5 Outsourcing Mistakes Solo Entrepreneurs Make (and How to Avoid Them)
Outsourcing is supposed to save you time — but sometimes it can feel like the opposite.
If you’ve ever found yourself thinking “it’d be quicker to just do it myself” or spending hours correcting other people’s work, you might be wondering if outsourcing is really worth it.
Here’s the truth: it’s not the outsourcing that’s the problem — it’s how it’s being set up.
I’m Moira Fuller, a Business Strategist & Coach helping established small business owners step out of the day-to-day admin and more fully into leading their business with clarity and capacity.
Let’s look at the five most common outsourcing mistakes I see (and how to avoid them), so you can save time, build a supportive team, and create the space to grow.
Mistake #1: Hiring Too Late
Many small business owners wait until they’re already maxed out and feeling burned out before hiring help.
By that point, there’s no time to onboard someone properly — and what should create breathing space ends up adding more pressure.
👉 The fix? Start earlier, and start smaller – with even just a few hours a month. It creates capacity & has an impact in your business sooner – and you get to delegate before you reach breaking point.
You don’t have to hire big — try platforms like Upwork or Fiverr for small, defined projects, or find a part-time VA to start building capacity now.
Mistake #2: No Clear Systems or SOPs
If everything lives in your head, you’ll waste hours explaining and correcting tasks.
One of my clients ran into this problem — her VA would get most things right, but small elements were often missing, meaning she had to double-check everything. It was exhausting.
👉 The fix? Clear systems and SOPs (Standard Operating Procedures).
When handing over a task, record your call or share your screen. Then, ask your VA to create a written SOP based on that video. If something’s missed next time, they can update the SOP so the process gets smoother.
This not only saves time but also builds ownership and accountability with your support.
Mistake #3: Hiring at the Wrong Level
Not every freelance role is the same — and mismatched expectations create frustration on both sides.
A VA (Virtual Assistant) focuses on task execution. They’re brilliant for implementing systems, managing inboxes, or updating documents — but they’re not strategists or managers.
If you need someone to oversee your operations or make decisions on your behalf, you’ll want an OBM (Online Business Manager) or Operations Manager instead.
👉 Hiring the right role for the right level of responsibility will save you from disappointment (and wasted money).
Mistake #4: Micromanaging
If you’re constantly checking, correcting, and re-doing someone’s work, you’re not outsourcing — you’re doubling your workload.
Of course, you’ll want to review things early on.
👉 But once you’ve created clear systems and expectations, step back and trust the process.
Establish quick communication channels for day-to-day questions, regular check-ins for feedback, and then give your team room to work.
If it’s still not working after that, the issue may not be the task – it may just be the wrong fit of person for the role.
Remember: the goal of outsourcing is to give you back time and energy, not add more to your plate.
Mistake #5: Outsourcing When a System Would Be Better
Sometimes, the problem isn’t a lack of people — it’s a lack of systems.
Before you bring someone new in, ask:
👉 “Is there a simpler, more automated way to do this?”
This is where I use my SALSA Framework with clients, when they consider any key task or project:
- Simplify – Is this task even necessary? Could it be streamlined?
- Automate – Can a system or tool handle it instead of a person?
- Leverage – Use templates and tools so tasks are quicker to complete.
- Support – Hire the right person at the right level.
- Action – Focus your time on the work that’s in your genius zone.
When you follow this order, you’ll stop hiring for problems that a system could solve — and use outsourcing to enhance, not replace, smart systems.
The Bottom Line: Combine People and Systems
Outsourcing works best when people and systems work together.
If you’re ready to simplify how your business runs and create more capacity to grow, download my free Simplify Operations Guide — it’ll walk you step-by-step through how to save time and energy each week.
