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How to Delegate Tasks to my VA in 3 Easy Steps

Updated: Apr 20, 2023

Why is it sooooo hard to delegate to my Virtual Assistant?

Is this what’s bugging you right now? It’s also one of the most common things we hear from new clients. And it’s true! It is super difficult to delegate if you’re used to doing everything yourself. When you started your business, you probably thought you could

wing it. You’re like a one-man show on this whole thing. You notice tasks piling up and then you tell yourself you'll just do your admin work over the weekend. Several months later, you realize you can't remember the last time you were just chillin' on a Saturday morning. Where did all your free time go?

So, you resolve to do something about it! You hire a business coach and one of the first pieces of advice you get is to find someone to assist you. Then your search for a VA begins. You find an affordable virtual assistant, and then you can't wait to send over tasks....but HOW do you send over tasks? Writing down the task instructions step by step is going to take forever, right?


You can make your life as easy as 1-2-3 with these simple steps:

Step 1: Prepare an Outline of your Task

Your VA’s can’t get started if you don’t have anything to get them started with. Identify the tasks that you want them to complete.

That’s where you begin. Pull out a small notepad and make a list of the tasks that need to be done by your VAs. If you’re a fitness coach, you’ll probably need to schedule your videos, edit them, and what else? You’ll need to know which task you’d like to delegate and which ones you can do by yourself.

Make that list, and you’re all set for the next step!

Step 2: Use Video Instructions

Now that you have your list, you’ll need step-by-step instructions to let your virtual assistant know what to do. “That’s an awfully long list and a lot of instructions to write,” you whine, and we totally get you! It’s such a pain to write up all the details. So why not show them instead?

Visual instructions are a lot easier to follow for your VAs since they’ll be seeing the tasks in action. It’ll be much easier for you too. So here’s how you do it:

If you haven't heard of Loom yet, it's an app ( that lets you record your computer screen while you dictate your instructions. So, what you do is you record yourself doing a task like you normally would, then you just talk out loud, saying what you're doing as you do it. Loom lets you record your computer's screen events AND your voice. Think of this as task documentation and you're teaching someone how to do the task, YOUR WAY. How cool is that?

Now, record a video for all the tasks that are eating up your time. When you have a bunch of videos ready, you simply let your VA watch them.

Without even realizing it, you've built a video training program for your VA.

Step 3: Compile the Tasks for Future Reference

Now that you got your videos, the last step would be compiling them and keeping them for future use. Your virtual assistant team may grow even bigger and with every new addition to the family, they’ll need help to guide them through the tasks. Your instructional videos will definitely go a long way.

If you’re still stuck without a VA, you’re in the right place! Book a call with 8point8 and we’ll be there to back you up.


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