Use a VA to Focus on Your Zone of High Value Tasks
As a business owner, your time is one of your most valuable resources. But let’s be honest—how much of your day is spent putting out fires or managing repetitive tasks, rather than doing the work that actually grows your business?
If you find yourself buried in admin work or bouncing between low-impact to-dos, it might be time to delegate. Hiring a Virtual Assistant (VA) allows you to reclaim your time and energy so you can focus on the high-value activities that truly move the needle.
Here’s how to use a VA strategically to operate in your zone of genius:
1. Identify Your High-Value Tasks
Start by asking yourself: Where does my time make the biggest impact?
These are your high-value tasks—typically things like:
Strategy and long-term planning
Building client relationships
Creating offers, services, or products
Business development and revenue-generating work
These are the tasks that drive growth, improve profitability, and align with your strengths.
2. Delegate Routine and Time-Consuming Work
Once you’ve clarified your high-value tasks, identify the things you don’t need to be doing:
Inbox management
Scheduling appointments
Data entry
Customer service replies
Posting content or managing social media
These are the kinds of responsibilities that a skilled VA can handle without needing your constant oversight—freeing you to focus on the work that actually grows your business.
3. Set Clear Expectations
Delegation is only effective when your VA knows what’s expected.
Make sure you:
Clearly define the tasks and desired outcomes
Provide written or recorded instructions
Set deadlines and priorities
Be available for questions—especially at the start
Clarity upfront prevents confusion later, and your VA will appreciate knowing how to hit the mark.
4. Use the Right Communication & Project Tools
Smooth collaboration comes down to communication. Use tools like:
Slack or Voxer for messaging
Trello, ClickUp, or Asana for task management
Google Drive for file sharing and collaboration
Regular check-ins and updates (weekly or biweekly) keep everyone aligned and allow for adjustments as needed.
5. Automate and Streamline With Their Help
A good VA can help you automate and streamline, too.
Think beyond delegation—think systems.
Your VA can:
Set up email templates or canned responses
Build out client workflows in your CRM
Automate scheduling using Calendly or similar tools
Manage your Dubsado, HoneyBook, or ClickUp automations
These small shifts can save hours of your time each week.
6. Build Trust and Encourage Ownership
Give your VA space to grow into their role.
Once they’ve earned your trust, delegate more complex or creative tasks. Encourage them to:
Spot inefficiencies
Suggest process improvements
Take ownership of specific outcomes
When a VA feels trusted and empowered, they become a proactive part of your team.
7. Check In and Adjust Regularly
Your needs will evolve—so should your VA’s support.
Review the delegated tasks regularly:
Are they being done well?
Could anything be improved or removed?
Is your VA underutilized or overwhelmed?
Refining the working relationship ensures you stay in your high-value zone long term.
8. Invest in Their Growth
Sometimes, the only reason you’re holding onto a task is because your VA hasn’t been trained to take it on—yet.
Consider:
Offering mini-trainings or tutorials
Sending them to a course or workshop
Documenting more processes for easier hand-off
An investment in their growth is an investment in your time freedom.
9. Protect Your Energy and Well-being
Let’s not forget one major benefit of offloading tasks: your mental health.
Delegating to a VA helps reduce overwhelm, prevent burnout, and give you the mental space to think creatively and lead confidently.
10. Use the Time You Reclaim Intentionally
Now that your calendar is lighter—how will you use that space?
With a VA on your team, you can:
Say yes to more aligned opportunities
Create more content or refine your offers
Focus on marketing or networking
Even take a real vacation (gasp!)
Final Thoughts
Staying in your zone of high-value work isn’t just a productivity hack—it’s a business growth strategy.
When you hire a VA to handle the tasks that slow you down or drain your energy, you open up time to focus on what only you can do.
It’s not about doing more. It’s about doing what matters most.
📅 Need help figuring out what to delegate first? Let’s schedule a discovery call and build your path to smarter support. Click here!
