems

2. Preparing agenda and pre-work for team meetings 

3. Coordinating time off requests and team schedules

4. Creating a summary of climate survey results

5. Planning logistics for quarterly board and committee meetings

As you consider your own list of things to offload, check out our What to Delegate resource for even more ideas to help you get the most off your plate. Free up your to-do list and your brain space by delegating the tasks that you dread, hate doing, or always procrastinate on. 

Now I know the tasks I need to delegate, but what’s next?

Once you have a list of all the things you are currently doing that you can start delegating, take a few moments to get it organized. Consider how much time each task takes, whether it is an administrative or creative task, and the cost of you completing that work. Is it becoming obvious that you desperately need to delegate (to save your brain and your organization money)? Now you’re ready to identify the person who will own these projects moving forward.

Chances are someone else–like your virtual Executive Assistant–could easily tackle these tasks. A great executive assistant has skills beyond just managing your calendar and submitting expenses. They can easily take over your monthly data reporting, planning your team retreat, or helping you manage your daily projects and inputs. Never underestimate the impact of a world-class, virtual Executive Assistant.

If you don’t have an assistant, turn to your other direct reports and team: who’s most qualified for this task? Who enjoys this type of project the most? Who has capacity? Who’s expressed an interest in developing these particular skills?

Are you ready to elevate your impact by delegating to an EA? 33Vincent is a community of high-caliber, remote Executive Assistants offering flexible support to entrepreneurs, executives, and leadership teams. 33Vincent’s service is designed for high-performing leaders who are tired of trying to "do it all.” We elevate your impact, and help you invest your time in what matters most. Contact our team to share your support needs so together we can discover if 33Vincent is a good fit for you. 

33Vincent has many other resources to help you maximize your time and communication with your executive assistant.