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Delegation Workbook
What do I delegate first — and how?
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Dump every task first, then press the buttons that apply — the workbook sorts your whole list into a delegation plan, surfaces new profit opportunities, and shows who gets freed up. Specific to your business, not a template.
The Big Idea
“I don't do admin work.”
— Julie Rhino
Not because she's above it. If a task has a clear process, someone on her team runs it — while Julie stays in what she loves: high-level business strategy and leading workshops. And here's what most owners miss: some people love admin work. They'd hate Julie's job. So delegating isn't dumping a burden on someone — it's handing your least-favorite work to someone who loves it.
A doctor who works with her team says it this way: “If it doesn't require a medical degree or license, someone else can — and is going to — do it.”
“If it doesn't require, someone else is going to do it.”
Section 1
Where your time goes right now
Section 2
The beliefs holding the door shut
We're about to make your business's unique delegation plan — but first: what beliefs are popping up right now about why you can't delegate? ⏱ 60 seconds
Now, for each one, ask: Is this true? Is there someone else in the world doing this right now? ⏱ 60 seconds
Section 3
The task dump — then sort
First, just dump everything — every task that needs to happen in the business, what's getting done now and what should be happening but isn't. One task per box — press “+ Add a task” for the next one. Don't tag yet. Names only, go fast. ⏱ 2 minutes
Now go row by row and press the buttons that apply to each task. As you tag, your sorted plan in Section 4 below builds and ranks itself automatically.
Who's on it now:Me (the owner) · Team (type their name) · Nobody yet — not being done (this is where new money shows up).
❤ Love it — you love it and are the best at it.
★ Money maker — big impact on revenue. Together with ❤ Love it = a Zone of Genius task to protect, never delegate.
Has a process — click this if the task could be turned into a process, even if it isn't written down yet. It doesn't need to be documented already — it just needs to be documentable. If it can be, someone else can eventually run it. Higher skill? Hire or train it.
💻 Done online — done entirely on a screen, so a VA can do it.
Long-term project — a build a VA chips away at between priority tasks.
⏸ Can wait — honestly parkable for now.
×/week — how often it happens. This is what actually decides delegate order below: whichever repeats most frees the most time first, regardless of any other tag.
Every task needs at least one of these to land in a bucket below: ❤ Love it + ★ Money maker together, Has a process, Long-term project, or Can wait. A task with none of those (or just one tag that doesn't combine into a rule — e.g. ★ Money maker on its own) shows up under “Not sorted yet” in Section 4 — every tag you did press still shows next to it there, so you can see exactly what's missing.
Once you've added everything, this button sorts your whole list into your delegation plan — Section 4 below fills in and ranks itself automatically as you tag.
Zone of Genius Delegate Untapped revenue Long-term project Parked
Hard truth: if there are a lot of “fires” and constant nuance in customer issues, you might be offering too many things or serving too many types of clients.
Section 4
What to keep and what to delegate first
Built live from your tags. From the tasks that have a process, the ones repeated most get delegated first — that frees the most time right away. More free time → more time to delegate the next thing, train your team, and hire A-players.
Your Zone of Genius Money Makers (loved + money-making + already being done — keep & protect)
Your delegate-first queue (being done now + has a process — auto-ranked by ×/week)
If a task is done online and has a process, a high-performing virtual assistant in the Philippines or Latin America can do it for a fraction of the cost — especially if you're okay with them using AI. As you grow, your key players get assistants too, so they stay in their zones of genius.
A VA can take these off your plate now(online + has a process, by ×/week)
Want these off your plate?
Don't have a VA yet? We'll hire you a trained, vetted one. Hire a VA →
Already have one? We'll supercharge them with our communication system and AI training. Supercharge my VA →
Has a process, but not done online(delegate in person — train or hire locally)
Untapped New Revenue Opportunities (NOT being done yet + makes money + has a process — adding these grows profit)
A VA could build & run these(online)
These would need a local / in-person hand
Long-term projects (the VA works these when they're not on priority tasks)
Parked for now (a week, a month, 6 months — burning out costs more)
Not sorted yet (doesn't have enough tags to land in a bucket above — whatever you've already marked shows next to it below)
One of these will sort it: ❤ Love it + ★ Money maker together, Has a process, Long-term project, or Can wait.
Section 5
Who gets freed up
Same tasks, sorted by who's carrying them now — so you can see whose plate clears first.
Section 6
The mistakes that burn first-time delegators
1. Delegating tasks you're NOT doing. A podcast, an online course — new projects usually don't make money at first, and they add approval work on top. So you're spending more time and more money before you've freed up either. First, free the time. New projects come after. (The exception: a profit opportunity you're choosing on purpose — then respect the trade: one process, one defined result, one owner.)
2. No communication structure. Here's how we do it for our clients — steal this: every VA takes our communication course before day one. Each day starts with a beginning-of-day checklist in priority order, they're trained to handle new tasks thrown at them mid-day without dropping the ball, and each day ends with an end-of-day report — what got done, what's next. They also take our AI training to supercharge them (clients can opt out of this).
3. Delegating to someone who is not a unicorn. After onboarding you should not have to: repeat yourself · ask if things were done · correct the same mistake twice · double-check the details. No matter how sweet they are — that's not okay.
How we find unicorns for our clients — steal this process, too:
We start by marketing heavy — online ads built on our core values and our clients' core values, to attract the best.
We screen a high volume of applicants.
We run background checks.
We give an attention-to-detail test.
We conduct an internal written interview.
We ask for a video introduction.
We give a grammar test.
We go direct to every past employer — LinkedIn, text, email, calls — for a recommendation and performance review.
And finally: we give the best a test in the form of a paid day's work, based on the real work they'll do for you — we judge a real workday, not an interview anyone can “ace.” This also ensures the VA gets it, wants it, and has the capacity to do it.
We sometimes screen thousands to get one — it's not magic, just a thorough process.
Section 7
The handoff — how to offload so it sticks
Pick the #1 task from your delegate queue and run this play the next time it's done:
Record a screen video as you do it (Loom, Zoom — whatever). Don't hop on a call and vomit words. Don't hand over a 64-page SOP. The video of the actual thing being done is crucial.
Define the result. What outcome do we want from this task? How does it fit the mission?
Rank it. Is this the #1 thing your VA (or new hire) works on when they clock in — or does it happen after their daily must-do's?
THE NEW OWNER builds the SOP. Have your VA (or whoever's taking this over) make their own checklist from your video. Every task gets a mini checklist.
Building a process that's not being done yet? Three ways in: (1) do it once badly with Loom running, (2) define the result and let the VA draft v1, or (3) hire an expert to build it and record as they go — you get the process and the training video in one pass.
Section 8
Managing what you've delegated
Two tools keep you out of micromanagement: beginning-of-day checklists (their priorities, in order) and end-of-day reports (what got done, what's blocked).
My Delegation Plan
This page builds itself from your answers above. Edit anything, then save your workbook as a PDF — it's yours to keep.
Your Next Step
You have your list to delegate.
You can either:
Hire and delegate yourself — this workbook is yours forever, and the Section 7 handoff play works — or
We hire you a unicorn — trained, vetted, communication-trained before day one, AI training included, backed by our whole team.
Supercharge the VA you already have
$500
per month — our AI-agent training + communication system
One monthly number covers everything: your VA, their AI-agent training (the $500/mo Supercharge program — included free with every Rhino Squad VA), and the whole team behind them — onboarding help, daily clock-in monitoring, end-of-day reports with scorecards, performance coaching, and happiness check-ins. No payroll, no benefits admin, no HR.
Money back at any time, no questions asked — and there are no contracts. If your VA is making you money and saving you time, you'll keep us because it works, not because you're locked in.
What happens on the call
It's a brainstorming call, not a pitch: 30 minutes, we open this exact workbook together, pull out the tasks that make you money first, and map your first handoff.
“We've worked with VAs for over six years — agencies, remote sites, all of it. People would vanish, performance would drop off. Since finding Julie Rhino and Rhino Squad, we've worked with the most amazing VAs. She's the HR department you never knew you needed.”
— Julie Broad, Founder, Book Launchers
★★★★★
“Rhino Squad RULES! I was so overwhelmed working IN my business, I wasn't sure what I COULD hand off. Not anymore. My EA does ALL the things I don't have time for. Rhino Squad has saved me time — and my sanity.”
— Iris Goldfeder, CEO, GasStove Creative
★★★★★
“Working with the team at Rhino Squad has helped my business save $5,000 on VA fees already — and we've only been working together 3 months. I bring a not-so-fully-formed idea to my VAs, and a day later, it's done.”
— Meghann Conter, Founder, The Dames®
And it goes both ways: our mission is to take amazing care of our VAs — community support, education, and excellent compensation — so they can work from home, be with their families, and take amazing care of you.