As a small business owner, there comes a time when hiring someone to help take tasks off your plate is no longer a luxury but a necessity.

You want to focus on growing your business—steering it in the direction of your vision—rather than spinning your wheels on tasks that don’t move the needle. Delegating these tasks to a new hire will save you countless hours of energy and stress, freeing you up to focus on what truly matters.

But here’s the thing: delegation doesn’t begin the day you decide to hire—it starts long before that. Building out your processes early on, even if you’re not ready to hire yet, ensures that when the time comes, you’re not scrambling to create instructions or figure out what to hand off. Having these systems in place from the beginning makes scaling your business smoother and less overwhelming.


Tasks You Can Delegate to Lighten Your Load

  • Administrative: Data entry, email management, calendar management, blog creation
  • Social Media: Content planning, posting, engagement
  • E-Commerce: Inventory management, product descriptions
  • Customer Support: Educating on products, supporting orders

These tasks can quietly take over your mental bandwidth before you even realize it. That’s why I’m here—to guide you through the steps of offloading them efficiently and effectively, ensuring nothing falls through the cracks.


Steps to Delegate with Confidence

 

1. Know What You’re Handing Off

Start by identifying the tasks that eat up your time but don’t require your unique expertise. Write them down and prioritize which ones to delegate first.

2. Prepare Access and Resources

Ensure your hire has the tools and information they need to succeed.

  • Use tools like LastPass or 1Password to securely share login credentials.
  • Gather any files, templates, or resources they’ll need to complete the task.

3. Document the Process

Record yourself completing the task using a tool like Loom. Explain each step clearly, as if you’re teaching someone completely unfamiliar with the process.

4. Create Written Instructions

From your Loom video, craft clear, step-by-step written instructions. Use the following structure:

  • Login Information: How to access the necessary tools or software.
  • Step-by-Step Instructions: A detailed walkthrough of the task.
  • Tips for Success: Notes or best practices to keep in mind.
  • Additional Notes: Branding guidelines, points of contact, or FAQs.

Bonus Tip: Use AI to Refine Your Instructions

AI tools like ChatGPT or Notion AI can help polish your written instructions, making them clearer and easier to understand. For example:

  • Use AI to organize a list of steps into a more concise flow.
  • Have AI rephrase technical jargon into simple language.
  • Generate suggestions to improve the clarity or tone of your instructions.

By leveraging AI, you can ensure your directions are professional, detailed, and ready for your hire to follow without confusion.


Task Instruction Template Example

 

Task Name:

Schedule Weekly Social Media Posts

Tools Needed:

Canva, Meta Business Suite, Instagram login credentials

Step-by-Step Instructions:
  1. Log in to the platform
    • Go to [insert URL].
    • Use the following credentials: [username/password or refer to LastPass/1Password].
  2. Prepare the content
    • Open the content folder in [Google Drive/Dropbox/other platform].
    • Select posts marked for the current week.
  3. Schedule the posts
    • Open [platform, e.g., Meta Business Suite].
    • Navigate to the “Content Calendar” tab.
    • Click “Create Post” and upload the prepared content.
    • Add the caption provided in the content folder.
    • Select the appropriate date and time to schedule the post.
  4. Review the schedule
    • Double-check that all posts for the week have been scheduled correctly.
    • Notify [your name/contact] once completed for a quick review.
Tips for Success:
  • Ensure captions are free of typos and follow brand voice guidelines.
  • Use hashtags provided in the content folder or suggest new ones if needed.
  • Contact [your name/contact] if you encounter any issues or need clarification.

P.S. Using images throughout the instructions can be super helpful as well, along with adding the video you created.

P.P.S Here is a link to copy this template and edit it yourself.


Why Start Now?

Even if you’re not ready to hire just yet, creating these processes today will save you time and stress tomorrow. Building out your systems early ensures you can onboard a new hire with ease and confidence, letting you focus on what you do best: growing your business.


Ready to Delegate Like a Pro?

My Delegation Starter Kit is coming soon! It will guide you through every step, from identifying what to delegate to creating polished task instructions. With templates, tips, and AI tools at your fingertips, you’ll be ready to scale your business without skipping a beat.