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✨ How to Know What to Outsource in Your Business (and Find the Right Virtual Assistant)
If you’ve ever said, “There’s just not enough time in the day,” — you’re not alone.
As entrepreneurs, we wear so many hats that it’s easy to get buried under the busywork and lose focus on the bigger picture: growing your business.
In this post, we’re diving into how to figure out what to outsource, how to find the right virtual assistant, and why delegating might be the key to unlocking your next level of success.
I recently sat down with Madeline Hornung, founder of Mad Savvy VA Agency and a total pro at helping entrepreneurs build supportive teams that allow them to scale without burning out. Her story and advice are so good, I had to share them here too.
💡 Why You’re Probably Doing Too Much
Let’s start with a little tough love: if you’re doing everything in your business yourself, you’re holding it back.
Madeline shared that she sees women entrepreneurs trying to juggle everything — content creation, social media, emails, admin tasks, invoicing — and it leads to frustration, inconsistency, and burnout.
The truth?
You can do everything, but you shouldn’t.
You’re the CEO. Your energy is best spent on income-generating and growth-focused activities — the things only you can do. Everything else? It’s time to start passing it off.
🧭 Step 1: Audit Where Your Time Actually Goes
Before you outsource, you need clarity. Spend one week tracking everything you do — yes, everything.
At the end of the week, mark each task with:
- ✅ I love doing this
- ⚙️ I tolerate this, but it drains me
- ❌ I dread this or it doesn’t need to be me doing it
Those ❌ tasks are your first outsourcing opportunities.
Maddy reminded us that sometimes, delegating even one or two hours’ worth of tasks a week can give you back massive creative energy. You don’t have to hire full-time — you just have to start.
🔄 Step 2: Reframe Outsourcing as an Investment
Many business owners hesitate to hire help because they see it as an expense. But outsourcing is actually an investment in growth.
When you spend less time in your inbox or scheduling posts, you free up hours to take on new clients, create new offers, or even rest (because let’s be honest — a rested CEO makes better decisions).
Maddy said it best:
“You can’t grow if you’re stuck in the weeds.”
So instead of asking, “Can I afford to outsource?” ask, “What could I create or earn if I wasn’t doing this task myself?”
👩💻 Step 3: Hire the Right VA for You
Not all VAs are created equal — and that’s a good thing. The key is finding someone whose skills match the tasks you want to delegate and whose communication style aligns with yours.
Here’s what to look for:
- 💬 Clear, prompt communication
- 🪄 Proactive mindset (they don’t wait to be told every little thing)
- 🗂️ Experience with your tech stack or willingness to learn
- 💖 Alignment with your business values and brand voice
Maddy recommends starting with a discovery call and being clear on your expectations. You’re not just hiring help — you’re building a team. Treat it like a partnership.
✨ Bonus: What to Outsource First
If you’re not sure where to start, here are a few common “first tasks” to outsource:
- Inbox management and scheduling
- Blog or newsletter formatting
- Social media scheduling or repurposing
- Client onboarding or offboarding tasks
- Podcast or video editing
- Graphic design for marketing materials
Start small. Hire for a few hours a week. As you build trust and momentum, you’ll naturally find more to delegate — and you’ll start seeing how much lighter and more focused your business feels.
💫 Final Thoughts
Outsourcing doesn’t mean giving up control — it means stepping into your role as CEO.
As Maddy shared, delegating was the move that allowed her (and her clients) to stop drowning in details and finally focus on the big, impactful work that actually grows the business.
So, what’s one thing you can delegate this month? Even one small shift can create more time, clarity, and freedom — and that’s the real magic.
Want to connect with Maddy?
👉 Download her free guide to hiring a VA
Follow her on Instagram: @madsavvyva
And if you loved this topic, listen to the full conversation on the Passports, Profits and Pixie Dust Podcast, Episode 234!
