10 Tasks You Can Delegate to a Virtual Assistant Today
In today’s fast-paced business world, time is one of your most valuable assets. Yet, so many business owners find themselves drowning in admin, responding to endless emails, and juggling repetitive tasks that could easily be handled by someone else. This is where a Virtual Assistant (VA) can make all the difference.
Nowadays, there are loads of Virtual Assistants to choose from, each with their own skills, expertise, and specialisms. Some focus on administrative support, others on marketing, design, tech or customer service. What a lot of us have in common, is one goal, which is to help you reclaim your time so that you can focus on what you do best.
If you’ve been thinking about outsourcing but aren’t sure where to start, it’s worth asking yourself a few simple questions:
- What tasks do I not enjoy doing?
- What tasks do I not know how to do efficiently?
- What tasks are time-consuming or repetitive?
- What could someone else do just as well (or even better)?
Once you’ve identified those areas, you’ll probably realise that there’s a lot you could delegate. To give you some ideas, here are 10 tasks you can delegate to a Virtual Assistant today.
1. Creating and Updating Your CRM System
Your CRM (Customer Relationship Management) system is the backbone of your client communication and sales tracking. However, keeping it up to date can be one of those tasks that constantly slips down the to-do list.
A Virtual Assistant can help you set up, maintain, and manage your CRM system so that it’s always accurate and useful. They can input new contacts, update client details, track leads, schedule follow-ups, and ensure everything is neatly organised.
This not only saves you time but also helps you stay on top of client relationships, making your business appear more professional and efficient.
For one of my clients, I use Capsule CRM and find it very easy to use.
2. Diary and Calendar Management
If you constantly find yourself double-booked, missing meetings, or spending too much time organising your diary, this is a perfect task to delegate.
A VA can manage your calendar, schedule appointments, send reminders, and ensure you have the right information before each meeting. They can also help to create more structure in your week by blocking out time for focused work, meetings, and breaks.
Having someone manage your diary means fewer interruptions and less mental clutter. You’ll always know what’s coming up, where you need to be, and how to use your time most effectively.
3. Inbox Management
An overflowing inbox can be one of the biggest drains on productivity. It’s so easy to lose hours every day sorting through emails, replying to queries, and trying to find that one important message buried under dozens of others.
A Virtual Assistant can help you regain control of your inbox by setting up systems and routines that work for you. They can:
- Filter and categorise emails
- Respond to routine messages
- Flag important items for your attention
- Unsubscribe you from irrelevant mailing lists
With a well-managed inbox, you can focus on the emails that actually need your input, rather than spending your mornings firefighting.
4. Research
Whether you need to find the best supplier, research potential clients, or gather data for a project, research can be incredibly time-consuming.
A Virtual Assistant can carry out thorough, accurate research on your behalf. They can compile lists, compare options, gather pricing information, and present the results in a clear and concise way.
This is particularly useful if you’re planning an event, exploring new software, or identifying potential business opportunities. You’ll get all the information you need, without losing hours trawling through search results.
5. Chasing Payments and Managing Invoices
One of the less glamorous sides of running a business is chasing late payments. It’s time-consuming, often awkward, and can easily disrupt your cash flow.
A VA can take this task off your plate by sending polite payment reminders, following up with clients, and keeping your records up to date. They can also help with creating invoices, tracking payments, and maintaining financial spreadsheets.
Having someone manage this for you not only ensures you get paid on time but also keeps your business running smoothly, without the stress of constant follow-ups.
6. Social Media Management
Social media is a fantastic way to promote your business, but it’s also a big commitment. Creating content, scheduling posts, responding to comments, and analysing engagement all take time.
A Virtual Assistant experienced in social media can help with:
- Planning and scheduling posts
- Creating graphics and captions
- Engaging with followers
- Monitoring performance
They can help ensure your social media presence stays consistent, professional, and aligned with your brand, even when you’re busy focusing on other things.
7. Data Entry and Document Management
While data entry may seem like a small task, it can easily become a time-consuming one. Whether it’s inputting information into spreadsheets, updating databases, or organising digital files, these jobs are essential but repetitive.
Delegating these tasks to a VA means they get done accurately and on time, without you having to spend hours on administrative work. You’ll also benefit from having your files and records neatly organised, which makes finding information later much easier.
8. Travel and Event Planning
If your business involves travel, meetings, or events, a VA can be invaluable. They can research and book travel arrangements, accommodation, and meeting venues, as well as create itineraries to keep you organised.
For events, they can manage guest lists, coordinate suppliers, send invitations, and ensure everything runs smoothly. Having someone handle the logistics allows you to focus on the bigger picture and enjoy peace of mind knowing that the details are taken care of.
9. Customer and Client Support
Providing excellent customer service is essential for any business, but it can also be time-consuming. A Virtual Assistant can handle client queries, manage bookings, respond to messages, and ensure that everyone receives a prompt and professional response.
They can also help to create and maintain templates for standard responses, saving even more time in the long run. With a VA supporting your client communication, you can maintain a high level of service without becoming overwhelmed.
10. Administrative Support and General Assistance
Sometimes, it’s the little things that make the biggest difference. A VA can assist with a wide variety of general admin tasks, such as proofreading documents, preparing presentations, formatting reports, or even ordering supplies.
Essentially, they become your right-hand support, helping you stay organised, on track, and focused on what matters most.
Why Delegating Is Good for Business
Delegating doesn’t mean giving up control, it means creating space to focus on the areas where you add the most value. Many business owners hesitate to outsource because they worry it will take longer to explain a task than to just do it themselves. However, the truth is that once you’ve invested a little time in onboarding a good VA, the long-term benefits far outweigh the initial effort.
When you delegate effectively, you can:
- Increase productivity: Focus on strategic, revenue-generating work.
- Reduce stress: Lighten your workload and avoid burnout.
- Improve efficiency: Have tasks completed by someone skilled and dedicated.
- Boost business growth: Spend more time on developing your business rather than maintaining it.
Remember, you don’t have to outsource everything at once. Start small, perhaps with one or two tasks that take up too much of your time or cause the most frustration. Once you see how much time you save, it becomes easier to delegate more.
How to Get Started with a Virtual Assistant
If you’re ready to bring a VA on board, take the time to find the right fit. Consider what skills you need most, for example, admin support, social media management, or finance assistance and look for someone with experience in those areas.
When you start working together, communicate clearly. Set expectations around deadlines, working hours, and preferred communication methods. Provide detailed instructions for tasks at first, and then allow your VA the freedom to take ownership once they’re familiar with your processes.
Many VAs work on a flexible basis, allowing you to increase or decrease their hours as needed. This makes them a cost-effective option for small businesses that need support but don’t require a full-time employee.
Final Thoughts
Hiring a Virtual Assistant can genuinely transform the way you work. Whether you need help with admin, organisation, or client communication, there’s a VA out there who can take those tasks off your hands.
The key is to focus on what you do best and delegate the rest.
Think about all the tasks that slow you down, drain your energy, or stop you from growing your business. Chances are, there’s a skilled Virtual Assistant who can handle them quickly and efficiently, giving you back the time and freedom to focus on your goals.
So, if you’ve been wondering where to start, look at this list of ten tasks and pick one to delegate today. You might be surprised at just how much lighter, more productive, and more focused you feel when you have the right support in place.