8 Steps to Delegating Tasks the Right Way

Again with delegating tasks?

Sometimes we at Remote Bob like to get original and talk about something we’ve never talked about. This time around it’s delegating tasks.

What’s that? We’ve already talked about that? Nonsense! When did we… oh… I see… Well, I suppose I should really get that episodic amnesia checked out.

Anyway! You’re right. We have talked about delegating tasks before, but not like this! This time, we’re going to give you concrete steps so you can delegate your tasks to VAs the right way! What does that mean? It means no having to deal with the consequences of poor delegation such as wasted time and money, inferior work, and even more stress!

Man in Gray Suit Jacket Covering His Face With His Hand, stressed before delegating tasks

Step #1 – Know what to delegate

We at Remote Bob sometimes make it seem like VAs are gods that can take on every task ever. While that’s almost true, there are also limits. After all, if your executive duties could be done by just about anyone, what are you even doing as the head of the company?

Think about what tasks aren’t unique to your skillset. Deciding whom to hire or performing consultations might be tasks suited to you personally. It’s less likely someone else will be able to do them well. Swathing through piles of admin work, on the other hand, is easily delegated.

Step #2 – Delegate them to the right people

Okay, so you’ve got the right tasks, now you need the right person. Simply put, VAs are specialists. Although there might be some tasks that all of them do well, it’s often the case that they specialize in a narrower area. Hence, you get social media specialists, content writers, lead gen experts, etc.

Although delegating tasks to the wrong person will often result in them objecting, you still want to double-check. Sometimes, politeness and a surplus of ambition can make them skip out on bringing up the mistake.

Additionally, try to find (or let us find you) someone you vibe with. You’ll have a much more pleasant time.

Step #3 – Give crystal-clear task instructions

Here’s the thing, you know what you need doing, but a VA doesn’t. Well, not exactly. They may know roughly what you need, but it’s up to you to work out the details. This includes a clear statement of goals and objectives.

For example, you might need someone to manage your social media channels. Most social media specialists will roughly have an idea of what you’re looking for. However, they still require clarification from you about your desired brand image, voice, post frequency etc. Clearing everything up right at the outset will prevent future mistakes and misunderstandings. However, instructions can also be clarified after-the-act.

Teacher Giving Out Instructions Not to Cheat

Step #4 – Provide the necessary resources

So you need your social media channels managed. Awesome. We’ll need your account names and passwords for that. On top of that, we’ll need any visual and textual materials you would like used. This applies to services across the board.

Although a VA may have their own computer and access to a few basic apps… that’s basically it. They need your help to know what they should and can use. Despite everything you’ve been told, we’re not (always) mind readers.

Step #5 – Be willing to give up some of your authority

No, this doesn’t mean let us take over your business. I promise. What it does mean is letting go of micromanagement to a certain extent. It’s more difficult than you might at first think.

By delegating tasks you’re relinquishing control over some aspects of how things are done. Although we’ll obviously consult you on how you want things done, you need to trust that our VAs are able to understand what you need and give it to you. This isn’t always easy, but it’s almost always worth it. In time, it will reduce your stress levels.

Step #6 – Establish a clear communication channel

There are plenty of apps that let you do this. WhatsApp, Slack, or Asana are just some of them. Even email works sometimes. What’s important is establishing a clear communication channel when delegating tasks so that you’re always in touch with your VA.

Sometimes issues will arise with the task(s) you’ve delegated. VAs aren’t omnipotent, after all (but we’re working on it). Good communication means these issues can get resolved in a timely and painless manner. Good communication also includes being responsive to messages and willing to give input when needed.

Gray Rotary Telephone on Brown Surface

Step #7 – Allow mistakes and provide constructive feedback

Look, mistakes are inevitable. Odds are that eventually, someone will mess up with a task you’ve delegated. These mistakes are usually small. You want to avoid making a big deal about occasional slip-ups. Of course, if someone is constantly doing a bad job, then there’s a deeper problem that needs to be addressed.

This goes hand-in-hand with providing constructive feedback. If a VA does something wrong or simply in a way you don’t subjectively like, tell them, but do it in such a way that you let them know exactly what you think they should change. It’ll go a long way towards creating a more fruitful relationship.

Step # 8 – Give credit where credit is due

Finally, don’t forget to praise someone for getting things right! It goes a long way towards increasing self-esteem and reinforcing good behaviour. In other words, if you want someone to keep getting things right, give them credit when they do!

On a somewhat unrelated note, Ivan Pavlov’s spirit must be super proud of me for these last two steps.


And there you have it, folks! Hope this wasn’t too much to wrap your head around. Delegating tasks doesn’t have to be so scary, especially when you’re working with experts. That’s why I highly recommend you check out our offers or book an intro call with us to see what we can do for you!