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5 Time-Wasting Tasks Small Business Owners Should Outsource to a Virtual Assistant

• Nicola Berry

5 Time-Wasting Tasks Small Business Owners Should Outsource to a Virtual Assistant

Time is the one resource you can’t buy more of. Yet, so many small business owners spend their days trapped in the weeds of administrative work, leaving little energy for the high-level strategy that actually drives growth.

If you find yourself working late into the evening just to catch up on emails or admin, you are likely falling into the “Super-Hero Trap” - believing you have to do everything yourself to get it done right.

The truth? You don’t.

Here are 5 time-wasting tasks that are perfect for outsourcing to a Virtual Assistant (VA), immediately freeing you up to focus on what you do best.

1. Inbox Management (The Never-Ending Story)

How many times do you check your email a day? For most founders, the inbox is a source of constant distraction. Sifting through newsletters, spam, and cc’d threads to find the few emails that actually matter is a massive drain on your mental bandwidth.

How a VA helps:

  • Filters and archives non-essential emails.
  • Flags urgent items for your review.
  • Unsubscribes from clutter.
  • Drafts responses to common enquiries.

Result: You open your inbox to find only what needs your specific attention.

2. Scheduling and Calendar Tetris

“Are you free Tuesday at 2?” “No, how about Wednesday?” “Morning or afternoon?”

The email ping-pong game of scheduling meetings is one of the most subtle but pervasive time leaks in business. It breaks your focus and keeps you in a reactive state.

How a VA helps:

  • Coordinates availability directly with other parties.
  • Sends calendar invites with Zoom links and agendas.
  • Buffers your schedule to ensure you have deep work blocks.

3. Data Entry and CRM Hygiene

A messy CRM (Customer Relationship Management) system is a ticking time bomb. But entering business card details, updating client notes, or migrating data between spreadsheets is low-value, repetitive work that shouldn’t be done by the CEO.

How a VA helps:

  • Inputs new leads from events or web forms.
  • Cleans up duplicate entries.
  • Ensures client details are up-to-date and accurate.

4. Travel Planning and Logistics

Booking a business trip seems simple until you’re three hours deep into comparing flight connections, hotel proximity to the conference centre, and checking visa requirements.

How a VA helps:

  • Researches options based on your preferences and budget.
  • Prepares a full itinerary (flights, hotels, transfers).
  • Handles check-ins and travel docs.

Result: You show up at the airport with a digital itinerary in hand, ready to go.

5. Invoicing and Chasing Payments

Cash flow is king, but chasing it is a peasant’s job. Spending your time creating invoices and sending awkward “just following up” emails for late payments is not only a waste of time but can sometimes strain your relationship with the client.

How a VA helps:

  • Generates and sends invoices promptly.
  • Monitors payment deadlines.
  • Sends polite, professional reminders for overdue accounts.

The Bottom Line: Calculate Your Hourly Rate

If you can bill your time at £100/hour, but you are spending 10 hours a week on admin tasks that a VA could do for a fraction of that cost, you are effectively losing money.

Outsourcing isn’t an expense; it’s an investment in your capacity to earn.

Ready to Reclaim Your Time?

At Empower Virtual Assistant Services, we specialise in handling the tasks that slow you down. From complex logistics to everyday inbox management, we give you the freedom to lead.

Book a Free Consultation Today and let’s structure a support plan that works for you.