Maximizing Efficiency: A Guide to Automating or Delegating in Business Management
Did you know that almost everything in your business can either be automated or delegated? And the best part—you don’t need to be tech-savvy to take advantage of automation. You can hire a team to handle it for you!
Let’s explore how you can streamline your business by automating or delegating (almost) everything—from lead generation to testimonial gathering—so you can focus on what truly matters.
If you want to focus on bigger projects, reach new levels in your business, or simply stop spending time on tasks you don’t love, you need support. When you get help—whether through tools or a team—you free up valuable time to do what you enjoy and excel at.
This can be done in two key ways:
- Automation – Using software or systems to handle repetitive tasks.
- Delegation – Assigning tasks to a real person who can execute them on your behalf.
Both approaches can transform the way your business operates, helping you work smarter, not harder.
Automation is ideal for tasks that:
- Occur at specific times (e.g., confirmation emails after an inquiry or subscription).
- Require no customization.
- Are small but frequent.
Delegation is best for tasks that:
- Require personalization and human judgment.
- Need to be set up for automation (e.g., a VA setting up your email workflows).
- A process is a sequence of related tasks that contribute to a larger function.
- A system is a structured method for executing a specific process consistently.
For example, creating a blog graphic is a process within your larger blogging system. Similarly, onboarding new clients is a process that benefits from a well-documented system.
Example: Blog Publishing SOP
Imagine hiring a new Virtual Assistant (VA) to publish your blog posts. Even if they’re familiar with your platform, they won’t know your exact workflow—where to source images, how to format posts, or when to schedule them.
With a documented SOP, they’ll know:
- The proofreading and scheduling deadline (e.g., Monday for a Tuesday post).
- Where to find drafts (Google Drive) and images (Dropbox).
- How to access your WordPress account.
- Formatting guidelines to maintain brand consistency.
For added clarity, you can include screenshots or Loom video walkthroughs. While creating SOPs takes time initially, they provide long-term benefits by reducing the need for repeated explanations and ensuring consistency.
To streamline operations, focus on documenting key systems:
- Lead Generation – How you attract and capture potential clients.
- Content Marketing – Your workflow for creating and distributing content.
- Client Experience – Steps for onboarding, communication, and support.
- Follow-Up – Processes for maintaining relationships with past and prospective clients.
- Daily, weekly, and monthly tasks you perform.
- Responsibilities currently handled by your VA or team.
Decision Framework:
- Automate anything that software can handle efficiently without your input.
- Delegate anything that requires a human touch but doesn’t need to be done by you.