Not sure which tasks to delegate? Start with this list
Picking tasks to delegate sounds easy until you sit down to do it. When I first started handing off work, I told my guy, "I don't have any work for you today." The work was there. But in my head I didn't think I had the time to outline the work and record video. I thought it would take forever. Then I timed myself, and it took far less time than I thought.
So if your task list looks empty right now, I get it. This is the big list of tasks a team can take off your plate, sorted by type. Every item comes from work our team does.
Here's the rule of thumb from our How It Works page: if you can describe it clearly in a written brief or a short Loom video, there's a good chance we can do it.
One more thing before the list. Every plan covers every service. The only difference is how many tasks run at once.
So you don't have to pick a lane. The short version of each service is on our Services page
Libra Growth Labs is a growth consultancy. When they told their story, they had the team putting together ads for social media, editing videos, and wireframing new landing pages, plus odd jobs outside the box. Their words: “It’s A Night And Day Difference Working With DeskTeam360!”
The way I'd use this list is simple. Skim the headings, stop at anything that's been sitting on your own to-do list, and send that one first. A good place to look is the stuff you do over and over.
Website tasks
Website work runs anywhere from a quick homepage update to a full website rebuild.
- Landing pages Redesigns and full website rebuilds Custom WordPress builds and custom features WooCommerce stores GoHighLevel funnels Bug fixes and development requests Content updates, image swaps, and copy changes Site updates and cleanup Page layout polish, offer blocks, pricing tables, and modules Light on-page optimization work that you brief API integrations and custom functionality Integrations and QA passes
The team works in tools such as WordPress, React, WooCommerce, and Webflow. There's more on our websites and development page.
Then there's the upkeep, the stuff that's easy to put off.
- Monthly WordPress core, plugin, and theme updates Security monitoring and malware scanning Speed optimization and Core Web Vitals maintenance Daily or weekly automated backups Uptime monitoring
All of that falls under our website maintenance service, and it's included in your plan.
That can turn into a lot. For The Tobie Group, what began as occasional project support grew into everything from landing pages to advanced development. Then Ryan Burch's agency added website maintenance for its own clients, with reports and updates. Ryan's take on getting started: “I knew DeskTeam360 was different when I saw how deliberate the onboarding was. You actually coached us on how to get the most out of the team.”
Two more from client stories. Child USA, a non-profit, had the team build every new page and blog post. The Lands End School, a preschool in San Francisco, got a site where parents can fill out applications and schedule tours online.
If you run an agency, this work can go out under your brand. White label work is on all plans.
CRM and automation tasks
This is the setup and cleanup work inside your CRM and the tools around it.
- CRM setup and cleanup GoHighLevel CRM setup, pipelines, and workflow automation HubSpot configuration and workflow builds Zapier and Make automation builds ActiveCampaign automation sequences Workflows, pipelines, and task automations Form routing, tags, and handoff between tools API integrations and webhook setups
The team works in tools such as GoHighLevel, HubSpot, Salesforce, ActiveCampaign, Zoho, Monday.com, Zapier, Make, and n8n. The line on our CRM and automation page is, "If it has an API, we can probably work with it."
Email and funnel builds sit right next to this work, so they're on the list here.
- Email campaign builds and sends: newsletters, promotions, and broadcasts Automation sequences: a welcome series, drip campaigns, and lead nurture GoHighLevel funnel and workflow builds Landing page design and development A/B testing setup and management Klaviyo, ActiveCampaign, and Mailchimp builds Sequences, broadcasts, and segmentation
One honest note. The plan covers the build. You bring the words. If you help us train AI on your voice, the team can write for you. Our email and funnels page has more on these builds.
A real one from this group is Living The Potential. The team worked on integrating a membership, an email system, a website, and a payment process.
AI workflow tasks
These are the AI and automation builds the team takes on.
- AI chatbot design and deployment for your website, Facebook Messenger, or SMS AI agent setup Workflow automation builds in tools such as GoHighLevel, Zapier, Make, and n8n AI powered lead qualification and follow-up sequences AI content generation workflows and prompt libraries Process documentation and automation planning
Our AI workflows page lists the tools, such as the ChatGPT API, ManyChat, Tidio, and Botpress.
Video tasks
One example from the How It Works page is "Cut this 45-minute webinar into 5 social clips," and here's the rest.
- YouTube long-form editing: full cuts, intro and outro, and graphics Short-form content: Reels, TikTok, and YouTube Shorts Webinar and course content editing Social clips and repurposing packs Ad video cuts for Facebook, Instagram, and YouTube pre-roll Captions and lower thirds Simple motion graphics Thumbnail design
Raw files can come in as MP4, MOV, AVI, and most common formats. You can send them by Google Drive, Dropbox, or WeTransfer, or right along with the task.
Take one client's mix. Karen Cutler is an online business manager in San Antonio, Texas. Her projects with the team ran from building websites from scratch to graphic design and video editing.
One limit. 2D motion graphics are in. Complex 3D rendering and 3D modeling are not. The full rundown is on our video page
Tech support tasks
Tech support has the shortest rule on this list. If you can log into it, we can help you with it.
So there are no bullets for this one. You've already seen some of the fix-it work above, like bug fixes, site cleanup, and CRM cleanup. For anything else, that one line is the test.
Design tasks
Last up is design. Here's what the team takes on.
- Ad creatives for Facebook, Instagram, Google, and LinkedIn Logos and branding materials Ebooks, lead magnets, and workbooks Presentation decks and pitch decks Social media graphics: feed posts, carousels, stories, and reels covers Instagram and Facebook story templates LinkedIn post graphics and banners YouTube thumbnails and channel art
Social graphics come back ready to schedule. Replying to comments and DMs, and managing your online community, is outside what we do. The social side has its own page, our social content page
You own your design source files. The team works in tools such as Adobe Photoshop, Illustrator, InDesign, Figma, and Canva Pro. There's more on our design page
Duct Tape Marketing is a good picture of how this mixes together. In their case study, they used the team for websites from design to launch, page updates for clients on retainer, logos, and slide decks.
How to send your first one
It takes three steps.
- Step 1: Tell us what you need. Drop the task into our request form or send an email. Write it out, record a Loom video, attach a doc, or send a quick voice note.
- Step 2: Your North American account manager reads your task, assigns it to the right specialist, manages the timeline, and checks the work before you see it.
- Step 3: You review it and ask for changes. Revisions are unlimited on every plan. Then the next task starts.
Most tasks ship in 1 to 3 business days. You don't deal with the team directly unless you want to. And there are no standups to sit through.
The same people work on your tasks every month, from one office. We call that insourcing, and there's a post on what insourcing means .
You can line up more than one, too. The owner of Lemonade Legend said it this way: "Even though DeskTeam360 works on one task at a time, I can give them 10 tasks so once they finish one they can move on to the next thing."
Bigger projects get broken into tasks and completed in sequence.
A few minutes up front saves you a ton of time on the back end. If you want the bigger picture on handing off work, there's a guide on how to delegate tasks effectively
And if a template helps, there's the Ultimate Task Delegation Template This template shows you exactly what to delegate, how to brief it, and how to QA the results.
Questions about tasks to delegate
What tasks can I delegate to a team?
The team does websites, development, automation, AI workflows, video, tech support, and design. The rule of thumb on our site is this: if you can describe it clearly in a written brief or a short Loom video, there's a good chance we can do it.
What can't I send?
DeskTeam360 is not a replacement for your marketing strategist, business coach, or ads manager. We set up your ad accounts and build the ads, but we don't manage them. That means we don't monitor your ads or conversions, and we don't make suggestions based on conversions. For that kind of help, you can ask me on the weekly group calls. Link building and outreach are out. So are complex 3D rendering and 3D modeling.
How many tasks can I send at once?
As many as you want. Tasks are unlimited. Your plan sets how many run at the same time. That's 1 on Entrepreneur, 2 on Marketer, and 3 on Agency. The team finishes one and starts the next.
What if I run out of tasks to delegate?
It happened to me. I told my guy I didn't have any work for him, and the work was there the whole time. This list is here for that moment. I'm also on 2 weekly Ask Me Anything calls for clients, so you can bring the question there.
Do I have to write a long brief?
No, you don't. Write it out, record a Loom video, attach a doc, or send a quick voice note.
Will the team work in the tools I already use?
Yes, it will. We plug into your existing tech stack.
When I told my guy I didn't have any work for him, the work was there the whole time. I just didn't think I had the time to outline it. So if your list looks empty today, scroll back up and pick one thing to send.
