What to Outsource First When You’re Overwhelmed

If your to-do list feels endless and your brain is constantly juggling unfinished tasks, you’re not failing at business.

You’re overloaded.

Most small business owners don’t struggle because they lack skill or commitment. They struggle because they’re trying to be the expert, the admin team, the marketer, the bookkeeper, and the IT department all at once.

So instead of asking how can I fit more in, a better question is what should I stop doing myself first?

Start with what drains your energy

When people think about outsourcing, they often focus on visible tasks like social media or marketing. But the biggest relief usually comes from handing over the things that quietly drain your time and mental space.

These are tasks that:

• Sit on your list for weeks

• Break your focus during the day

• Get done late at night or “in between everything else”

• Have to be done but don’t directly grow your business

They don’t look impressive, but they matter.

The best things to outsource first

Inbox and diary management

Constant emails, follow-ups, and diary juggling create a reactive working day. Handing this over can instantly give you breathing space and help you feel back in control.

General admin

Invoicing, chasing payments, organising documents, uploading files, managing systems. Each task is small, but together they create ongoing background stress.

Repetitive weekly tasks

If you do something the same way every week, it can usually be documented once and delegated. These tasks are ideal for outsourcing because they don’t need constant decision-making.

Tech tasks you keep avoiding

Website updates, forms, automations, and system setup. These often linger on your list far longer than they should, quietly draining confidence and momentum.

What not to outsource straight away

The heart of your business still needs you.

Your expertise, your client relationships, and your voice should stay with you until your foundations feel solid. Outsourcing works best when it supports you, not replaces you.

A simple way to decide

Ask yourself:

• Does this task need my expertise or just someone capable?

• If I stopped doing this tomorrow, would my business still function?

• Does this give me energy or take it away?

If it doesn’t need you, that’s your starting point.

Outsourcing is a strategy, not a luxury

You don’t outsource because you’ve “made it”.
You outsource so you can think clearly, work sustainably, and focus on the parts of your business that really matter.

Less overwhelm leads to better decisions, better boundaries, and better results.

……………………

If you’re feeling stretched and not sure where to start, this is exactly what discovery calls are for.

A short conversation can help you work out what to offload first and what support would make the biggest difference right now.

You don’t need to have it all figured out.
You just need a starting point.