How to Do Less & Live More: The Power of Delegation

By Mountain Club Executive Assistant Kristen Frye

We often feel overwhelmed, thinking that we need to be everywhere and do everything. But it's time to rethink our approach to life and find a better balance. Here are five key tips to help you make more room for your wellbeing:

1. Plan your day

Working with a Virtual Assistant who can help you create a clear structure for your day and help keep stress levels low and productivity high! Here are a few methods that a VA could utilise: Start your day with a clear overview of your tasks, deadlines, and goals. Prioritize your tasks based on urgency and importance, and estimate how much time you need for each one. Use a calendar, a planner, or a digital tool to schedule your tasks and block out time for them. Leave some buffer time for unexpected issues or interruptions. Review your plan at the end of the day and adjust it as needed for the next day.

2. Communicate effectively

Communication is key to managing routine tasks and urgent requests. Keep your VA informed of your progress, availability, and any challenges or delays. Provide extra clarification if needed about the expectations or requirements of a task. Share the work if you are too busy or overloaded to take on more work. Relay important deadlines and priorities if you have conflicting requests. Use clear, concise, and professional language in your emails, calls, and meetings. 

3. Delegate and collaborate

You don't have to do everything by yourself! If you have too many tasks or lack the skills or resources to complete them, ask for help. Delegate tasks that can be done by someone else, such as filing, data entry, or booking travel. Collaborate with a Virtual Assistant to share the workload, get a fresh take on solving a clerical/logistical problem, and free yourself up for the money-making business that only you can do. Seek out external resources to increase productivity and work smarter, not harder.

4. Automate and streamline

Technology can help you save time and reduce errors in your routine tasks and urgent requests. Experienced Virtual Assistant’s ca use automation tools or AI software to handle repetitive or tedious tasks, such as sending reminders, generating reports, or updating databases. Streamline your workflows and processes by creating templates, checklists, or shortcuts for common tasks, such as drafting letters, invoices, or agendas. Organize your files and documents in a logical and accessible way, using folders, labels, or tags.

5. Take care of yourself

Managing routine tasks and urgent requests without stress also requires taking care of your physical and mental health. Make sure you take regular breaks throughout the day to stretch, relax, or refresh while having the piece of mind that your VA is taking care of business. Avoid multitasking and focus on one task at a time. Set boundaries and limits on your work hours and availability. Learn to cope with stress by practicing relaxation techniques, such as breathing, meditation, or yoga. Reward yourself for your achievements and celebrate your successes.

The Mountain Club Executive Service is one of the membership benefits at Mountain Club. We help make your week more productive and are the support you need to get the little and big things done. Whether you are a fast growing business with limited staff or an international member who needs local support we are here to help you. You gain a resource with high-level professional skills whenever you need that helping hand. Contact us today.