Automating Delegations: A Guide

Manual task-assignment is still the default for most delegators.

• Beginner delegators → Spend their valuable time and energy assigning each delegation manually.
• Advanced delegators → Use auto-delegations when it makes sense to accomplish the same result (or better).

Auto-delegation is when your tools automatically create tasks for your assistant based on triggers you set up. No manual assignment is needed.

What auto-delegation looks like in practice

Auto-delegation isn't just automation. It entails creating intelligent systems that know when, how, and what to delegate to your assistant. Think of it as building a digital operations manager that works alongside you and your assistant.

In practice, this might look like:

• A Slack message automatically triggering when you add a meeting to your calendar
• An Airtable record generating a series of tasks when a project hits a milestone
• Email filters that route certain messages directly to your assistant's task list

The key difference from manual delegation? These systems run in the background — without requiring active management from you.

When does auto-delegation make sense?

Not every task needs automation. The most successful delegators have learned to quickly identify tasks that are ripe for automation versus those that need personal attention.

Before building any auto-delegation system, ask yourself:

→ Does this task occur regularly?

→ Are the steps consistent?

→ Can decisions be made based on clear criteria?

If you answer yes to these questions, you're likely looking at a prime candidate for auto-delegation.

Here's a clear breakdown to help you identify the right opportunities:

Implementing auto-delegations in your workflow

Moving from theory to practice requires a structured approach.

Many leaders fail at auto-delegation not because the concept is flawed, but because their implementation lacks foundation.

Before diving into specific platforms or tools, it's crucial to understand the core principles that make auto-delegation work.

These apply regardless of the tech you choose (or the tasks you're delegating).

Core principles for any auto-delegation

1. Start with the end in mind
   • What's the desired outcome?
   • What triggers indicate it's time for this task?
   • What information must be included?
2. Document the current process
   • Map out each step
   • Note decision points
   • Identify required resources
3. Simplify before automating
   • Remove unnecessary steps
   • Standardize where possible
   • Create clear decision criteria

Types of auto-delegations (and how to use them)

Think of these types as tools in your delegation toolkit – knowing when and how to use each one will determine your success.

While some tasks might fit neatly into one category, don't be surprised if you find yourself combining multiple types to create more sophisticated workflows.

1. Process-based

Standard tasks that follow the same steps each time.

Example: Monthly Report Generation

Trigger: First of month

Steps:

1. Pull data from standard sources
2. Apply template
3. Draft executive summary
4. Queue for review

2. Decision tree

Tasks requiring different approaches based on specific criteria.

Example: Meeting Follow-ups

If: First meeting

→ Send introduction package

If: Sales meeting

→ Create proposal template

If: Partner meeting

→ Update relationship tracker

3. Criteria-based

Actions triggered by specific thresholds or conditions.

Example: Expense Processing

If: Amount < $500

→ Standard approval

If: Amount > $500

→ Detailed review required

If: Amount > $5000

→ Executive approval needed

4. Time-based

Tasks triggered by temporal events or patterns.

Example: Conference Preparation

30 days before: Book travel

14 days before: Prepare materials

7 days before: Schedule meetings

1 day before: Final checklist

5. Sequence-based

Tasks that must occur in a specific order with dependencies.

Example: New Client Onboarding

Steps:

1. Welcome email → Triggers after contract
2. Setup call → After welcome email opened
3. Resource sharing → After call completed
4. Check-in → 7 days after resources shared

Platforms for auto-delegating (and their sweet spots)

Busy leaders make the mistake of forcing their processes to fit a specific tool.

Instead, start with your needs and choose platforms that naturally align with how you work.

Sometimes the best solution might involve multiple platforms working together seamlessly.

Slack

Best for: Real-time operations and team coordination

• Meeting preparation and follow-ups
• Quick approvals and decisions
• Status updates and notifications

Learn how to set up workflows in Slack here

Airtable

Best for: Data-driven workflows and project management

• Resource allocation
• Progress tracking
• Milestone-based tasks

Learn how to set up automations in Airtable here

Zapier/Make.com

Best for: Cross-platform integrations

• Complex multi-step workflows
• Data synchronization
• Conditional task creation

Learn how to set up automations in Zapier here

Learn how to set up automations in Make here

Notion

Best for: Knowledge management and documentation

• SOPs and playbooks
• Project templates
• Collaborative workflows

Learn how to set up automations in Notion here

What to avoid

Even with the best intentions and careful planning, auto-delegation systems can go wrong.

The most common failures aren't from lack of effort or poor tools, but from fundamental mistakes in approach and implementation.

Here are some things to avoid:

1. Over-automation traps
   • Don't automate tasks requiring significant human judgment
   • Avoid creating systems more complex than the problem they solve
   • Remember that some tasks benefit from personal touch
2. Common pitfalls
   • Creating too many decision branches
   • Neglecting error handling
   • Failing to document the system
   • Not having manual override options
3. Technical debt
   • Building without considering maintenance
   • Ignoring scalability limits
   • Skipping testing phases

Conclusion

Each automated process you create becomes a permanent asset in your productivity infrastructure.

While others continue manually managing tasks, your system quietly handles hundreds of delegations in the background to give you an exponential advantage in A) focus and B) execution power.