How to delegate tasks to your team and be the leader you were meant to be

As a business owner, it’s easy to feel like you need to have your hands in everything to keep things moving. After all, you built this business—it’s your baby. But here’s the hard truth: if you’re the one making every decision, reviewing every deliverable, and answering every question, you’re not leading your business—you’re bottlenecking it.

Burnout is real (thanks, inflation and endless task lists), and small business owners are feeling the heat more than ever (Forbes). The solution? Learning how to delegate better.

Delegation isn’t just about handing off tasks—it’s a leadership superpower that can unlock growth, improve team morale, and save your sanity. Learning how to delegate as a manager or leader can transform how your business operates. In their book Rocket Fuel, Gino Wickman and Mark C. Winters explain the magic of working in your zone of genius as a Visionary, supported by a strong Integrator who executes and streamlines operations.

But how do you get started? Let’s talk about three quick wins to free up at least 10 hours this week (yes, really).

1. Delegate the Right Way (Hint: Not Just the “What”)

Effective delegation isn’t just about saying, “Here, do this.” It’s about transferring responsibility in a way that empowers your team to succeed.

Here’s how to do it well:

• Be Clear About Outcomes: Explain what “done” looks like—not just the steps to get there.
• Choose the Right Person: Assign tasks to team members who have the skills and bandwidth to deliver.
• Set Checkpoints: Agree on when to review progress, but don’t micromanage.

Learning how to delegate as a manager or leader starts with clarity and trust. The Harvard Business School blog sums it up perfectly: delegation builds autonomy, keeps employees engaged, and helps you focus on the bigger picture.

Need help identifying what to delegate? Download my Delegation Guide for a simple, actionable framework to get started.

2. Use Delegation Systems That Actually Work for You

You know those “brilliant” systems you set up but never use? Yeah, those aren’t helping anyone. The right systems aren’t about fancy software or colour-coded spreadsheets—they’re about making your operations run like clockwork.

Here’s what works:

• A Centralised System: Ditch scattered Google Docs and Slack threads. Use tools like ClickUp, Asana, or a CRM to keep everyone aligned (MYOB guide).
• RACI Matrix: Clearly define who’s Responsible, Accountable, Consulted, and Informed for every task. This avoids miscommunication and reduces bottlenecks (Project-Management.com).
• Automate Repetitive Tasks: Think payroll, invoicing, and client onboarding. Automation is your secret weapon.

When your systems are streamlined, your team can function without constant input from you—and that’s the ultimate goal of learning how to delegate better.

3. Improve Team Communication (Because It’s Probably Worse Than You Think)

Communication gaps are one of the biggest reasons small businesses get stuck. Missed deadlines, unclear priorities, or that “But I thought you were doing it!” moment? Classic signs of poor team communication.

Fix it by:

• Establishing Clear Channels: Decide where specific conversations happen (e.g., Slack for quick updates, email for formal communication).
• Running Regular Team Check-Ins: Weekly stand-ups or one-on-ones keep everyone aligned (Forbes).
• Setting Expectations: Make sure your team knows what good communication looks like.

When your team knows how to communicate effectively, you’ll spend less time putting out fires and more time focusing on growth.

Stop Doing Everything Yourself

You can’t scale your business if you’re doing all the things. As Wickman and Winters highlight in Rocket Fuel, the role of a Visionary isn’t to manage every detail—it’s to lead, innovate, and focus on what only you can do.

By learning how to delegate as a leader, implementing systems, and improving team communication, you’ll free up time to work on the big-picture projects that really move the needle.

Ready to Stop Being the Bottleneck?

If you’re serious about freeing up time and getting out of the weeds, download my Delegation Guide. This proven framework will help you:

• Identify tasks you can delegate today.
• Implement processes to empower your team.
• Reclaim your time so you can focus on scaling your business.

Stop being the bottleneck. Start being the leader your business needs.

Download the Delegation Guide here and free up your time this week.

---

Did you want more help?