100 Tasks You Can Delegate to a VA
- Cheri Tracy
- Apr 1
- 5 min read
Updated: Apr 13
The Ultimate List to Free Up Your Time, Boost Productivity, and Scale with Sanity
If you're a creative entrepreneur doing all the things—design, shipping, customer service, content, and maybe even vacuuming your studio floor between batches—you're not alone.
But here’s the truth: you don’t need to do it all. And you shouldn’t.
Hiring a VA isn’t just about lightening your load. It’s about getting back your time, energy, and creativity so you can grow your business intentionally—not just reactively.
Below is your ultimate delegation list, broken down into categories that make sense for product-based, handmade, and creative business owners. Start small, pick a few, and watch the magic unfold.
Product Listings + Ecommerce Setup
Upload products to Shopify, Etsy, or Faire – Title, description, price, images.
Optimize product listings for SEO – Add keywords and tags.
Write compelling product descriptions – Based on your brand voice + features.
Format listings for mobile – Preview and adjust as needed.
Update old listings – Refresh images or descriptions.
Create product variants – Sizes, colors, scents, etc.
Add inventory SKUs – Organize and assign unique IDs.
Link related products – Cross-sell within your shop.
Set up shipping profiles – Based on weights/zones.
Upload product photos + alt text – For accessibility + SEO.
Order Management + Fulfillment Support
Check orders daily – Export reports, monitor pending orders.
Print packing slips + labels – Organize for daily fulfillment.
Update customers on shipping status – Send confirmations.
Track deliveries + handle delays – Especially for lost or late items.
Manage returns or exchanges – Create documentation + respond to requests.
Organize bulk order info – Wholesale or influencer requests.
Create a fulfillment checklist – Keep team tasks consistent.
Communicate with 3PLs or shipping partners – Escalate as needed.
Monitor out-of-stock items – Create restock alerts.
Update delivery timelines on listings – Stay transparent with customers.
Customer Service + Communication
Respond to customer emails – Use templates or tone guidelines.
Monitor your DMs on social media – Answer product questions or redirect.
Reply to Etsy, Faire, or Shopify messages – Within 24 hours.
Manage your support inbox – Filter, tag, and prioritize.
Create canned responses – For FAQs like “Do you ship internationally?”
Follow up after orders – Send thank-you messages.
Handle refunds + complaints with empathy – Offer credit or solutions.
Request reviews or testimonials – After delivery.
Flag issues for your attention – Anything needing your eyes.
Track support response times – Improve the customer experience.
Admin + Organization
Organize Google Drive or Dropbox – Product photos, forms, etc.
Create a file naming system – So assets are easy to find.
Maintain inventory spreadsheets – Update SKUs, stock levels, reorder alerts.
Format and organize documents – Line sheets, brand guides.
Transcribe audio/video notes – For blog posts, courses, or content.
Manage your business calendar – Launches, calls, production schedules.
Book appointments or vendor meetings – Confirm and follow up.
Create standard operating procedures (SOPs) – Based on how you work.
Track expenses + receipts – For bookkeeping.
Set up digital folders for recurring tasks – Content, customer data, assets.
Marketing + Content Creation
Schedule Instagram posts – Using Later or Meta.
Create Pinterest pins – Branded templates in Canva.
Write captions – Based on your brand tone + content calendar.
Repurpose blog posts into social content – Pull quotes + tips.
Design Instagram stories, YouTube videos or Shorts – Highlight launches or behind-the-scenes.
Create branded quote graphics – Using your fonts/colors.
Edit product mockups – Add new designs quickly.
Format and schedule blog posts – With links, images, SEO.
Collabs – Outreach, request & tracking.
SEO research – For better reach & future content.
Content Strategy + Planning Support
Research blog topics – Based on customer questions and SEO trends.
Create a monthly content calendar – Social, email, and blog.
Track content performance – Top-performing posts or traffic sources.
Pull analytics from Instagram or Pinterest – Add to a monthly report.
Track email open + click rates – Spot what’s working.
Monitor hashtag performance – Suggest new ones.
Compile testimonials – Use in graphics or sales pages.
Build a brand moodboard – Organize brand visual assets.
Organize content ideas – Store by platform or campaign.
Proofread + polish content – Catch typos before launch.
Email Marketing + Newsletters
Format emails in FloDesk, ConvertKit, or Klaviyo – Schedule something fun, like a birthday promo or event.
Segment your list – Tag VIPs, repeat buyers, cold subscribers.
Write newsletter or sequence drafts – Based on your tone.
Pull email stats – Clicks, opens, conversions. What's working? What's not working?
Update lead magnets – Add new freebies or landing pages.
Test email links + subject lines
Design simple email graphics – For launches or promos.
Clean your list – Remove bounces or inactive users.
Upload subscribers from Faire, Etsy, or Shopify – for both wholesale & retail.
Refresh email templates – use Canva templates.
Wholesale + B2B Support
Sync line sheets + product catalog to Faire / Shopify / Handshake
Track retailer inquiries – In Airtable or Google Sheets.
Follow up with past buyers – Send reorder reminders.
Research stockists in your niche – Drop them into pitch list.
Interact with would be retailers – Social media or blog comments.
Update you Faire listings & collections - Update quarterly (if note monthly)
Add new products to your catalog
Create a wholesale onboarding doc – Terms, lead times, etc.
Schedule promotions – Update quarterly (if note monthly)
Monitor Faire messages + respond quickly
Bookkeeping + Financial Admin
Upload receipts to Google Drive or QuickBooks
Track weekly/monthly expenses – Organize by category.
Reconcile payouts – Stripe, PayPal, Shopify, etc.
Create simple monthly sales reports
Update product costs for COGS tracking
Input mileage or travel expenses
Send invoices to wholesale clients
Chase down late payments (let's hope you do not have many of these!!)
Create an inventory valuation sheet
Log & create discounts + coupon codes
🧙♀️ CEO Support + Personal Admin
Organize your inbox – Unroll from junk, label important items
Respond to collaboration requests - Unroll from junk, label important items
Track goals + metrics – Like sales, growth, launches
Book travel for trade shows or events
Interview Requests - Outreach, follow up & scheduling
Order packaging, supplies or samples
Track press mentions – Add to a media kit - Set up a Google alert for your brand & your name
Organize testimonials or UGC content - Repurpose for social media, email marketing or website
Create a “Book of Wins” doc – Celebrate progress! See my Book of Awesome
Protect your focus – Keep you out of the weeds
Final Thoughts: Start Small, Then Scale
You don’t need to delegate all 100 tasks at once. In fact, please don’t. Start with 3–5 that feel light, repetitive, or annoying.
The goal? Free up your brain to do what only you can do: dream, create, and lead.And when you’re ready for more support? Come back to this list, hand off another handful, and keep building your dream biz—with way less stress. Did I miss something that you outsource to your VA that's been a game-changer for you? Let me know in the comments below. :)
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