Why most business owners struggle with delegation – delegating like a CEO
Delegate like a CEO! Delegating is essential for growth, but many entrepreneurs struggle with it. When they try, it often backfires. But with the right mindset and approach, you’ll be able to delegate like a CEO and empower your team. They either:
- Spend more time explaining tasks than it would take to do them themselves.
- Constantly check over their assistant’s work.
- Feel frustrated when things aren’t done exactly how they would do them.
- Give up and decide, “It’s just easier if I do it myself.”
The truth is, delegation isn’t just about passing off tasks – it’s about transferring ownership. If you’re stuck in a cycle of micro-managing, you haven’t truly delegated. And that’s what keeps business owners overwhelmed.
So, how do you break free and start delegating like a CEO?
This guide walks you through exactly how to make delegation work, so you can finally step back, focus on high-impact activities, and let your business run without you.
Step 1: Identify what to delegate like a CEO (and what to keep)
One of the biggest mistakes business owners make is trying to delegate everything at once. Instead, start with a strategic approach:
Tasks You Should Delegate First:
✅ Repetitive admin work (inbox management, scheduling, document formatting)
✅ Tasks that drain your time but don’t generate revenue
✅ Processes that can be systemised (client onboarding, data entry, social media scheduling)
What You Shouldn’t Delegate:
❌ High-level business strategy
❌ Sales calls or deep relationship-building (at least not initially)
❌ Personal branding decisions (you can have an assistant execute your strategy, but the vision should come from you)
🔹 Pro Tip: If you’re constantly rescheduling meetings, drowning in emails, or stuck formatting reports, an Executive VA can take over these tasks so you can focus on revenue-generating activities.
Step 2: Turn tasks into repeatable systems
Once you know what to delegate, the next step is to systemise it.
Here’s an example:
- Instead of saying “Sort my inbox”, create a clear email management system where your VA categorises emails into priority levels, sets up auto-replies, and flags important messages for you.
- Instead of asking “Can you format this report?” every time, have your VA create a custom template so reports are consistent and professional without your input.
- Instead of manually tracking invoices, let your VA set up an automated invoicing workflow that sends reminders to clients before payments are due.
🔹 Pro Tip: The key to smooth delegation is creating Standard Operating Procedures (SOPs). Your VA can document your processes step by step, so every task gets done correctly and efficiently without constant oversight.
Step 3: Delegate with clarity like a CEO. (So you don’t have to re-explain)
The reason many delegations fail is that instructions are too vague. Instead of just assigning tasks, provide clear expectations.
For example:
❌ “Schedule my meetings.”
✅ “Ensure my calendar has no more than 4 meetings per day, with at least a 30-minute buffer between each. Prioritise high-value clients and flag double bookings before confirming.”
❌ “Post on LinkedIn.”
✅ “Create 3 LinkedIn posts per week that focus on industry insights, engaging questions, and client success stories. Ensure each post has a strong hook and a call to action.”
🔹 Pro Tip: When you work with a skilled Executive VA, you don’t need to check in constantly – they’ll follow a structured approach that aligns with your business goals. When you’re learning how to delegate like a CEO, clarity is the key to success. If you’re new to delegation, tools like Trello or Asana can help you track and manage tasks effectively.
Step 4: Empower your VA to make decisions
Many business owners struggle with delegation because they don’t fully trust their assistant to handle tasks independently.
To fix this, start giving decision-making power in controlled areas:
✅ Allow them to reply to common emails using a pre-approved tone and template.
✅ Let them schedule calls based on your availability preferences.
✅ Give them a budget for minor expenses (e.g., up to £50 without needing approval).
🔹 Pro Tip: The more autonomy you give, the more value your VA brings to your business. Instead of just being a task executor, they become a trusted right-hand person who keeps things running smoothly.
Step 5: Evaluate and adjust
Effective delegation isn’t a one-time process – it’s something you refine over time. When you start delegating like a CEO, you need clear expectations for your VA to follow.
💡 Every 30 days, check in and ask:
✅ Are tasks being completed efficiently and correctly?
✅ Are there any bottlenecks slowing things down?
✅ Can any processes be further streamlined or automated?
If something isn’t working, adjust your approach—tweak systems, clarify expectations, or give more autonomy where needed.
Final thought: delegation is the key to scaling
If you’re constantly stuck in admin tasks, you’re holding your business back. By following these steps, you can delegate like a CEO, giving you more freedom to focus on what truly matters. The most successful entrepreneurs delegate strategically – not just to get rid of tasks, but to free themselves up for real growth.
So ask yourself:
⚡ What’s one task you can delegate today that will immediately give you more time?
⚡ What if you had a VA handling your inbox, calendar, reports, and social media while you focused on high-level business strategy?
⚡ How much faster could you scale if you weren’t bogged down by busywork?
If you’re ready to step into the CEO role and stop being the bottleneck, let’s talk.
🚀 By following these steps, you’ll delegate like a CEO, freeing up time to scale and grow your business. Get in touch and discover how an Executive VA can transform your business.
