The Do’s and Don’ts of Delegation

How to delegate in a way that saves time, reduces friction, and gets the results you want.

You didn’t hire a virtual support team just to stay busy. Delegation is the superpower that frees up your focus — but only when it’s done with clarity, intention, and the right rhythm.

At Every Task, we’ve seen what great delegation looks like… and what causes it to fall apart. Here’s your guide to doing it well.

✅ The Do’s of Delegation

✔️ Be Clear and Specific

The more direct you are, the faster and more accurately your task will get done. Be sure to outline the goal, deadline, and what “done” looks like.

Instead of: “Can you write something for my newsletter?”

Try: “Please write a 300-word intro for this week’s newsletter. Tone: casual, confident. Topic: overcoming burnout. I’ll need it by Thursday.”

✔️ Give Context

Even if it’s a simple task, a little background helps. Why does this matter? Who is it for? What’s the outcome you’re looking for?

✔️ Use Tools Consistently

Tasks go in Asana. Time gets tracked in Clockify. Files live in Google Drive. When tools are used the right way, everyone stays in sync — no guesswork, no delays.

✔️ Share Your Preferences

Voice, tone, format, subject lines, file types — all of these can be customized. Want your social posts short and punchy? Prefer headings in caps? Tell us! We’ll adapt.

✔️ Be Available for Quick Clarifications

You don’t have to manage us, but please be responsive if something is unclear. A 1-minute Loom or Slack message can save hours.

🚫 The Don’ts of Delegation

✖️ Don’t Be Vague

Requests like “clean this up” or “make it better” slow everything down. Specifics help us hit the mark the first time.

✖️ Don’t Hold Back Feedback

If something isn’t working, we want to know. You won’t hurt our feelings — we’d rather improve than guess.

✖️ Don’t Assign Outside the System

Sending tasks across six platforms creates confusion. Keeping your requests in Asana helps us track, prioritize, and deliver efficiently.

✖️ Don’t Expect Mind Reading

Even the best support team can’t read your mind. If you want something a certain way, say so up front. We’re here to match your style, not invent it.

✖️ Don’t Wait to Escalate

If a deadline is at risk or something feels off, tell your CSM. We’ll address it quickly and adjust — no drama, just solutions.

Final Thought

Delegation is a skill — and just like any skill, it gets easier with rhythm and repetition. The more we understand your style, the better we can deliver work that feels like you didn’t have to lift a finger.

We’re here to help you focus on what you do best — and we’ll handle the rest.