Delegate Smarter: A Free Task Assessment Tool for Small Businesses (Notion Template)

Running a small business can mean juggling clients, admin, emails, social media and finance – all before breakfast.

Delegation isn’t just about offloading tasks; it’s about protecting your energy and focusing on work that truly moves your business forward. The real challenge is knowing which tasks to delegate, which to keep, and fitting that figuring- out time into your already busy day.

That’s why I created this Notion Task Delegation Matrix — a free, simple tool to help you:

Rate each task across key factors like time, skill, enjoyment, and risk
Clearly see where your time is going each week
Get practical guidance on whether to keep it, delegate it, or delegate with support
Identify your Zone of Genius—the tasks that energise you and drive your best results

Side-note: If you’re new to Notion, it’s free to use and super simple to get started – no complicated setup or credit card.

Prioritise Delegation

Once you’ve listed and rated your tasks (or task categories), the matrix shows two key insights to help you prioritize delegation:

1. Action: Keep / Delegate / Delegate with Support

Delegate: Tasks that eat into your time but are straightforward to hand off → Create SOPs, hire a VA/freelancer, and set up minimal oversight (e.g., check-ins).

Keep: High-value tasks only you can do effectively → Block time and protect it.

Delegate with Support: Tasks outside your wheelhouse that require skill or pose higher business risk → Hire a specialist, check in regularly, and review their work.

2. Your Zone of Genius

This highlights the work that energizes you and leverages your strengths. Tasks in your Zone of Genius are where you produce your best results — your goal is to spend more time on these tasks.

Prep for Delegation

Clear handoffs are crucial to delegate without losing visibility or quality: Write step-by-step instructions, even for “obvious” tasks

Use SOPs and templates for recurring tasks
Record repeatable processes with Loom or Scribe to create reusable guides
Give access to necessary tools and systems
Check in for alignment, not micromanagement

Training someone might take 20–30 minutes upfront, but it can save hours each week and free mental bandwidth for your most important work.

Start Small

You don’t need to delegate everything at once. Pick 1–3 tasks that are clear drains and hand them off. Notice how your energy shifts, then gradually expand. Even small wins compound: every hour freed is time you can spend on your Zone of Genius, growing your business, and enjoying running it.

Delegation starts with clarity: what energises you and what can be handled by others.

This tool is just one way to find that clarity in a practical, visual way. The result = you can spend less time on low-value tasks, protect your energy, and focus on the work that actually moves your business forward.