March 31, 2025

How to Know What to Outsource in Your Business

If you’re running your business with a never-ending to-do list and not enough hours in the day, you’ve probably said to yourself, “I need help.” But knowing you need help is one thing, figuring out what to outsource is another.

Let’s be honest: you didn’t start your business to spend your days buried in email or trying to remember what you’re forgetting. You started it to do the work you actually love.

This post will help you get clear on what to outsource so you can stop feeling stuck and start feeling supported.

Workspace with a laptop showing a Pinterest mood board and an iced coffee beside a vase of white hydrangeas, representing outsourced creative tasks like social media.

Why Outsourcing Feels So Overwhelming

If you’re feeling scattered, you’re not alone. Many business owners struggle to let go of tasks, even when they know they need to. The overwhelm often comes from:

  • Thinking it’ll take too long to train someone
  • Feeling unsure what’s even taking up your time
  • Wanting to maintain control over everything

But here’s the truth: clarity comes after action. Once you identify what to outsource, things get easier, and your to-do list gets lighter.

Digital checklist on a tablet next to an Apple Pencil, representing task planning and system organization—ideal for outsourcing admin tasks
Overhead view of a laptop with a colorful lock screen and a matcha drink on a wooden desk—perfect setting for tackling your business to-do list

Step One: Know Where Your Time Is Going

You can’t outsource if you don’t know what’s slowing you down.

Take three days this week and track your tasks. For every task, jot down:

  • How long it took
  • Whether you enjoyed it or not
  • Whether it needs you or could be done by someone else

You’ll quickly spot patterns. That’s your starting point for what to outsource first.

👉 Need help with this? Here’s a free time audit template I love.

What to Outsource: Common First Tasks

If you’re unsure where to start, here are a few tasks that business owners often outsource first—and why.

1. Content Marketing

You have ideas, but no time to turn them into posts, blogs, or newsletters. Outsourcing your content helps you stay visible without burning out.

➡️ Need proof? Here’s how consistent blogging boosts your SEO.

2. Admin Tasks & Client Management

If your inbox is always overflowing or you’re chasing invoices, it’s time to bring in help. A virtual assistant can take care of the day-to-day so you don’t have to.

3. Calendar & Inbox Management

Struggling to keep appointments straight or respond to inquiries in time? These are easy wins to delegate that immediately reduce stress.

4. Systems & Automations

If you’re manually doing what software can handle, it’s time to automate. A skilled VA can set up systems in tools like Dubsado or HoneyBook so things run without you.

Start Small: You Don’t Have to Outsource Everything

Outsourcing doesn’t have to be an all-or-nothing move. Start with one task that drains you. As you build trust and momentum, you can hand off more.

And remember: just because you can do something doesn’t mean you should.

Overwhelmed business owner on a couch holding multiple phones while working on a laptop, illustrating the chaos of not outsourcing tasks.

Quiz: What Should You Outsource First?

Take the quiz below to figure out what support you need most!

1. What frustrates you most in your business?

A) I have no time to post online
B) My inbox is chaos
C) I forget deadlines
D) I’m drowning in everything

2. What drains you the most?


A) Creating content
B) Responding to emails and managing logistics
C) Scheduling and planning
D) Literally all of it

3. What do you avoid doing?


A) Showing up online
B) Sending follow-ups or invoices
C) Organizing my calendar
D) Everything except the main part of my work

4. How do you feel at the end of your workday?


A) Energized and excited to create more
B) Relieved that I survived the day
C) Tired and drained
D) Completely burnt out and ready for a break

5. What part of your business do you wish you could spend more time on?


A) Content creation and engaging with my audience
B) Serving my clients and growing my brand
C) Growing my business through systems and organization
D) Honestly, I wish I could just stop working for a while

6. Which of these statements resonates most with you?


A) I love creating, but I can’t find the time to show up consistently.
B) I feel like I spend all day just managing details, with no time for strategy.
C) I often feel disorganized and forget appointments or follow-ups.
D) My to-do list keeps growing, and I don’t have the energy to handle it all.

7. How do you currently manage your time?


A) I’m constantly on my phone and trying to juggle everything.
B) I have a planner but it’s full of tasks I never get to.
C) I have a calendar, but things often slip through the cracks.
D) I don’t really have a structured time management system.

8. Do you ever feel like you’re working in your business more than on your business?


A) Yes, I spend most of my time creating content and engaging with my audience.
B) Yes, I’m always replying to emails and handling logistics.
C) Yes, I spend a lot of time organizing and managing tasks.
D) Yes, and it’s exhausting.

9. How much do you enjoy administrative tasks (like sending emails, scheduling, and invoicing)?


A) I don’t mind them, but they aren’t my favorite.
B) I hate them and always put them off.
C) I can do them, but it’s draining.
D) I avoid them entirely and feel overwhelmed when I think about them.

10. What’s your current level of burnout?


A) I’m feeling pretty good, though I could use more time for creativity.
B) I’m a little tired, but I manage.
C) I’m feeling burnt out, but I keep pushing through.
D) I’m completely overwhelmed and need to outsource everything.

Results:

💡 Mostly A’s – Outsource Content & Marketing
You need help getting visible consistently. You’re great at creating, but the time it takes is eating away at your energy. Consider outsourcing content creation, social media management, or blog writing.

💡 Mostly B’s – Outsource Admin & Inbox Management
You’re drowning in the day-to-day details. A VA can help manage your inbox, send emails, and handle client communication. Let someone else handle the admin, so you can focus on your clients and growth.

💡 Mostly C’s – Outsource Systems & Scheduling
You need organization in your business. Let someone manage your calendar, build out systems for efficiency, and automate repetitive tasks that are taking too much time. This will give you space to focus on high-level strategy.

💡 Mostly D’s – You Need a Multi-Talented VA
You’re experiencing serious burnout, and you’re juggling too much. A multi-talented VA can handle a variety of tasks for you—from admin to content to systems—so you can take back control and focus on what really matters.

Let’s Make Outsourcing Simple

If you’re feeling overwhelmed and unsure what to outsource, I can help. I work with business owners like you to identify what’s weighing you down and create a custom support plan that works.

✨ Ready to stop doing it all? Click here to book a discovery call.