Stop Drowning In Tasks: When to DIY and When to Wisely Delegate

Stop Drowning In Tasks: When to DIY and When to Wisely Delegate


Okay, let's be honest. As a fellow business owner, I know you're wearing a LOT of hats. One minute you're the CEO, the next you're customer service, and then you're trying to figure out why that new software update just broke everything. Sound familiar? A big question that lands on your plate pretty often is: 'Should I do this myself, or is it time to get some help?'

Figuring out when to keep tasks in-house versus when to find someone to lend a hand can feel like a huge deal – and it is! It can make all the difference in how much you get done, how quickly your business grows, and frankly, how much you actually enjoy the journey. Doing it yourself might seem like it saves cash and keeps you in control, but bringing in support can give you back something incredibly precious: your TIME. Time to focus on the big picture, the parts of your business only YOU can do.

So, how do you make that call? When do you roll up your sleeves, and when is it smarter to pass the baton? That’s exactly what we’re going to walk through. I want to help you get clear on this, looking at what’s on your plate, what you’re truly great at, and where you want your business to go. My goal is to help you make choices that feel right for your business, so you can stop feeling overwhelmed and start seeing real movement. Let's get you back to a place where you're working on your business, not just in it, and feeling good about the path you're on.


Understanding the DIY Mindset

Let’s talk about that 'I can do it all!' spirit. When you first start your business, or even when you’re a few years in, doing things yourself feels almost like a badge of honor, right? It’s that can-do attitude that got you here! You're driven, you want to understand every corner of your business, and let's be real, saving a bit of money by not hiring out doesn't hurt either. Plus, there’s a real satisfaction in figuring something out on your own – that little victory dance when you finally master a new tool or process. I totally get that. That hands-on approach gives you a ton of insight.

And it’s true, tackling tasks yourself often means you have your finger right on the pulse. You know exactly what’s happening, and you can make changes quickly. That feeling of control and the pride in learning new skills? That’s powerful stuff. It helps you grow, not just as a business owner, but personally too.

But here’s the thing – and this is where I see so many brilliant entrepreneurs get stuck – there’s a point where that DIY drive can start working against you. It can lead straight to feeling completely swamped and, honestly, to burnout. You might find yourself "working 40 plus hours a week and staying where you're at".  As your business grows (which is what we want!), the sheer number of things needing your attention can become overwhelming. Suddenly, you're so busy doing all the things that you don’t have the brain space or the actual hours to think strategically about where your business is heading. That’s when it’s time to pause and think about what really needs your personal touch, and what doesn't.


The Benefits of Doing It Yourself

Now, don’t get me wrong, there are some really good reasons why we often choose to do things ourselves, especially in the beginning. The most obvious one? It can definitely save you some money upfront. When you're not paying someone else, those funds can go straight into other important areas, like getting the word out about what you do or making your services even better. For anyone starting out or keeping a close eye on the budget, that’s a big win.

And then there's the control factor. When you’re the one doing the work, you know it’s being done exactly how you want it. You can keep an eye on the quality and make sure everything lines up with your standards. That’s super important for building trust with your clients and making sure they have a great experience. Plus, being so hands-on means you often spot little hiccups before they turn into big headaches, which can save a lot of stress down the road.

Plus, every time you teach yourself something new, you're adding to your own toolkit. You get better at problem-solving, you come up with fresh ideas, and you learn how to adjust when things don't go as planned. That's valuable stuff! That knowledge helps you lead your business with more confidence. And if you do eventually build a team, you'll have a much better understanding of what goes into different tasks.


When to Consider Delegating Tasks

So, we’ve talked about why doing things yourself can feel good and even be smart, but let’s get real: there comes a point, for every single one of us, when trying to do it all just isn't sustainable.  If you’re nodding along, it’s probably time to seriously think about handing some things off. This isn’t about giving up; it’s about strategically getting back your time and energy so you can focus on what only you can do to move your business forward.

Think about it: what are the things that truly light you up and where your unique genius lies? Is it creating amazing courses, coaching your clients through big breakthroughs, or dreaming up the next big vision for your business? That’s where your energy should be going. Those 'back office' tasks, the tech headaches that make you want to scream, or the things that just aren't in your zone of genius? Those are prime candidates for delegation. It's about "buying back your time" so you can amplify your impact in the areas that matter most.

And sometimes, let’s be honest, some tasks just need an expert. Maybe you’re "terrified" of technology, or bookkeeping makes your head spin. Trying to muddle through something that’s way outside your wheelhouse can actually cost you more in the long run – in mistakes, in lost time, and definitely in stress. Bringing someone in who loves that stuff (yes, those people exist!) means it gets done right, gets done faster, and you can breathe easier.

When you start to build that support system, whether it’s a VA, a tech whiz, or someone like me to help with strategy and operations, something amazing happens. You’re not just getting tasks off your plate; you’re creating space. Space to think, to create, to serve your clients better, and yes, even space to step away and enjoy your life without worrying the whole thing will fall apart. That's what building a business that can run without you constantly in the weeds is all about.


Cost Analysis: DIY vs. Hiring Professionals

Alright, let's talk money – because that’s always part of the conversation.  When you're trying to decide whether to do something yourself or hire it out, it’s not just about the price tag. It’s about the real cost and the real value.

Sure, doing it yourself often looks cheaper on the surface. You're not paying an invoice to someone else, and that can feel like a win. But have you ever thought about what it’s really costing you? I mean the 'hidden' costs. Like the hours you spend wrestling with a task that’s not your strong suit – that’s time you’re not spending on connecting with clients, creating new offers, or doing the strategic thinking that actually grows your business. That’s a big one. And then there’s the cost of potential mistakes. If something isn’t done right, fixing it can eat up even more time and sometimes, more money too.

Now, bringing in professional help does mean an investment. I get that, and it's important to be smart about where your money goes. But think of it this way: you're not just paying for a task to get done; you're investing in getting your time back. You’re investing in peace of mind, knowing things are being handled correctly and efficiently by someone who knows their stuff. This is where "You need to invest, before you need to invest" really comes into play. When you free yourself up from the things that drain your energy or are outside your expertise, you can focus on the activities that bring in revenue and truly amplify your impact.

So when you’re weighing this up, look beyond just the immediate expense. Ask yourself:

  • What's my time truly worth?
  • How much more could I achieve if this task was off my plate?
  • What’s the cost of not getting expert help on this?

It’s about making a strategic choice. Sometimes, the smartest financial decision isn't the one that looks cheapest today, but the one that sets you up for more sustainable growth and less stress tomorrow. 


Identifying Your Core Competencies

So, how do you figure out what you should be focusing on versus what you can hand off? A really helpful way to start is by getting super clear on what I like to call your 'zone of genius' – those things that you’re not just good at, but that you genuinely enjoy and that truly move the needle in your business. These are the areas where your unique skills and passion create the biggest impact.

Think about it this way:

  • What parts of your work make you feel energized and excited?
  • What tasks do you find yourself looking forward to (or at least not dreading!)?
  • When clients rave about you, what specific things do they mention?
  • If you could only do 2-3 things in your business, what would they be to keep it thriving and growing?

These are big clues to your sweet spot. Maybe it’s designing incredible client experiences, creating amazing content that connects, or leading your community with a clear vision. Those are the activities that likely leverage your best talents and contribute most directly to your business's success and, just as importantly, your own fulfillment.

Once you have a good sense of what these 'genius zone' activities are, the goal is to protect your time and energy to do more of that. "If you are not being strategic in where you're spending your time, you're spinning your wheels on a lot of things that don't matter". Everything else? Those are the tasks that are strong candidates for delegation. This isn't about admitting defeat on the other stuff; it's about being smart and strategic so you can amplify your impact where it counts the most. It’s a key step in building systems that allow you to focus on what matters – serving your clients and growing your business without burning out.

The Impact of Time Management on Decision Making

Let's be honest, if we had more hours in the day, we’d probably just fill them up too, right? That’s why just ‘managing time’ isn’t quite enough; it’s about being really strategic with the time you DO have. How you choose to spend your hours is a huge factor in deciding what to keep on your own plate and what to pass to someone else. After all, time is your most precious resource, and using it wisely is key to not just your productivity, but your overall sanity and business growth!

So, how do you get a real handle on this? It can be super helpful to take a good, honest look at where your time is actually going for a week. You don’t need a fancy system – just a notebook or a simple spreadsheet. Jot down what you’re working on and how long it takes. You might be surprised at how much time gets eaten up by tasks that, if you're truthful with yourself, aren't really pushing your business forward or aren't the best use of your specific talents. Those are your prime candidates for delegation! Identifying these time-drainers is the first step to reclaiming those precious hours.

Once you see where your time is disappearing, you can start making more intentional choices. What are the big-ticket items, the things that really need your strategic brain and unique touch to get done? Those are your keepers. Focus your energy there. For everything else, ask yourself: 'Is this task truly helping me reach my big goals, or is it just keeping me busy?'

And here's another way to think about it: what’s an hour of your time worth when you’re working in your 'zone of genius' versus when you’re slogging through something you dislike or aren't good at? If you can pay someone less per hour to handle those slogging tasks than what your own focused 'genius time' is worth, you’re actually coming out ahead. It's about "buying back your time" so you can invest it where it brings the most value and joy. This is how you move from just doing tasks to strategically building a business that supports the life you want to live.


Assessing the Quality of Work: DIY vs. Professional Help

Okay, let’s chat about something really important: the quality of the work that goes out under your business's name. You pour your heart and soul into what you do, and you want everything to be top-notch for your clients, right? That’s how you build a business people trust and rave about.

When you're doing everything yourself, it's worth taking an honest look: Are you truly able to get everything done to the standard you (and your clients) expect? Sometimes, even with the best intentions, if we’re stretched too thin or working on something that’s not quite in our wheelhouse, the quality might not be where we want it. Think about things like consistency in your client communication, or making sure all the behind-the-scenes tech stuff is running smoothly and securely. Little mistakes or things that just aren’t quite 'professional grade' can sometimes add up and affect how people see your business.

This is where bringing in someone with specific expertise can make a significant difference. For example, if graphic design isn’t your strong suit, a professional designer can create materials that make your business look as amazing as it truly is. If you’re wrestling with your CRM setup, getting an expert to streamline it means your client experience becomes smoother and more professional. It’s not just about getting the task done; it’s about the level of polish, efficiency, and expertise that a professional brings.

Ultimately, investing in quality often means you’re investing in your reputation and your clients' happiness. When things are done well, consistently, it builds that all-important trust and can lead to more referrals and loyal customers. It’s about making sure every touchpoint with your business reflects the high standards you stand for. This isn't about perfectionism; it's about strategically ensuring your business operations support the fantastic service you provide.


Tools and Resources for Effective Delegation

Okay, so you’re ready to start delegating some tasks – that’s a huge step! Now, how do you make sure it all runs smoothly without adding more stress to your plate? Having a few good tools and simple processes in place can make all the difference. Think of this as setting up that "essential infrastructure that makes everything work seamlessly", like the "electricity behind the wall" – you don't need to know all the complexities of how it works, just that it does work for you.

Here are a few things I find incredibly helpful for my clients:

  • Clear Ways to Keep Track of Projects: Instead of tasks falling through the cracks via email or sticky notes (we’ve all been there!), using a straightforward project management tool can be a lifesaver. Think of things like Trello, Asana, or ClickUp – many have free versions that are perfect to start with. They give you one central place to see who’s doing what, when it’s due, and how things are progressing. This means less chasing people for updates and more clarity for everyone.
  • Easy Communication Channels: Good communication is everything when you’re working with someone else. Tools like Slack or even a dedicated project space in your management tool can keep conversations organized and out of your already overflowing inbox. It’s about having a go-to spot for quick questions and updates, making teamwork much simpler.
  • Shared Space for Important Info: No more 'Can you send me that file again?' Having a shared cloud storage space like Google Drive or Dropbox means everyone who needs access to important documents, templates, or brand assets can find them easily. It’s all about "getting everything 'out of your head and on paper'" (or in the cloud!) so things are consistent and easy to find.
  • Simple 'How-To' Guides (SOPs): This one is SO important, especially if you've had "failed VA hire attempts" because processes weren't clear. For tasks you delegate often, having a simple step-by-step guide (we call them Standard Operating Procedures, or SOPs) is invaluable. It doesn’t have to be complicated! A quick video recording of you doing the task or a simple checklist can ensure things are done consistently and correctly, no matter who’s doing them. "You can't hire a VA without expectations of what they're going to be doing, how they're going to do it, and how you’ll measure it. You just can't". SOPs help set those clear expectations.

Remember, the goal here is to "implement systems, processes and tools, only as complex as you need today or the next 1-2 years". It's not about getting the fanciest new thing, but about finding what genuinely helps you streamline your work, improve communication, and ultimately, helps you and your team get the right things done with less fuss.


Finding the Right Balance for Your Business

So, where does all this leave you? Deciding what to do yourself and what to hand off isn’t always a straightforward, black-and-white choice. It's an ongoing dance, and what works today might need a little tweaking tomorrow as your business grows and changes. The most important thing is to keep checking in with yourself, your energy levels, and whether your current approach is truly helping you move towards your bigger goals or just keeping you stuck in the weeds.

Remember, that 'I can do it all' spirit is amazing, but it’s not meant to run you into the ground. Giving yourself permission to strategically delegate isn’t a sign of weakness; it’s a sign of a smart, savvy business owner who understands that their time and energy are best spent in their 'zone of genius.' It's how you "reclaim your time" and "amplify your impact" in a way that feels sustainable and, dare I say, even joyful. It’s about building a business that supports the life you want to live, not the other way around, so you never have to say no to what truly matters.

My hope is that walking through these different aspects—from understanding your own DIY tendencies to thinking about costs, your unique strengths, your time, and the quality you want to deliver—has given you some helpful food for thought. You don’t have to figure this all out on your own. Building a business that truly works for you, one that allows you to focus on what you love and serve your clients beautifully, is absolutely possible.


Ready to find a better balance and get strategic about your time?

If you’re feeling overwhelmed, stuck, or just unsure about how to put these ideas into practice in your business, I’m here to help. I offer a Free 30-Minute Strategy Call where we can chat about your specific situation, what’s frustrating you, and how some tailored support with your operations, systems, or even just getting things documented could make a real difference.

Think of it as a chance to get some clarity and explore what it would feel like to have "a little electricity behind the wall" making things run smoothly for you.

You deserve to have a business that not only thrives but also gives you the time and freedom you’re working so hard for. Let’s explore how to make that happen.