How to Prioritize Tasks at Work and Get More Done

To prioritize tasks at work, decide what to delegate immediately, schedule the rest, and then get started. This strategic delegation saves you time, reduces context switching, and prevents critical tasks from being dropped. If you're a founder or ops manager drowning in admin while trying to grow the business, this guide is for you.

Key Takeaways

• Audit Your Time: Before you prioritize, understand where your hours actually go. Track your tasks for one week.
• Choose a Simple Framework: Use a system like the Eisenhower Matrix (Urgent/Important) to sort tasks objectively.
• Delegate Ruthlessly: Offload repetitive, low-impact tasks to a virtual assistant to free up your time for high-value work.
• Create Clear Instructions: Use task briefs and Standard Operating Procedures (SOPs) to ensure work is done correctly the first time.
• Establish a Cadence: Set up a simple communication rhythm (e.g., daily async updates, weekly 15-minute syncs) to stay aligned without constant interruptions.
• Measure Your ROI: Track hours saved and tasks completed to see the real value of effective delegation.

Quick Answers

• How do I start prioritizing tasks?
  Begin by tracking your time for one week to identify repetitive, low-impact tasks that can be delegated.
• What's the best framework for prioritization?
  The Eisenhower Matrix is excellent for sorting tasks by urgency and importance, helping you decide what to do, delegate, schedule, or delete.
• How can a virtual assistant help with prioritization?
  A virtual assistant executes on your delegated tasks, freeing you from administrative work so you can focus on strategic priorities. Match My Assistant helps you find a vetted VA and provides a clear onboarding process.
• How do I give a virtual assistant access to my accounts securely?
  Use a password manager like 1Password or LastPass, enable two-factor authentication (2FA), and grant role-based access to limit permissions.

Summary (TL;DR)

• What to do: Start by auditing your time for one week to identify all your tasks. Sort them into four buckets: Do, Delegate, Automate, and Eliminate.
• What to delegate: Hand off routine administrative and specialized tasks like calendar management, inbox filtering, data entry, social media scheduling, and travel booking.
• What to expect: During the first week, you'll onboard your assistant and hand off 3–5 initial tasks. By day 30, your assistant should be managing core recurring tasks with minimal oversight.
• Common pitfalls: Avoid vague instructions, inconsistent communication, and failing to provide secure access to necessary tools. Create clear task briefs and use a password manager.
• Quick timeline: Expect to be matched with a vetted assistant in a few business days. The first week focuses on orientation, and by the end of the first month, you should have a smooth, operational rhythm.

Step-by-Step Playbook

Moving from reactive chaos to proactive control requires a system. This playbook provides a clear, numbered process to help you delegate effectively and prioritize the work that matters.

1. Task Selection (The Audit): Before anything else, track your time for one week. Categorize every task as either something only you can do (Do), something someone else could do (Delegate), something software can do (Automate), or something that shouldn't be done at all (Eliminate). This reveals your best delegation opportunities.

2. Task Briefing (Creating Clarity): For the first 3-5 tasks you delegate, create a crystal-clear task brief. Define the goal, the "definition of done," and provide all necessary links, tools, and examples. This upfront investment prevents rework and sets the standard for quality.

3. Access & Security (Granting Permission Safely): Set up your new assistant with the tools they need, but do it securely. Use a password manager to share credentials without revealing passwords. Always follow the principle of least privilege, granting only the access required for the task. Ensure two-factor authentication (2FA) is enabled on critical accounts. A reputable virtual assistant agency will have clear protocols for this.

4. Onboarding Week (The First 7 Days): The first week is for orientation, not perfection. Your goal is to build a foundation.

   • Week 1: Hand over 3-5 simple, recurring tasks. Hold a kickoff call to review communication preferences and introduce them to key tools.
   • Week 2: Add 2-3 slightly more complex tasks. Hold your first 15-minute weekly review to provide feedback and answer questions.
   • First 30 Days: Your assistant should now be managing all initial tasks with increasing independence. You can begin introducing multi-step projects.

5. Cadence & Communication (Setting the Rhythm): Establish a predictable communication schedule. A daily asynchronous check-in via Slack or a project tool keeps you updated without interruptions. A 15-minute weekly sync call is perfect for reviewing progress and aligning on upcoming priorities.

6. QA & Feedback (Closing the Loop): Create a consistent feedback loop. During your weekly sync, review completed work and offer specific, constructive feedback. This is the single most important habit for building trust and empowering your assistant to work proactively.

7. Scaling the Relationship (Growing Together): After the first 30 days, once a solid foundation is in place, you can start delegating more complex responsibilities. This could include project coordination, client follow-ups, or managing entire workflows. This is how you transition from simply offloading tasks to gaining a true operational partner. For more details, see how our matching process works.

Delegation Assets (Templates + Scripts)

Effective delegation relies on clear communication. These copy-and-paste templates remove ambiguity and ensure your assistant has everything they need to succeed.

Task Brief Template

• Goal: What is the high-level objective of this task? (e.g., "Schedule all Q3 planning meetings with department heads.")
• Definition of Done: How will we know this is complete? (e.g., "All five meetings are confirmed on the calendar, attendees have the agenda, and a confirmation email has been sent.")
• Inputs/Links: Provide all necessary resources. (e.g., "Contact List: [Link], Draft Agenda: [Link].")
• Tools: List required software. (e.g., "Google Calendar, Slack, Notion.")
• Constraints: Note any hard rules. (e.g., "No meetings on Fridays; all meetings must be virtual.")
• Examples: Show, don't just tell. (e.g., "Here is a link to last quarter's meeting invite for formatting.")
• Deadline: When is this due? (e.g., "End of day this Friday.")
• Escalation Rules: Who should they contact with questions? (e.g., "If a department head doesn't respond after two attempts, notify me.")

SOP / Checklist Template

Use this simple checklist format to document any recurring process.

SOP: Weekly Social Media Scheduling

1. Log into [Social Media Tool].
2. Navigate to the approved content library.
3. Schedule one post for Monday at 9:00 AM [Timezone].
4. Schedule one post for Wednesday at 11:00 AM [Timezone].
5. Schedule one post for Friday at 1:00 PM [Timezone].
6. Verify all posts have correct images and links.
7. Check for spelling and grammar errors.
8. Confirm all posts in the platform's calendar view.
9. Send a "Social Media Scheduled" confirmation in the designated Slack channel.
10. Monitor posts for initial comments for the first 30 minutes after they go live.

Communication Cadence Template

• Daily Async Check-in (via Slack or Asana):
  • Start of Day: "Priorities for today: 1. [Task A], 2. [Task B], 3. [Task C]."
  • End of Day: "Completed: [Task A]. Roadblock: [Details on Task B]. Ready for tomorrow: [Task C]."
• Weekly 15-Minute Sync (Video Call):
  • (5 mins): Review last week's key deliverables and metrics.
  • (5 mins): Align on this week's top priorities.
  • (5 mins): Discuss any process improvements or open questions.

"What to Delegate" Task List

Here are 20+ common tasks perfect for an outsourced admin support professional.

Task Examples:

• Manage and filter your email inbox
• Schedule and coordinate meetings
• Book business and personal travel
• Transcribe meeting notes and create summaries
• Prepare agendas and presentations
• Handle expense reporting
• Perform data entry and spreadsheet cleanup
• Update your Customer Relationship Management (CRM) system
• Create and document Standard Operating Procedures (SOPs)
• Follow up with vendors or clients on routine matters
• Conduct preliminary research on topics or competitors
• Manage project timelines in Asana or Trello
• Schedule social media posts
• Upload content to your blog or website
• Create simple graphics in Canva
• Monitor social media comments and messages
• Compile weekly analytics reports
• Make personal appointments (dentist, etc.)
• Research services or products
• Manage personal bill payments
• Place online orders for office supplies or gifts

Measurement & ROI

Delegating administrative work isn't an expense; it's an investment in your focus. By tracking a few simple Key Performance Indicators (KPIs), you can measure the tangible return.

Suggested KPIs

• Hours Saved per Week: The most direct measure of success. Reclaiming 5-10 hours weekly is a significant win.
• Task Turnaround Time: How quickly are routine tasks completed now that you're not the bottleneck?
• % Tasks Done Without Rework: A high percentage (90%+) indicates clear communication and effective SOPs.
• Backlog Size: Is your administrative to-do list shrinking? This shows you're getting ahead of the work.
• Time-to-Independence: How long does it take for your assistant to own a task from start to finish with minimal oversight?

A Simple ROI Framing

To calculate the financial benefit, use this simple formula. It reframes the cost as a high-return investment.

(Hours Saved Per Week × Your Estimated Hourly Value) – Weekly VA Cost = Weekly ROI

For a [Role] at a [Industry] company in [City], valuing their time at $200/hour, saving 10 hours a week creates $2,000 in value. Subtract the cost of a managed virtual assistant, and the positive return is immediate and obvious. Check our plans and pricing for more details.

30-Day Success Scorecard Checklist

Use this checklist after the first month to evaluate your progress.

• My administrative backlog is consistently shrinking.
• I have saved at least 5 hours per week on low-impact tasks.
• My virtual assistant manages at least 3 core recurring tasks independently.
• We have established a consistent communication and feedback rhythm.
• I feel more in control of my schedule and less reactive to my inbox.
• I have more time and mental energy for strategic planning and growth activities.

FAQs

Here are concise, factual answers to the questions we hear most often from busy professionals looking to delegate.

What tasks should I delegate first?

Start with high-volume, low-complexity tasks that follow a clear process. Good examples include calendar management, inbox filtering, data entry, and scheduling appointments. These provide quick wins and help you build a trusted working relationship.

How do I give access securely?

Use a dedicated password manager like 1Password or LastPass to share credentials without exposing the actual passwords. Always follow the principle of least privilege by granting only the necessary access and use separate logins with role-based permissions whenever possible. Enable two-factor authentication (2FA) on all critical accounts.

What’s the difference between a virtual assistant and an executive assistant?

A Virtual Assistant (VA) typically handles a broad range of administrative or specialized tasks for multiple clients remotely. A remote Executive Assistant (EA) provides dedicated, high-level strategic support to a single executive or leadership team, acting as a gatekeeper and operational partner. Match My Assistant can help you determine which model of virtual assistant services is right for you.

Dedicated VA vs pooled team—what’s better?

A pooled team can be effective for simple, high-volume tasks that don't require personal context. However, for leaders who need a true partner, a dedicated VA is superior. They learn your preferences and business, allowing them to provide proactive, anticipatory support. We specialize in the dedicated model because it delivers better outcomes and is backed by our satisfaction guarantee.

How does onboarding work and how long does it take?

Our process is designed for speed and clarity. We typically match you with a vetted assistant within a few business days. The first week is focused on orientation and delegating 3-5 initial tasks. Within 30 days, your assistant should be managing core recurring tasks with significant independence.

What happens if my assistant is unavailable?

As a managed virtual assistant agency, we have contingency plans for vacations or unexpected absences. We ensure critical tasks are documented and provide backup support to maintain business continuity, offering a level of reliability you can't get with a random freelancer.

Is a VA better than hiring in-house for my situation?

Hiring a VA is often more flexible and cost-effective than a full-time employee, especially if you need less than 40 hours of support per week. You get access to vetted talent without the overhead of salary, benefits, and HR administration, making it an ideal solution for growing businesses.

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Ready to stop juggling administrative tasks and start focusing on strategic growth? Match My Assistant connects founders and busy professionals with reliable, vetted virtual assistants. Talk to our team about getting matched to explore flexible support options that fit your needs.