How to Use Habit Stacking to Delegate Effectively to Your Virtual Assistant

We get it, sometimes delegating can be hard, especially if you’re working with someone new, or you’re just not used to it.

But delegating is essential when you’re working with a Virtual Assistant, that is exactly what they are there for. It’s just a matter of getting into the habit of delegation and building it into your working life.

Caroline Marshall, our founder, is a huge proponent of habit stacking as a way to increase productivity, build self care into your routine and no big deal, just be a better human being. So can you use habit stacking to make sure you’re delegating effectively to your Virtual Assistant?

What is Habit Stacking?

Habit stacking is a concept introduced by productivity expert James Clear in his book Atomic Habits. The idea is simple: by attaching a new habit to an existing routine, you make it easier to adopt the new behaviour. Instead of trying to create a habit from scratch, you leverage the momentum of an already-established habit to build another. E.g. doing squats while you’re brushing your teeth.

Why Use Habit Stacking for Delegation?

Delegation, like any other skill, needs practice and consistency. Many entrepreneurs and business owners struggle with delegation, often because they don’t make it a regular part of their routine. Habit stacking can help you integrate delegation into your life seamlessly, so you have less on your plate and you’re getting the most value from your VA.

Step-by-Step Guide to Using Habit Stacking for Delegation

1. Identify Your Current Habits
   Start by making a list of your existing habits and schedule. These can be daily routines like checking your email, attending a regular morning meeting, or reviewing your task list. Identifying these habits will help you find the right “trigger” for your new delegation habit. Don’t be afraid to include personal habits in this, perhaps it’s making tea or going on your lunch time walk, they don’t have to be work specific.
2. Choose a Delegation Task
   Identify a task that you can delegate to your VA. This could be anything from managing emails, scheduling meetings, handling customer inquiries, or research tasks. Make sure the task is specific and clearly defined so that your VA can execute it without confusion.
3. Pair the Delegation Task with an Existing Habit
   Find a natural pairing between your existing habit and the new delegation task. For instance:
   • After checking your email in the morning, you could immediately delegate tasks to your VA.
   • After your daily stand-up meeting, you could review your to-do list and assign tasks to your VA.
   • After reviewing your calendar for the day, you could send instructions to your VA for any upcoming meetings or follow-ups.
4. Create a Clear Process
   Ensure that the delegation process is clear and straightforward. Use tools like Asana, or Slack to communicate tasks effectively. Using templates or checklists will help your VA understand expectations and complete their tasks efficiently.
5. Set Reminders
   In the early stages of building this habit, set reminders or alarms to make you don’t forget, new habits easily slip! Over time, the action of delegating will become second nature, just like your existing anchor habit.
6. Review and Adjust Regularly
   Like any habit, your new habit of delegation needs to be reviewed periodically. Set aside time regularly to assess how well your new system is working. Are tasks being completed on time? Is the VA clear on instructions? Maybe things are working well and it’s time to add more tasks into your delegation pile for your VA.
7. Reward Yourself
   Positive reinforcement is a powerful tool in habit formation. When you feel like your delegation habit stacking is going well, reward yourself. This could be as simple as taking a short break, enjoying a cup of coffee (maybe a virtual one with your VA?!), or crossing off the task from your list.

Examples of Habit Stacking for Delegation

• Morning Routine: After making your morning coffee, take 5 minutes to delegate the day’s tasks to your VA.
• Weekly Planning: After finishing your weekly review on Sunday evening, send a summary of the upcoming week’s tasks to your VA.
• End-of-Day Routine: After wrapping up your workday, review any outstanding tasks and delegate them to your VA before signing off.

Benefits of Habit Stacking in Delegation

• Increased Efficiency: By incorporating delegation into an existing habit, you ensure it becomes a regular part of your workflow, leading to more efficient task management.
• Reduced Stress: Knowing that tasks are being handled by your VA can reduce stress and give you peace of mind.
• More Free Time: Habit stacking ensures you delegate consistently, freeing up your time for more important tasks or personal activities.

Using habit stacking to delegate tasks to your VA is a smart strategy that could significantly enhance your productivity and make your (and your VA’s!) life easier. By systematically incorporating delegation into your daily routine, you’ll not only improve efficiency but also create a more structured and stress-free work environment.

Start small, be consistent, and soon you’ll find that delegation becomes as automatic as your other daily habits. Your virtual assistant is there to help—so let them take the load off your shoulders, one task at a time.

If you want to chat about delegation and habit stacking, Caroline is here to help