4 Things Course Creators Can Do to Make Delegating Easier for VAs | VA for Course Creators

Teamwork truly does make the dream work!

We’ve all been there - elbow-deep in a project with a deadline looming overhead (read: tomorrow morning) and only about 60% of it done. 

Not to mention, you’ve got a doctor’s appointment in the afternoon and you’ve got to somehow start dinner before your friends arrive for your monthly get-together - so working late isn’t exactly an option. 

It’s probably about this time the stress is increasing and you’re starting to wonder how in the world you got into this mess!

The cause of this problem is most likely one of two things: 

1️⃣ You’ve developed Superman Syndrome where you’ve taken on way more than you can actually handle in the time you have (thinking you are, in fact, Superman).

2️⃣ Or you’ve failed to delegate your workload with your team and perhaps underestimated how long things would actually take. 

Delegation is one of the most powerful tools for scaling a business and freeing up time to focus on what matters most. Yet, many business owners struggle with effectively passing off tasks to team members or contractors. 

As a service provider, I’ve seen firsthand how a few simple practices from clients can streamline delegation, improve communication, and create an environment where both parties thrive. 

And if you’re a VA reading this, know what to look for in a strong, collaborative team!

Course creators: read on for five key things you can do to make delegating easier - for everyone involved!

Clearly define the scope of work

Delegation starts with clarity. The more specific you can be about what you need help with, the better equipped your VA will be to deliver results that meet your expectations. 

Vague instructions often lead to misunderstandings and unnecessary revisions!

Not to mention avoidable headaches…

You can define the scope of work thoroughly by listing specific tasks - instead of saying, “Handle social media,” break down what that might include, like creating graphics, writing captions, scheduling posts, or responding to comments.

Be sure to set clear goals, especially the “why” behind each task to really drive home the point of the VA’s actions. 

It’s also important to outline deliverables by stating what exactly you expect to receive - a completed document, a set of images, a weekly report, whatever it is.

Provide the right tools and access

Delegation becomes significantly harder when your VA’s access to key tools or information is delayed. Before handing a task off, ensure they have everything they need to get started.

Check that:

💻 You’ve shared login credentials - use tools like LastPass to grant access without compromising security.

✅ You’ve granted platform permissions - if your VA is working on your website, social media accounts, or email marketing platform, provide admin or editor access as needed. 

🏠 You’ve created a centralized resource hub - a shared Google Drive, Dropbox folder, and a project management tool like Monday, Asana or Trello can keep files, instructions, and assets organized.

Having everything in place from the beginning saves time and reduces back-and-forth emails asking for clarification or access.

Communicate expectations clearly

Just as your course-based business thrives on clear messaging, communication with your VA is the cornerstone of successful delegation. When expectations are unclear, it’s easy for tasks to veer off course like a runaway freight train! 

Set the tone for effective communication by being specific about deadlines. If it’s a recurring task, outline the schedule (for instance, “Submit social media drafts every Friday by 3 PM EST”).

Also, I encourage you to schedule regular check-ins with your VA to discuss progress without micromanaging (more on this later!). Be clear about your preferences, be it a preferred tone for writing, design aesthetic, or work style - share examples or guidelines upfront.

Pro Tip: Provide feedback early and often. If something isn’t working, let your VA know sooner rather than later so they can adjust!

Trust the process

Once you’ve handed off a task, try to avoid the temptation to micromanage¹ or second-guess every detail. We’ve already established that delegating is important, but steering clear of perfectionism is also a huge part of delegating to your VA and keeping your sanity. 

Delegation works best when you allow your team to take ownership of their role.

Cultivate trust by starting small. If you’re nervous about handing off critical tasks, begin with smaller, less essential assignments. This allows you to build trust gradually.

Instead of just dictating exactly how a task should be done, communicate the desired result. Focus on outcomes, more than just the process. Trust your VA to figure out the best approach based on their expertise.

*And if you already have a VA or would like to be sure your new VA has the best training for their role, check out my course Virtual Assistants for Course Creators!

⚡Bonus tips!

Check out these bonus tips for seamless delegation and the start of beautiful harmony between course creators and VAs! 

These extra strategies can enhance our working relationship even further:

• Document processes - If there’s a specific way you like things done, consider creating a simple standard operating procedure (SOP). This saves time and ensures consistency.
• Be flexible - If you’re open to suggestions or new approaches, let your VA know. Sometimes, your VA may have ideas to streamline or improve a process.
• Stay accessible - While the goal of delegation is to free you from micromanaging, occasional check-ins or quick clarifications are sometimes necessary. So keep lines of communication open with your team through channels like Slack.

What if you don’t want to manage your team

A business manager can take managing your team off your plate. 

You’ll communicate what you want done to them and they’ll take care of the rest. Communicate to the team what needs to be done and check in with the team to make sure everything will be done within the deadlines you set.

And it’s up to you whether you want to join team meetings or not. Otherwise, you’ll just need to attend your weekly check-in meeting with your right hand business manager to make sure you’re both on the same track.

What you gain from delegating effectively

When delegation is done right, the benefits extend far beyond a lighter workload. 

You’ll experience more time for high-value activities as you’ll be able to focus on the strategic parts of your business while your VA handles the day-to-day details. You’ll also have improved outcomes since tasks will be handled by your trusted VA, allowing you to scale your business and attend to other matters that you should be taking care of.

Studies have shown that a whopping 82% of leaders report feeling tired and burned out², further highlighting the need to delegate to a competent support team. Course creators can reduce stress knowing tasks are being managed professionally.

In turn, your VA benefits from clear guidance, trust, and the opportunity to make a meaningful impact on your business. It’s a win-win!

References

1. How to Stop Micromanaging - HBS https://online.hbs.edu/blog/post/how-to-stop-micromanaging
2. The Power of Delegation: Why Smart CEOs Outsource - https://www.superstaff.com/blog/why-smart-ceos-outsource/