What to delegate first (and What to Keep): the Energy + Impact Method
- twobirdsresources
- 20 hours ago
- 4 min read
Delegation can feel like a big leap, especially if you’re used to being the person who “just gets it done.” But the fastest way to make outsourcing work (and actually stick) is to start with the right tasks.
This blog walks you through a simple framework we use with clients at Two Birds Resources: the Energy + Impact Method. It helps you decide what to delegate first, what to keep, and how to build momentum without handing over the wrong things too soon.
Why “what to delegate first” matters
Most people don’t struggle with delegation because they don’t have enough tasks. They struggle because they delegate the wrong tasks first.
Common examples:
Delegating something high-risk before there’s a process in place
Keeping all the repetitive admin “because it’s quicker if I do it myself”
Outsourcing only the tasks you like least, even if they don’t free up meaningful time
The goal isn’t to offload random work. The goal is to buy back time and headspace so you can focus on the parts of your business that need you most.
The Energy + Impact Method (simple but powerful)
Take your weekly to-do list (or your brain-dump list) and run each task through two questions:
Energy: Does this task drain me or energise me?
Impact: Does this task create meaningful impact in the business?
Then place it into one of four categories.
Category 1: Low energy + low impact (delegate first)
These tasks are often the biggest “time thieves.” They don’t move the needle, and they leave you feeling depleted.
Examples:
Inbox triage and filing
Chasing information (documents, missing details, “quick questions”)
Formatting documents
Booking meetings and rescheduling
Creating recurring calendar reminders
Basic data entry and CRM updates
Why these go first: they’re usually easy to hand over, easy to document, and they give you quick wins.
Category 2: Low energy + high impact (delegate early, with a process)
These are tasks that matter, but they take a lot out of you. They’re often the reason you feel like you’re working all day but never getting ahead.
Examples:
Client onboarding admin
Following up late payments
Managing a project tracker
Drafting standard client comms
Keeping systems up to date
Regular reporting and pulling numbers
How to delegate these safely:
Create a checklist (even a rough one)
Use templates for emails and messages
Start with a “draft then approve” workflow
Review weekly until you trust the process
Category 3: High energy + low impact (keep for now, or limit)
These tasks can be deceptively dangerous because they feel productive, but they don’t always create results.
Examples:
Tweaking your website copy for the fifth time
Designing pretty documents that don’t get used
Reorganising folders and tools
Learning a new platform you don’t actually need
What to do instead:
Time-box them (e.g., 30 minutes a week)
Turn them into “nice to have” tasks
Delegate later once your core admin is under control
Category 4: High energy + high impact (keep these — they’re your zone of genius)
These are the tasks that only you can do (or that you should do because they drive the business forward).
Examples:
Sales conversations and relationship building
Strategic decision-making
High-level client delivery
Thought leadership and visibility (when it’s aligned)
Leading your team
A note here: you can still delegate parts of these tasks. For example, you might keep the strategy but delegate the prep, admin, and follow-up.
What to delegate first: a practical starter list
If you want a simple place to begin, here are tasks that tend to work well for first-time delegation:
Inbox clear-down and ongoing inbox management
Diary management (booking, rescheduling, reminders)
Client onboarding admin (forms, checklists, chasing info)
Document creation from templates
Updating trackers (projects, tasks, client status)
Drafting routine emails (you approve before sending)
Start with one area, not everything at once. Delegation works best when it’s built like a habit.
What to keep (at least at the beginning)
In the early stages, it’s usually best to keep:
Anything that requires sensitive judgement without context
Anything that’s messy and undocumented (until you tidy the process)
Anything that’s deeply tied to your personal voice or relationships
That said, you can still delegate the supporting tasks around these areas.
The “delegation bug” is real (and it’s a good thing)
Here’s what we see all the time: clients start with a small package of support, delegate a few tasks, and suddenly realise how much time they’ve been losing.
Once you feel the difference — the breathing space, the clarity, the ability to focus — you naturally start spotting more things you can hand over.
That’s not you being “lazy.” That’s you running your business like a business.
Ready to start delegating (without the overwhelm)?
If you’ve been considering outsourcing some of your admin, we’d love to help you figure out what to delegate first.
You don’t need to hand over everything. You just need to start with the right things.
Book a call and we’ll talk through what’s currently on your plate, where you’re losing time, and what support would make the biggest impact.
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