How to Know When It’s Time to Outsource in Your Business
As a small business owner, the question you might be asking yourself isn’t whether you can afford a virtual assistant (VA), but whether you can afford not to outsource. Many entrepreneurs reach a point where they’re bogged down in repetitive tasks, spending their energy on administration rather than the bigger picture. If this sounds familiar, it may be time to consider outsourcing—without the overwhelm or a big budget.
In this post, I’ll walk you through key mistakes many entrepreneurs make when they first start thinking about outsourcing, how to get started without a huge investment, and the steps you can take today to free up more time and energy for growth.
Step 1: Recognize Your Capacity Limits
The first step is to look at your business and identify areas where your energy is being drained. It’s not just about the time a task takes—it’s about whether it lifts or drains your energy.
Some tasks that might feel manageable can quickly pile up, leaving you feeling frazzled by the end of the day. Common energy drains include repetitive tasks, customer service, and logistical admin work that requires constant attention. If these areas are pulling your focus away from growing your business or strategizing, it’s time to take a closer look at what can be delegated.
Red flags to look for:
- Repetitive tasks only a human can do
- Missing follow-ups, slow responses, or inbox chaos
- Feeling like you’re plateauing in revenue because you don’t have the space to think strategically
The key takeaway: Look for tasks that are draining your energy and start to make a plan to delegate them.
Mistake #1: Thinking You Need a Big Hire to Get Started
One of the biggest misconceptions about outsourcing is that you need to hire a full-time team member or make a big investment. The truth is, you can start small. You don’t need a 20-hour-a-week VA, especially when you’re just getting started.
When I first outsourced, I started with a task that cost me just $45 a month. I had someone update the instructions for my craft subscription box, a simple task involving updating an InDesign file with new text and images each month.
This small, repetitive task felt like a huge weight off my shoulders. I had more space to focus on running my business rather than being stuck in the weeds of admin.
The lesson here: You can start small. Even a few hours a month can make a huge difference and give you the space you need to grow.
Mistake #2: Virtual Assistant or a System First?
Before hiring a VA, ask yourself whether a system can handle the task first. Some tasks can be automated, saving you time and energy before you even consider hiring someone.
For example, consider setting up an automated inquiry or booking system rather than manually handling everything. Systems can be a great way to handle repetitive tasks that don’t necessarily need a person involved.
Ask yourself: Is a system a good fit for this task, or does it really need to be delegated to a person?
Sometimes, the most effective solution is a combination of both. For example, you might hire someone to set up an automation system for you, which is a more cost-effective and sustainable way to offload work.
Mistake #3: Not Seeing the ROI of Outsourcing
It’s easy to view outsourcing as just another business expense, but good support pays for itself. Think about it: great customer service leads to repeat customers, quick replies often result in more sales, and the time saved from outsourcing allows you to focus on growth.
When you’re no longer bogged down with day-to-day tasks, you have more energy to focus on what really matters—creating new opportunities, marketing your business, and growing your audience. It’s not just about what the VA is doing—it’s about freeing up your time to create more value for your clients.
So, how do you know when it’s time to outsource? If you’re finding yourself stuck in admin and you’re not able to step into the bigger role of leading your business, it might be time to get some help.
How to Get Started Without Overwhelm
You don’t need to wait until you’re burnt out to start outsourcing. Even light-touch support can make a massive difference. The key is to start small and gradually build the support system that works for you.
Here’s how you can take action today:
- Pick one repetitive task you’d love to get off your plate. Whether it’s customer service, admin, or a creative task that keeps you bogged down—find that one release valve and start there.
- Assess your systems. Before hiring someone, ask if a system can handle part of the task. This could be an automated inquiry or booking system, a project management tool, or even an email management system.
- Experiment with light-touch outsourcing. Try working with a contractor or a VA for just a few hours a month to see how it feels. The goal is to start freeing up mental space without taking on the burden of a full-time hire.
Remember: outsourcing isn’t about avoiding your work. It’s about creating the capacity to focus on the work that truly drives your business forward.
Ready to Outsource? Start Here.
If you’re ready to start outsourcing but don’t know where to begin, I recommend grabbing my Simplify Operations Guide. This guide will help you identify bottlenecks in your business and highlight areas where outsourcing can make the biggest impact.
Don’t wait for burnout—light-touch support can make a huge difference in freeing up your energy and capacity to grow your business. You can download the guide here.
Key Takeaways:
- Start small with outsourcing—even a few hours a month can free up a lot of mental headspace.
- Before hiring a VA, consider whether a system can handle part of the task first.
- Outsourcing isn’t just an expense—it’s an investment in your business growth and energy.
Outsourcing isn’t about having a big team. It’s about giving yourself the capacity to step into the role of CEO and lead your business with more clarity, energy, and focus.
