Case Study: How To Learn To Trust And Let Go

Photo by Sarah Chai

Letting go of tasks and letting someone else do them for you is NOT an easy feat. Here are five practical tips how to delegate tasks to your VA, ensuring both productivity and a positive working relationship.

If you’re a business owner trying to juggle countless tasks on everyday basis, chances are you are feeling overwhelmed and too stressed, right?

The good thing is that more and more entrepreneurs and small business owners are turning to virtual assistants (VAs) to help streamline their operations, and you can do that too!

But another concern arises: it’s not easy to let other people do the things you’re doing in the business. 

What if they can’t do the things I do the way I do them? 

I don’t think I’m ready to delegate.

I DON’T know how to delegate.

We hear you! It’s not easy, but it’s doable.

Think of this: With a virtual assistant on board, you can offload time-consuming tasks and focus on what really matters—growing your business. 

But as with any working relationship, the key to success lies in how effectively you delegate.

So to help you with that, here are some practical tips that you can practice so that you can learn how to trust and let go… and ge the freedom you have always dreamed of!

Need a reliable Champion in your team? Our Rockstar VA Service is perfect for you and your business. Speak to our Growth Strategist to learn more!

Note: Portions of this article were generated with the assistance of AI.

5 Tips on How to Delegate Tasks to a Virtual Assistant

Photo by Ann H

Tip 1: Start with Small Tasks

When you’re just beginning to work with a virtual assistant, it’s wise to start with small, manageable tasks. This approach allows you to build trust and understanding gradually, both for you and your VA. 

Starting small also gives your VA the chance to get familiar with your working style and expectations without feeling overwhelmed!

For example, you may begin by delegating routine tasks such as managing emails, scheduling appointments, or simple data entry. These smaller responsibilities are easier to explain and monitor, helping you gauge how well your virtual assistant handles the tasks before moving on to more complex assignments.

Beginning with the right foot, you can then delegate tasks that play to their strengths. But what if you discovered that your Champion has minimal experience with a tool that you want them to use?

This is where trainings come in. Our program at TGH allows your Champion to grow and flourish, to never stop learning and solidify their strengths so they can support your business better!

And you can be more confident to delegate tasks with your Champion, because they know what they’re doing.

Related read: Excellent Performance Management with Virtual Assistants: The Growth Hub’s Way

Tip 2: Clearly Define Tasks and Expectations

First things first—clarity. When delegating tasks to your virtual assistant, it’s crucial to be as clear and detailed as possible. 

If it’s your first time to do it, here’s a technique: Outline what needs to be done, how it should be done, and when you expect it to be completed. This not only helps avoid misunderstandings but also sets your VA up for success from the get-go.

To make the communication and task tracking easier, you may opt to use project management tools like ClickUp, Asana or Trello to break down tasks into manageable steps. 

This way, your VA can easily follow along and tick off each step as they go, keeping everything on track.

Related read: Why You Need a Project Management Tool Like ClickUp in Your Business (and Life!)

Tip 3: Trust the Process, HAVE a Process

Photo by Sarah Chai

If you’re still starting out in delegating tasks to your VA, you might want to have a system in place for doing things and for tracking progress. 

Aside from project management tools mentioned above, you can set clear milestones for tasks and use tracking tools like Clockify, Toggl, HubStaff, or Time Doctor to monitor progress. 

But hey, just to clarify – this doesn’t mean micromanaging! Rather, it’s about finding a balance between trust and accountability, especially if it’s your first time to get someone else work for you virtually.

Of course, as the trust and the work relationship thrive, you may feel loosening up a bit and remove those strict time-keeping tools as you feel so.

Also, remember that it’s hard to delegate tasks to someone else if you don’t have a system/process in place first. So make sure that you have defined your processes before having someone else do them for you. 

This way, you can keep an eye on things without hovering, giving your VA the autonomy they need to thrive.

Related read: 3 AI Tools For Creating SOPs For Your Business

Tip 4: Establish a Communication Routine

Even in a face-to-face set up, good communication is the backbone of any successful working relationship. 

To develop your confidence in delegating tasks to your virtual assistant, it is imperative that you set up a regular communication routine with your VA.

We have observed that when a business owner schedules regular check-ins via Zoom, Slack, or email to discuss progress, provide feedback, and tackle any challenges that may arise with their Champion, their efficiency goes up.

Whether it’s daily check-ins or weekly updates, remember that consistent communication helps both you and your VA stay aligned.

Related read: Most Common Mistakes To Avoid in Hiring a Virtual Assistant

Tip 5: Use Collaborative Tools

Photo by Teona Swift

Tools, tools, tools! In the field of virtual workspace, is the glue that will make things stick together. And it makes collaboration so much easier! 

With the right choices, these collaborative tools allow you to share documents, track progress, and collaborate in real time, making sure nothing falls through the cracks. 

Examples of these are Google Workspace, Dropbox, ClickUp, Asana, or Trello. Having them in your systems not only streamlines workflows but also improves efficiency, saving you time and hassle.

Related read: Streamline Your Process: Essential Workflow Tips for Startups

Case Study: Ashish Maholtra

Such was the case with one of our clients, Ashish Maholtra. 

As a startup business owner, he’s working longer hours and sleepless nights to keep the momentum of his business.

He felt like he needed help, but he was unsure whether he REALLY needed a VA or not. 

But still, his guts guided him to meet with The Growth Hub and got himself a Champion. But he still felt worried, especially in the first month.

It was quite hard for him to really let go of tasks and trust his Champion at first, but during one of his catch-up calls with our Client Success Heroes, he got the advice to try to give a little trust to his Champion.

It wasn’t easy, but he tried!

He began with a task list and delegated small, monotonous tasks to his Champion first.

Task by task, he began to widen his point of view and gradually, Ashish was able to give almost all of the back-end tasks to his Champion!

In his words, he said, “Now, I don’t think I would be able to do anything without her… I can’t see myself doing all of that by myself!”

Here are some of his learnings in his experience:

• If you can, start placing your trust early in your Champion. They KNOW their stuff. you can let them go.
• Be as clear in communication as possible. Use tools, hop on calls, and be transparent with each other.
• If you don’t have a process defined, you cannot give that to your VA. That’s the importance of having tools and processes in place. Tools first, then process, then come the people.

Now, he feels more confident to expand his business because he knows his processes are managed and there is someone reliable that covers pretty much everything on the back-end. 

Where is he focused on now? HUSTLING! 

That’s the change a Champion can do to a business. Want the same change in your business? Speak with our Growth Strategist today!

Let’s Hustle and Partner!

Photo by Karolina Kaboompics

Just like Ashish, we know that delegating tasks can be a scary thing to do at first. But as you take the first step, you will discover how it can be a game-changer for your business.

Remember that it requires a thoughtful approach. Start with small tasks, define them clearly, trust the process, have solid communication, and use tools for collaboration! These might seem simple, but they are fundamental to build a productive and successful partnership.

So, start small, delegate a few tasks, and watch as your business—and your peace of mind—grow.

If you are wondering where to get an end-to-end support in finding the right virtual assistant for you and your business, TGH is the right place.

We don’t just look for people to onboard into your business, but we also handle the HR issues, trainings, payroll, and the like. 

We’ll take care of your Champion so they can take care of your business. And you won’t have to think about those nitty-gritty details – just go ahead and do the most important things in the business. 

Let’s hustle and partner together! Speak with our Growth Strategist today!