Hiring & Outsourcing Made Simple: Free Up Your Time And Scale With Ease

How Do I Know It’s Time to Outsource and Get Help?

Running a business is a wild ride. One minute, you’re dreaming big and making things happen, and the next, you’re drowning in emails, tech glitches, and a never-ending to-do list. Sound familiar?

At some point, every business owner hits a wall- the moment when doing everything by yourself is no longer an option. That’s where hiring, delegating, and outsourcing come in. But how do you know it’s time? What should you even delegate? And how do you make sure you hire the right person?

Let’s break it all down in simple, no-fluff steps to help you get back your time, increase productivity, and scale your business with the right support.

If you’re experiencing any of these, it’s time:

You’re turning down opportunities because you don’t have time.
You’re stuck in admin tasks instead of working on your business growth.
Your growth has hit a plateau.
You’re missing deadlines or feeling constantly behind.
Your personal life is non-existent because you are always on the clock.
You’re exhausted, overwhelmed, and this close to burnout.

Hiring a team member will lighten your workload and you bring additional expertise into your business. The right support allows you to focus on strategic decisions, build better client relationships, and increase revenue without working longer hours.

If that’s you, no need to panic. Hiring somebody and deciding what to delegate might seem overwhelming, but you don’t have to do this alone. Let’s talk about your next steps.

How Do I Even Know Who to Hire?

Outsourcing might at first feel like you are losing control over your business. But like with every other part of life, we can’t just do everything alone- and we are not necessarily experts in all business areas. When hiring the right person for the right role you will have more time to focus on the things that move the needle in your business, your dreams, and your life in general.

Here’s how to get started:

Make a list of everything you do in a week. (Yes, everything!)
Highlight the things only YOU can do. These stay on your plate. (Usually directly linked to revenue generation and client work)
Circle the things that drain you or take too much time. These are the first to delegate.
Decide whether you need a one-time expert, a contractor, or an employee. Freelancers can be great for specialised tasks, while an employee might be better for ongoing support.
Start small. You don’t have to hire a full-time team—one area at a time is fine! Begin with lower-risk tasks, then expand as you gain confidence.

You might think, “But what if I don’t know what to give away?”

Start with these categories:

Admin Work: Emails, scheduling, customer support, data entry—repetitive tasks that eat up your time.
Tech & Systems: Software integrations, workflow automation, website updates—tasks that require specific skills you may not have.
Marketing: Social media, content creation, email newsletters—activities that keep your business visible but are time-consuming.
Client Management: Onboarding, support, community engagement—ensuring your clients feel supported without needing you to handle everything.
Operations: Project management, SOPs, workflow optimisation—creating efficiency in your business structure.

If you can teach it or it doesn’t require your personal touch or expertise, it can be delegated!

5 Things to Do Before Hiring:

Get Clear on Your Needs – What exactly do you need help with? Define the role clearly, including the specific tasks and outcomes expected. Remember that not all the tasks you want to hand over might fit into one role. Group task and look for an expert in that area. There are usually no unicorns who can do everything perfectly.
Set a Budget – Hiring is an investment. Know what you can afford and consider the time the tasks usually take. (Tip: Keep in mind that you might need to pay a bit more for an expert with experience who can think independently.)
Document Your Processes – Create SOPs (Standard Operating Procedures) to make onboarding and training smooth. Clear instructions save time and ensure consistency. Start with the task that the new team member will start with. The rest can be documented in the following weeks.
Decide on the Type of Hire – Do you need a freelancer, an employee, or a contractor*? Each has pros and cons depending on flexibility, cost, and long-term commitment. At the start, a contractor for a few hours a week will usually be sufficient.
Prepare to Let Go – Micromanaging will sabotage the working relationship and create more work for you. Hire the right person, train them well, and give them the space to do their job! It might be hard to hand over tasks in the beginning, but you will only get the benefits of having a team member when you let them work independently within their space.

*[Freelancer: usually one-off project specific | Employee: Ongoing and requires you to pay benefits like sick leave, vacation days, superannuation, etc. | Contractor: Works for a set of hours or specific deliverables, they are self-employed]

What to Do During the Hiring Process

Write a Clear Job Description – Be specific about tasks, skills, and expectations. Use keywords related to the role, such as virtual assistant, online business manager, or marketing specialist, to attract the right candidates. (Tip: Create an application form to save time going through the applicants.)
Ask for Work Samples – A resume is nice, but real work speaks louder. If possible, request portfolio pieces, and case studies or ask how they would approach a specific problem. (Tip: It might feel very corporate, but still ask for a resume to get a full picture of the applicant’s experience)
Test with a Small Project – Before making a big commitment, give your preferred candidate a test task that reflects their future workload. And YES, you pay for this! (Tip: Pick something that can be done within 1-2 hours and pay a fixed amount)
Communicate Clearly – Lay out expectations, deadlines, and feedback from day one. By communicating clearly you avoid surprises and ensure you and your team members are aligned.
Trust But Verify – Check in regularly, but don’t micromanage! A balance of trust and accountability is key to a successful working relationship.

Final Thoughts

Hiring and outsourcing can feel scary, but staying stuck in burnout mode is much worse. The sooner you start delegating, the sooner you can focus on the big-picture goals that grow your business and enjoy the freedom that you started this business for.

Bringing in a team member costs money, but think of the price you pay and the opportunities you will miss because you are NOT getting help.

Think about it this way: Every successful business owner has a team. Whether that’s a VA, an OBM, or a freelance specialist like a Social Media Manager, having support is a necessity, not a luxury.

So, what’s the first thing you’re going to delegate?