What Tasks Should You Delegate to a VA? A Business Owner’s Guide
Any small business owner understands the importance of time management for their company. With an ever-ending list of tasks, it can seem like you never get ahead. Every minute spent on repetitive or low-impact tasks is a minute you’re not using on strategy, growth, or product/service innovation. That’s why hiring a Virtual Assistant (VA) is one of the smartest moves you can make. Considering services like Secret Weapons can give you an edge like you’ve never had before. It doesn’t stop there. Understanding which tasks to delegate is just as important. This guide will steer you in the right direction.
Assess What’s Worth Delegating
Before deciding what tasks to delegate, first ask yourself a few key questions. Does it require your direct involvement? If it’s something with deep authority or truly only something you can handle by yourself, it’s best left to do alone. Is it repeatable, administrative, or rule-based? Tasks that are consistent in process or predictable in outcomes are ideal for delegation.
Once you’ve filtered, map tasks into categories (e.g. administrative, marketing, operations) to decide what to pass along.
Key Tasks You Can Delegate to a VA
Let’s be a little more specific about what tasks you can delegate to a virtual assistant. These examples below are some of the things Secret Weapons does for different clients from all over the country. Examples of administrative tasks would include:
Email management and inbox triage
Scheduling meetings, calendar coordination, travel booking
Data entry, expense tracking, document preparation
CRM management or database upkeep
Marketing & Content Support
Social media scheduling and engagement
Blog post editing, content repurposing
Graphic design support for posts, banners, newsletters
Basic video editing, managing content calendars
Customer Support And Communication
Responding to customer inquiries (non-sales)
Phone support or voicemail follow-up
Live chat moderation or ticket triage
Sales & Lead Generation (Support)
Outreach emails or follow-up sequences
Lead qualification or research
CRM tagging and pipeline updates
The Art Of Delegating Effectively
Delegating effectively starts with documenting clear processes. Even simple checklists or screen-recorded walkthroughs work. Begin with smaller, low-risk tasks to build trust, then expand responsibilities as your VA gains confidence. Use project management tools like Asana, Trello, or Google Docs to stay aligned. Set measurable goals and expect clear communication of how to improve or continue successes.
Get Next-Level Growth With Our VA By Your Side
The great multiplier for success is delegating the right tasks effectively. Companies like Secret Weapons show how VAs can step in not just as assistants, but as strategic support members who help you scale without burning out. Get in touch to learn more about our services today!
