How to Delegate to a Virtual Assistant Without Everything Falling Apart… Again
Published on August 6, 2025
➡️ Delegating to a virtual assistant is a skill that you can learn and improve on
➡️ Delegating well means setting your virtual assistant up for success... which sets your coaching business up for success, too
➡️ How to delegate to your virtual assistant effectively and set your coaching business up for success
➡️ Letting go doesn’t mean losing control
➡️ Questions About Delegating to a Virtual Assistant for Coaches
➡️ Delegating well means setting your virtual assistant up for success... which sets your coaching business up for success, too
➡️ How to delegate to your virtual assistant effectively and set your coaching business up for success
➡️ Letting go doesn’t mean losing control
➡️ Questions About Delegating to a Virtual Assistant for Coaches
You finally did it — you hired a virtual assistant to support your coaching business.
You handed off a few tasks and quickly showed them how to do the things. In the next few weeks, you find yourself double-checking those things.
“That’s okay,” you say to yourself. “It’s still early, and we haven’t worked together that long yet.”
And then… months go by. You‘re still double-checking their work, and it’s to the point that you feel like it’s faster to just do it yourself. And, sometimes, you do just do it yourself.
If you’ve ever felt like delegating is a fancy way of creating more work for yourself, you’re not alone. Many coaches hit this wall. They want to let go, but they’re afraid that things will slip through the cracks… because that’s exactly what happened before.
That fear is valid, but hope is not lost.
You can get support that will help you, and it starts with delegating more effectively.
You handed off a few tasks and quickly showed them how to do the things. In the next few weeks, you find yourself double-checking those things.
“That’s okay,” you say to yourself. “It’s still early, and we haven’t worked together that long yet.”
And then… months go by. You‘re still double-checking their work, and it’s to the point that you feel like it’s faster to just do it yourself. And, sometimes, you do just do it yourself.
If you’ve ever felt like delegating is a fancy way of creating more work for yourself, you’re not alone. Many coaches hit this wall. They want to let go, but they’re afraid that things will slip through the cracks… because that’s exactly what happened before.
That fear is valid, but hope is not lost.
You can get support that will help you, and it starts with delegating more effectively.
Delegating to a virtual assistant is a skill that you can learn and improve on
Delegating isn’t just a thing you do. You can’t wave a magic wand, say “Do this!”, and expect perfect results. To delegate tasks to a virtual assistant effectively, you need more than just the task.
But, you can learn how to delegate to a virtual assistant better!
Delegating to a virtual assistant is a skill, just like coaching, selling, or leading. Learning how to delegate to a virtual assistant effectively means building systems that support both your vision and your team. And the more you do it, the better you’ll get.
But, you can learn how to delegate to a virtual assistant better!
Delegating to a virtual assistant is a skill, just like coaching, selling, or leading. Learning how to delegate to a virtual assistant effectively means building systems that support both your vision and your team. And the more you do it, the better you’ll get.
Delegation works best when your own systems support it. If your task management system feels mismatched with the way you actually work, learn how to build a to-do list that fits your style.
Delegating well means setting your virtual assistant up for success... which sets your coaching business up for success, too
Delegation requires trust and structure.
Many times, when delegation doesn’t work out, it’s because the process wasn’t clear enough. It doesn’t mean your virtual assistant was not capable of the task.
Setting your virtual assistant up for success is setting your business up for success. It starts with giving them the resources they need to do their job well.
Even the most perfect virtual assistant mayyy not provide the most impressive results without input. You can’t just hand everything over and hope for the best! (I mean, you can… but you shouldn’t.)
When your virtual assistant succeeds, your coaching business succeeds, too.
Many times, when delegation doesn’t work out, it’s because the process wasn’t clear enough. It doesn’t mean your virtual assistant was not capable of the task.
Setting your virtual assistant up for success is setting your business up for success. It starts with giving them the resources they need to do their job well.
Even the most perfect virtual assistant mayyy not provide the most impressive results without input. You can’t just hand everything over and hope for the best! (I mean, you can… but you shouldn’t.)
When your virtual assistant succeeds, your coaching business succeeds, too.
How to delegate to your virtual assistant effectively and set your coaching business up for success
Setting your coaching business up for success involves setting your virtual assistant up for success. That means giving them the information and tools they need to keep your business running smoothly, without you needing to double-check every detail.
1. Directions on how you do things
Whether it’s formal procedures, informal notes, video walk-throughs, or anything in-between, your virtual assistant just needs access to your way of doing things. The format doesn’t matter as much as the information within.
2. Access to the right tools
If your virtual assistant doesn’t have access to the programs, folders, and platforms they need, they’ll spend more time requesting logins and coming up with workarounds than actually helping.
3. Clear scope of work
Make sure both you and your virtual assistant are incredibly clear on their role, what is within their scope, and what is outside of their scope.
4. Examples of what “good” and “bad” looks like
No one can meet expectations when no bar has been set. Share templates, guides, past examples, or regular feedback to help your virtual assistant get clear on your expectations.
5. Expectations of when to act vs. when to ask
What can your virtual assistant complete on their own, and what needs your approval? These expectations may evolve over time as trust is built.
Letting go doesn’t mean losing control
It means building systems that support your vision, without burning you out.
You’re still in charge! You just need to translate your big-picture vision into smaller parts so your virtual assistant can understand how they can help you.
It starts and ends with structure. That’s why I work alongside my clients to help them delegate more effectively, offering support, reminders, and clarity as we go.
Want support that helps you delegate with confidence?
That’s exactly what I do for my clients as a Virtual Executive Assistant. From email management to client care, I help 6-figure coaches delegate with confidence.
Apply for virtual executive assistant services today.
You’re still in charge! You just need to translate your big-picture vision into smaller parts so your virtual assistant can understand how they can help you.
It starts and ends with structure. That’s why I work alongside my clients to help them delegate more effectively, offering support, reminders, and clarity as we go.
Want support that helps you delegate with confidence?
That’s exactly what I do for my clients as a Virtual Executive Assistant. From email management to client care, I help 6-figure coaches delegate with confidence.
Apply for virtual executive assistant services today.
Questions About Delegating to a Virtual Assistant for Coaches
How do I know if I’m ready to delegate to a virtual assistant?
You're ready to delegate to a virtual assistant when you consistently spend time on administrative tasks that don’t require your expertise, like managing emails, organizing files, or scheduling appointments.
If your coaching business feels polished and professional on the outside but hectic behind the scenes, delegation can restore structure and free up time for strategic work. A virtual assistant helps you shift from reactive to intentional.
If your coaching business feels polished and professional on the outside but hectic behind the scenes, delegation can restore structure and free up time for strategic work. A virtual assistant helps you shift from reactive to intentional.
How do I find a virtual assistant I can trust?
Trust takes time, but you can start with structure. Evaluate whether the virtual assistant defines scope clearly, communicates well, and has systems in place. Read through their recommendations and testimonials. Talk with the virtual assistant, ask questions, and get a feel for them.
Once you bring on your virtual assistant for your coaching business, start small and go slow.
Once you bring on your virtual assistant for your coaching business, start small and go slow.
Can I delegate tasks to a virtual assistant if I don’t have formal procedures in place?
Yes! While formal procedures help, coaches can delegate by using informal notes, examples, or screen recordings. What's important is clarity. Your virtual assistant needs to understand how things are run in your coaching business.
What tasks can I delegate to a virtual assistant for coaches?
Virtual assistants for coaches can complete a variety of tasks, including email management, scheduling, client onboarding, research, organization, and tons more. These tasks support your coaching business operations and free up hours of your time.
If you're curious about how we can work together, apply for support today.
If you're curious about how we can work together, apply for support today.