Running a business is exciting—but let’s be honest, it can also be overwhelming when you’re wearing all the hats.
If you’re trying to do everything yourself, you’ll eventually hit a wall. That’s where delegating, outsourcing, and automating come in! These strategies help you work smarter, not harder, so you can grow your business without burning out.
In this guide, we’ll break down:
✅ What tasks to delegate, outsource, or automate
✅ Where to find the right people to help
✅ How to use automation tools to save hours every week
✅ How to audit your business to see where you need support
Plus, don’t forget to grab your FREE Business Health Audit Checklist at the end of this post!
Why You Can’t (and Shouldn’t) Do It All
Many business owners fall into the trap of thinking:
❌ “It’s faster if I just do it myself.”
❌ “I can’t afford to hire help.”
❌ “No one else will do it as well as I can.”
But here’s the truth: If you try to do everything yourself, you’ll slow down your growth.
✅ Delegating frees up your time for the most important work
✅ Outsourcing lets you hire experts instead of struggling alone
✅ Automating removes repetitive tasks so you can focus on strategy
📌 Related Post: Learn How to Focus on What Matters Most so you can stop wasting time on low-value tasks.
Step 1: What to Delegate, Outsource, and Automate
The first step is knowing which tasks you shouldn’t be doing yourself.
🔹 Tasks to Delegate (to an Assistant or Team Member):
✔ Email management & scheduling 📧
✔ Customer support inquiries 📞
✔ Managing social media engagement 📱
✔ Booking appointments & admin work 📆
🔹 Tasks to Outsource (to Experts or Freelancers):
✔ Website design & maintenance 💻
✔ Content writing & copywriting ✍️
✔ Video editing & graphic design 🎨
✔ Marketing & paid ads 📢
✔ Bookkeeping & tax preparation 💰
🔹 Tasks to Automate (with Tools & Software):
✔ Social media scheduling (use Buffer or Later)
✔ Email marketing sequences (use ConvertKit or Mailchimp)
✔ Appointment scheduling (use Calendly)
✔ Payment & invoicing (use Stripe or PayPal)
📌 FREEBIE ALERT! 🎁 Not sure where you need help the most? Download our FREE Business Health Audit Checklist to assess your business and find areas for growth.
📌 Click Here to Get Your Free Business Health Audit Checklist!
Step 2: Where to Find the Right People to Help
Now that you know what to delegate and outsource, the next step is finding the right people to help. Thankfully, you don’t need to spend hours searching—there are several trusted platforms where you can find skilled professionals quickly.
Upwork: The Best for Hiring Long-Term or Project-Based Freelancers
Upwork is one of the largest and most trusted platforms for hiring freelancers and remote workers in nearly every field. Whether you need a virtual assistant, web developer, writer, or marketing expert, you can find qualified professionals from around the world.
🔹 Why Upwork is a Great Option:
✔ You can hire hourly or per project, depending on your budget.
✔ You get access to detailed freelancer profiles, ratings, and reviews to ensure you choose the best person.
✔ Upwork offers secure payments and work tracking, so you can feel confident in the hiring process.
Upwork is perfect for business owners who need skilled help without committing to a full-time employee. Whether you need ongoing support or just a one-time project, it’s a flexible and cost-effective solution.
Fiverr: Best for One-Off Projects and Quick Tasks
If you need something done fast and on a budget, Fiverr is an excellent place to start. Unlike Upwork, where freelancers bid on projects, Fiverr allows you to browse and directly hire professionals who specialize in everything from graphic design to social media marketing to SEO optimization.
🔹 Why Fiverr Works Well for Small Businesses:
✔ You can find affordable services, with many starting at just $5.
✔ It’s ideal for one-time tasks like creating a logo, editing a video, or designing a website banner.
✔ The platform is simple and fast—just choose a freelancer, pay, and get your work delivered.
Fiverr is perfect if you need quick, high-quality work but don’t need a long-term hire.
Belay: The Best for Virtual Assistants and Business Support
If you’re ready to bring in professional-level support, Belay is a high-quality virtual assistant agency that connects business owners with skilled U.S.-based assistants, bookkeepers, and social media managers.
🔹 Why Belay Stands Out:
✔ Belay matches you with a virtual assistant who fits your specific needs.
✔ Their assistants are highly trained and vetted, making them perfect for business owners who need top-tier help.
✔ You can hire a virtual assistant, bookkeeper, or social media manager without worrying about finding, training, or managing them on your own.
Belay is ideal if you want a dedicated professional to help run your business without the hassle of hiring and managing an employee.
📌 Related Post: Learn How to Build a Virtual Team so you can grow your business with the right people.
Step 3: How to Automate Repetitive Tasks 🤖
One of the most powerful ways to free up time and boost your productivity is by automating as many tasks as possible. When done right, automation can handle repetitive, time-consuming tasks, allowing you to focus on the big picture and scale your business more efficiently.
Automation isn’t just about saving time—it’s also about reducing human error, staying consistent, and making sure the critical parts of your business run smoothly without your constant attention.
Why Automation is a Game-Changer for Entrepreneurs
Let’s face it—if you’re trying to do everything manually, you’ll quickly reach burnout. Automation allows you to scale without increasing your workload.
Here are some key benefits of business automation:
✅ Time Savings: Once set up, automated tools will handle repetitive tasks for you, saving you hours each week. For example, automating email responses or social media posts means you don’t have to worry about doing them yourself.
✅ Consistency: Automation ensures that your marketing and outreach efforts run consistently, even if you’re busy with other things. Regular communication with customers, whether it’s via email, social media, or ads, builds trust and keeps your business top of mind.
✅ Reduced Human Error: Automation helps eliminate mistakes that can happen when tasks are done manually, such as missing appointments, incorrect billing, or forgetting to follow up on leads.
✅ Better Customer Experience: Automating aspects like customer service, appointment scheduling, and follow-up emails gives customers a more seamless experience, making them feel valued and cared for.
The best part? You don’t have to be tech-savvy to implement most automation tools—they’re often very user-friendly and can be set up with minimal effort.
Top Business Automation Tools for Entrepreneurs
There are a variety of automation tools out there that can help you streamline your business operations. Here are some of the most popular ones to consider:
1. Social Media Scheduling Tools 📱
Social media is key to business growth, but posting on multiple platforms daily can be overwhelming. Tools like Buffer and Later let you schedule posts in advance, so you can maintain a consistent presence online without being glued to your phone or computer.
- Buffer: Buffer lets you schedule posts for Facebook, Twitter, Instagram, and LinkedIn, allowing you to manage all your social media accounts in one place.
- Later: Specifically great for Instagram and Pinterest, Later’s visual scheduling interface makes it easy to drag and drop your content for effortless planning.
2. Email Marketing Automation 📧
Email marketing remains one of the most effective ways to engage with customers, but creating and sending emails manually can take up a lot of time. That’s where ConvertKit comes in.
3. Appointment Scheduling 📆
If you regularly meet with clients or customers, scheduling can become a hassle. Calendly automates the scheduling process by allowing clients to choose a time that works for them based on your available slots, eliminating the back-and-forth emails.
Why ConvertKit is a Must-Have for Email Marketing 📧
ConvertKit is one of the best email marketing tools available for entrepreneurs, especially if you need to automate your emails and nurture relationships with leads and customers.
Key Features of ConvertKit:
✅ Email Automation: ConvertKit lets you create email sequences that automatically send follow-up emails to new subscribers, keeping your business top of mind and nurturing relationships.
✅ Landing Pages & Forms: Easily create custom landing pages and opt-in forms to collect email addresses and build your email list.
✅ Tagging & Segmentation: ConvertKit allows you to segment your audience based on their behaviors (e.g., what emails they open, what actions they take on your website). This way, you can send personalized content to the right people at the right time.
✅ Seamless Integrations: ConvertKit integrates with other tools you may already use, like Shopify, WordPress, and Zapier, so you can keep your workflows streamlined across multiple platforms.
✅ Advanced Analytics: See exactly how your emails are performing with open rates, click-through rates, and other detailed metrics. This helps you refine your email strategy and make smarter decisions moving forward.
Example:
Imagine you’ve just launched a new service or product, and you want to nurture leads and convert them into customers. With ConvertKit, you can set up an automated email sequence that:
- Sends a welcome email the moment someone subscribes
- Follows up with educational content over the next few days
- Promotes your service/product with a special offer on Day 7
This is a hands-off process that keeps customers engaged and encourages them to take action—without you lifting a finger!
Final Thoughts: Work Smarter, Not Harder! 🚀
If you’re feeling overwhelmed and stuck in the day-to-day tasks, it’s time to start delegating, outsourcing, and automating.
✅ Step 1: Identify what you can delegate, outsource, and automate
✅ Step 2: Use Upwork, Fiverr, and Belay to find the right support
✅ Step 3: Automate repetitive tasks with tools like Zapier, Later, and ConvertKit
✅ Step 4: Audit your business to see where you need help most
📌 FREE DOWNLOAD: Want to audit your business and find areas to improve? Download our FREE Business Health Audit Checklist today!
📌 Click Here to Get Your Free Business Health Audit Checklist!
