The Importance of Delegating Administrative Tasks: How It Boosts Productivity
As a small business owner, there is a lot on your plate. Tasks can pile up as you try to juggle running your business, bookkeep, manage your schedule, respond to emails and calls, and keep up on the work you do for clients or customers. It can all be overwhelming and time consuming. This is when delegating tasks to your team or admin assistant can come in handy.
Task delegation involves figuring out what jobs need to be done and who can do those jobs. Some things have to be done by you, like business planning or work you are the expert in. Other jobs, like responding to emails or preparing quotes, can be done by your admin assistant or team. Task delegation is not just assigning tasks, it also allows you to prioritize work and decide what can be pushed back.
There are several benefits to offloading tasks to your team. It frees up your time, so you can work on aspects of your business that you enjoy. Jobs can get done more quickly, boosting your team’s productivity. You won’t be over-working to meet all your business goals and needs, preventing burn-out. Delegation also helps you decide what needs to be prioritized and keeps you and your team accountable.
So, now that you know what task delegation is and why it’s important, let’s go over things you can delegate to your admin or team. The ideal tasks to offload are recurring jobs that others can do with little to no assistance, tasks that are difficult to automate, or require a personal touch. If you have a team, there are tasks that you can have them do, like prep work for a client, or organizing and creating merchandise. Then there are tasks that are best by an admin assistant like:
Schedule and Calendar Management. Sure, this can be automated but sometimes there are notes to add or follow ups to do. Details like this are best done by a person and not AI.
Email and communications. Having someone respond to inquiries or deal with customer service issues frees up your time and keeps you distraction free. This could also include things like blog management or monitoring social media.
Document prep, editing, and formatting. Spending an hour making sure every paragraph is indented and page numbers aren’t missing is taking away from your time with clients, at a job site, or creating products.
Meeting or event planning. Again, this is a time consuming and detail oriented task that is taking away your time from customers, clients, or larger business tasks.
Data input, inventory, client info, customer info. This could also be automated but having a person double check ensures there are no gaps or mistakes.
Track expenses and receipts. Bookkeeping is key to ensuring smooth operations and ensuring the company stays afloat. It is important to have someone with an eye for detail. Avoid using AI to automate this process, or have someone to monitor.
Organize digital and physical files. Again, this can be time consuming. Having someone help you keep on top of your files ensures they stay organized and make sense to you.
The above tasks are vital to keeping your business operating, trusting someone to oversee these tasks can be intimidating. If you are having doubts or concerns, setting due dates and having regular check-ins with your admin assistant or team can ease those anxieties. By checking in or reviewing work, it ensures that little to no mistakes can be made.
If you are ready to free up your time to do what you love, reach out to me and we can work on delegating those tasks!
