Outsourcing Tasks To Save Time (And Finally Tackle The Never-ending To-do List)

Hello hello!

Ever feel like your to-do list has a life of its own?

You cross one thing off, and five more pop up.

It’s exhausting, and if you’re like most people, you’ve probably caught yourself thinking, “If only I had more hours in the day.”

The truth is, you don’t need more hours - you need more help.

Common Problem: Not Enough Time To Complete Your To-Do List

There’s always too much to do and not enough time to do it.

You might feel like you’re stuck on a hamster wheel, working non-stop but never quite catching up.

It’s frustrating, draining, and unsustainable.

Simple Solution: Outsource Some Tasks To A VA

Hiring a virtual assistant (VA) can feel like doubling your output.

While you’re tackling high-value tasks, your VA can chip away at the rest - even while you sleep.

It’s not just about productivity; it’s about peace of mind.

But let’s be honest - outsourcing can feel uncomfortable at first.

Many of us feel guilty, as though we should be doing everything ourselves.

Here’s why getting help is worth it:

• It frees you up to focus on tasks that actually grow your business.

• It feels like working in two time zones at once. Your VA handles the groundwork while you move on to strategy.

• You’re not meant to do it all. Delegating is a sign of smart leadership, not laziness.

Tips For Working With A VA

Your VA is only as good as your process -
Document your Standard Operating Procedures (SOPs) with minute detail.

Imagine handing them to someone who has no knowledge of your business - they should be able to follow along easily.

Over-communicate at first -
Run a test task before giving your VA the entire process.

This helps identify gaps in your instructions and avoids larger mistakes down the line.

Figure out what to outsource with this quick exercise -

1. Calculate your effective hourly rate (divide your best month’s revenue by the hours worked that month). It’s a rough estimate.

2. List all the tasks you do. If any task could be done for less than your effective hourly rate, it’s worth outsourcing. A good VA will charge $5 - $10 p/hour

Example tasks you can outsource:
Social Media Management (Facebook, Instagram, LinkedIn, YouTube)

• Content creation and curation

• Scheduling posts across platforms

• Managing and posting engaging Reels and other content formats

Admin Support

• Managing emails and handling correspondence

• Scheduling meetings and appointments

• Organising and maintaining digital files and documents

• Anything that is related to the an EA's role

• List building for sales outreach

• Managing your LinkedIn inbox

Podcast Recording, Management, and Bookings

• Assisting with podcast recording schedules

• Managing bookings for guests and coordinating logistics

• Ensuring all episodes are properly organised and scheduled for release

I’ve even applied this exercise to my personal life. We have a cleaner who comes in weekly, and I use a meal delivery service to save time on shopping and cooking during the workweek.

Common Concerns With A VA

I can’t outsource this task - it’s too specific to me and my experience.
Break the task into smaller steps. Even if you can’t outsource all of it, you can delegate parts.

Can I trust a VA?
Most VAs are hardworking and trustworthy. Use a password-sharing tool like LastPass to protect sensitive information, and only share what’s necessary.

What if they make mistakes?
Mistakes happen, but they’re avoidable with clear instructions and checks. Always build a review step into your process before anything goes live. Give them time to learn - they won’t be perfect on day one.

Take Action

• List out tasks you could outsource.

• Search for a VA. Onlinejobs.ph is a great starting point, or ask friends for referrals.

• If you’d like an introduction to my VA, Ghil, who I’ve worked with for over four years, reply to this email with "Ghil." She has some additional capacity, and I’d be happy to connect you. (I’m not making a commission - just helping her fill her schedule).

Ok, that’s it for this week’s edition of Generating Pipeline.

If you’ve got any questions or ideas for topics you’d like me to cover in future newsletters, just hit reply and let me know.

See you next time,
Mark