You’re not supposed to do it all.
But most business owners try to — especially in the early years. What starts as a lean approach quickly turns into late nights, mental fatigue, and a calendar full of things that don’t move your business forward.
Here’s the truth: if you’re spending time on the wrong tasks, you’re holding back your business more than helping it.
This guide walks you through 7 tasks you can stop doing today — and exactly who can take them off your plate.
1. Managing Your Inbox
Why it’s draining:
You check your email for 5 minutes and suddenly an hour’s gone. Sorting, flagging, replying, deleting… it adds up.
Who can handle it:
A remote executive assistant (EA) can filter your inbox, respond to routine messages, flag the urgent ones, and even draft replies. You’ll get back your time and never miss an important email.
2. Scheduling Meetings and Calls
Why it’s a bottleneck:
The back-and-forth of “Does Tuesday at 3 work?” eats into your focus and interrupts your flow.
Who can handle it:
A virtual assistant can manage your calendar, suggest ideal slots, and even reschedule things without drama. Tools like Calendly help — but people still need coordination.
3. Creating & Formatting Documents
Why it’s inefficient:
Whether it’s a pitch deck, proposal, or internal SOP — you’re likely overthinking layout, formatting, or minor details someone else could handle faster.
Who can handle it:
A remote operations or admin assistant who knows your tools (Google Docs, Notion, Canva, etc.) can turn rough notes into clean, on-brand docs in less time than you’d spend tweaking fonts.
4. Social Media Management
Why it’s misleadingly time-consuming:
Replying to DMs, posting updates, and checking notifications feels like work — but doesn’t always drive growth if it’s inconsistent or rushed.
Who can handle it:
A social media VA or marketing assistant can schedule posts, monitor engagement, repurpose content, and even report on results — so you stay visible without being glued to your phone.
5. Bookkeeping & Invoicing
Why it’s a risk:
You’re likely doing it “just good enough,” and missing opportunities to streamline finances or flag issues early.
Who can handle it:
A remote bookkeeper or finance assistant can manage invoices, chase payments, track expenses, and prepare reports. They don’t replace your accountant — but they make their job (and yours) easier.
6. Customer Support (Basic Queries)
Why it’s unnecessary:
You shouldn’t be answering “Where’s my invoice?” or “Can I reschedule?” when your expertise lies elsewhere.
Who can handle it:
A client support VA or service rep can respond to queries with your tone and guidelines, escalate what’s needed, and keep clients feeling heard.
7. Website Updates & Tech Admin
Why it’s frustrating:
Fixing broken links, updating landing pages, or embedding a calendar shouldn’t derail your day. But tech hiccups often do.
Who can handle it:
A freelance web assistant or remote tech VA can handle these small-but-crucial fixes, so you stay focused on your message, not your menu bar.
The Real Win: Headspace
Delegating isn’t just about saving time. It’s about creating headspace.
When you stop carrying the mental weight of every tiny task, you gain room to think, plan, and lead. That’s where your value lies — and that’s where your business grows.
What to Do Next
You don’t have to delegate everything at once. Start with one or two of the tasks that frustrate you most — the ones you always push to the bottom of your to-do list.
Need help figuring out who you need and how to make it work?
We’ll talk through it, match you with the right support, and get you set up within days.