Hand over the tasks that repeat every week, follow clear rules and don't need your judgement: inbox sorting, calendar management, data entry, invoice follow-ups and scheduling. Keep anything that needs your expertise or relationships until your assistant has learned how you work.
Most founders delegate too little at first, then too much too fast. A simple order of handover avoids both.
Find the tasks that eat your week
For one week, write down every task you do that someone else could do, with how long it takes. Then sort each task into one of three groups:
| Group | Examples | Hand over |
|---|---|---|
| Repeatable and rule-based | Inbox sorting, scheduling, data entry, invoice reminders | First |
| Repeatable, needs some judgement | Customer replies, social comments, research | Second, with examples |
| Needs your expertise | Sales calls, client advice, strategy | Keep |
Start with these five
- Inbox triage: label, archive and flag emails, draft replies to common questions
- Calendar management: book, move and confirm appointments, and add meeting links
- Data entry: update your CRM, spreadsheets and client records
- Invoices and payments: send invoices and polite payment reminders
- Scheduling content: upload approved posts and videos to a scheduler
These are low risk, easy to check and usually free up hours in the first month.
Write it down once
A remote assistant can only work the way you want if they know what that is. For each task, write a short process:
- What triggers it (a new email, every Monday, a booking)
- The steps, with screenshots or a short screen recording
- What good looks like, with one or two examples
- When to ask you instead of deciding
A five-minute screen recording of you doing the task is often clearer than a written guide.
Give access safely
- Share logins through a password manager, never by email or chat
- Give each person their own account with limited permissions where the tool allows it
- Turn on two-factor authentication everywhere
- Keep a list of what access you've given, and remove it the day the work ends
Check the work without micromanaging
For the first two weeks, review everything. After that, move to spot checks and a short weekly call to go through what's done, what's stuck and what to hand over next.
Add automation where it fits
Some tasks don't need a person at all. Tools like Zapier and Make can move data between apps, and AI chat assistants can answer common questions and book calls. A good rule: automate the steps that never change, and keep a person on anything that needs care.
Get a managed assistant
Our Remote Staff & AI Automation team provides trained assistants managed by an account lead, plus the automations that remove repeat work, so you get the hours back without managing anyone day to day.
Questions
What tasks should I give a virtual assistant first?
Start with repeatable tasks that follow clear rules and don't need your judgement: inbox sorting, calendar management, data entry, invoice follow-ups and scheduling social posts.
How do I give a remote assistant access to my accounts safely?
Use a password manager to share access without revealing passwords, give each person their own login with limited permissions where possible, turn on two-factor authentication and remove access as soon as the work ends.
How many hours a week does a remote assistant need?
Many founders start with 10 to 20 hours a week and increase as they hand over more. Track how long tasks take for the first month before deciding.
Should I hire a freelancer or use an agency?
A freelancer can work well if you have time to manage them. An agency handles training, quality checks and cover for holidays, so you aren't left without help if someone leaves.