How to Delegate Like a Pro: Best Practices for Working with Your Every Task Team

Welcome to Every Task — where the goal isn’t just to take work off your plate, but to do it in a way that feels seamless, smart, and in sync with you.

Whether you’re working with an Executive Assistant, Creative Specialist, or Tech Lead, delegation is at the heart of a productive partnership. Here’s how to get the most out of your support team — and create the clarity and flow that allows us to work like an extension of you.

1. Give Clear, Context-Rich Instructions

Your team is ready to take action — but great delegation starts with great clarity.

Use the “3Cs” framework:

• Context – What’s this task for? Why does it matter?

• Clarity – What’s the actual deliverable? What does “done” look like?

• Checkpoint – When should we check in or deliver a draft?

Example: “Please draft a one-page summary of my workshop for clients who missed it. Audience = coaches. I’ll add this to the newsletter, so it should be punchy and recap the three key takeaways. Due Friday.”

2. Share Your Preferences Early

We aim to match your style — but we need your preferences to do it.

Be sure to share:

• Tone & Voice – Casual? Formal? Sharp and witty? Give examples.

• File Types – Do you prefer Google Docs? Slides? Loom videos?

• Naming Conventions – Want everything saved a certain way? Let us know.

• Do’s & Don’ts – If something drives you nuts (e.g., long paragraphs or vague subject lines), we want to avoid it.

Pro Tip: Create a “My Preferences” doc or Loom video to help your team work in your voice from Day 1.

3. Build a Productive Weekly Rhythm

We believe in flow, not friction — and that starts with rhythm.

Here’s what your weekly cadence looks like:

• Monday – You receive a Clockify report with time tracked + a task progress update

• Midweek (Optional) – Drop any new priorities on an email or message to your assistant

• Friday – Wrap-up or pre-week check-ins, if you need them

You can always customize this rhythm — just ask your CSM!

4. When & How to Escalate

Got a concern? We want to know, and we’re here to solve it fast.

Escalate when:

• Something feels off and hasn’t improved after giving feedback

• A deadline is missed without explanation

• You’re unclear on roles or progress

How to escalate:

• Email your Customer Success Manager directly with context and examples

• Or, message us at [email protected] and we’ll triage right away

We want you to feel supported, heard, and confident — always. Escalation is just another form of collaboration here.

Final Thoughts

The more clearly you delegate, the faster we can deliver — and the smoother your day becomes. Whether you love bullet points or voice notes, quick Looms or polished Docs, we’ll meet you there.

Our promise?

You’ll always have a proactive team that’s aligned with your outcomes, your tone, and your version of success.

Let’s build the rhythm that gets your business running lighter, faster, and better — together.