6-Step Framework
Step 1: Define
Your answers will reveal where time, energy, and attention are being wasted, and where delegation or simplification can free up capacity and focus.
This helps pinpoint the tasks that take up effort without moving the business forward, usually the first place to delegate, automate, or eliminate.
2: Are there any recurring tasks you know should be delegated but still fall on you or other leadership roles?
If these are still on your plate, there’s either a systems gap, a trust issue, or a lack of clarity around ownership.
3: How clear is task ownership across your team?
Ambiguity creates slowdowns. We need to know if people understand what they’re responsible for, and what they’re not.
4: What tasks or processes regularly create confusion, overlap, or delays?
When no one owns it, or too many people touch it, things get stuck. This helps identify where the breakdowns are happening.
5: Are you using any tools or systems to track delegation and accountability?
Without visibility, delegation fails. We need to know if tasks are being assigned, tracked, and followed up on, or lost in inboxes.
6: Which areas of your operations feel overly complex or harder than they should be?
Complexity slows execution. This tells us where you’ve outgrown your current process or added steps that no longer serve a purpose.
7: Are you regularly reviewing and removing outdated steps, processes, or approvals?
Systems need pruning. If you’re not reviewing regularly, inefficiencies build up fast and start dragging down your momentum.
8: How comfortable are you (or your team leads) with letting go of control and trusting others to execute?
A lack of trust is one of the biggest bottlenecks to growth. If leadership is holding on too tightly, the team never scales.
9: What tasks do you still touch that are no longer the best use of your time?
If someone else can do it 80% as well with a system in place, it’s time to let it go and free yourself up for higher-value work.
10: If your team had more clarity, fewer unnecessary steps, and better handoffs, what would that allow you to do more of?
Whether it’s strategy, sales, deep work, or leadership, this defines the value of cleaning up your operations and delegating more effectively.
Step 2: Audit
This includes busywork, redundant tasks, and unclear ownership.
- Make a complete list of recurring tasks across the team.
- Highlight what’s essential vs. unnecessary vs. inefficient.
- Identify decision points that could be handled at lower levels.
“We are a [business type] that serves [target audience]. Based on our current team workflow and task list, help us audit where time and focus are being lost due to complexity or poor delegation.”
Step 3: Delegate
This ensures everyone knows what they’re responsible for, and what they’re not.
- Assign task ownership based on role and function.
- Create role-based SOPs to support autonomy.
- Eliminate “approval dependence” by defining boundaries.
“We are a [business type] that serves [target audience]. Help us design a delegation system that assigns ownership, reduces bottlenecks, and increases speed across roles.”
Step 4: Elimate
This is about freeing up time by saying no to complexity.
- Eliminate outdated reports, meetings, or redundant processes.
- Remove overlapping tools that confuse rather than clarify.
- Say no to low-ROI activities or offers that drain the team.
“We are a [business type] that serves [target audience]. Help us identify tasks, processes, or tools we can eliminate to simplify execution and increase focus.”
Step 5: Simplify
The goal is fewer steps, clearer decisions, and more efficient execution.
- Streamline communication flows across platforms and teams.
- Reduce number of handoffs in a process.
- Use templates, checklists, and workflows to create repeatability.
“We are a [business type] that serves [target audience]. Help us simplify our internal workflows and team communication so things move faster and more consistently.”
Step 6: Reinforce
Delegation and simplicity only work when maintained consistently.
- Review systems quarterly and eliminate what’s become bloated.
- Coach team leads on reinforcing role clarity and self-sufficiency.
- Document process improvements and wins to keep momentum.
“We are a [business type] that serves [target audience]. Help us create a system to maintain clarity, reduce complexity, and reinforce a culture of efficiency.”
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