Prompt

Here is a list of tasks I handle regularly: [list tasks]. For each task, determine whether I should delegate it (hand it off to a team member or external service) or automate it using a tool or software. Provide a recommendation for each task, briefly explaining why that approach (delegation or automation) would save time or improve efficiency. If a task is best kept for me to do personally, note that as well with a short reason.

How to Use

1. Define Your Inputs: List out all the tasks or responsibilities you want to evaluate. Include both small repetitive tasks (e.g., data entry, scheduling appointments) and higher-level tasks (e.g., creating strategy presentations, client communication). It can help to note roughly how much time each task takes or how often it occurs, as well as if there’s someone available to delegate to (an assistant, a team member) or tools you already use.

2. Customize the Prompt: Insert your list of tasks into the prompt exactly, replacing the placeholder. If you have any context that might change the advice, include it. For example, if you do have an assistant who can take on some work, mention that. Or if you’re not comfortable using certain automation tools, you could note “prefer solutions using tools we already have like Google Workspace”. The more context, the more relevant the AI’s recommendations will be.

3. Optional Add-ons: You can ask the AI to also prioritize which changes will have the most impact. For instance, “After listing delegate vs. automate, rank the tasks by which change would save me the most time.” Another add-on might be to request specific tool suggestions for automation (like “if recommending automation, suggest which tool or software could be used”). Additionally, if a task could be either delegated or automated, you might ask the AI to mention both options with pros/cons.

4. Run the Prompt: Execute the prompt with your task list in your AI tool. The AI will analyze each task and likely respond with a list or table: each task followed by a recommendation like “Delegate,” “Automate,” or “Keep,” along with a short justification. For example: “Task: Schedule meetings – Automate (use an online scheduler to avoid back-and-forth emails)”.

5. Review & Select: Review the AI’s recommendations. For each task, consider the suggestion and whether it’s feasible for you. Perhaps the AI says to delegate a task, but you might not have someone to delegate to – in that case, automation might be the only route, or you keep it for now. Conversely, if it suggests automating something that’s creative or requires personal touch, you might lean towards delegation or keeping it. Use the AI’s reasoning to inform your decision, but apply your judgment. You can always ask follow-up questions, such as how to automate a specific task or best practices for delegating a certain responsibility.

6. Expected Outcome: You’ll have a clearer picture of how to offload and optimize your workload. The output will detail which tasks you should delegate (and possibly to whom, like an assistant or a specialist) and which to automate (with hints at tools or methods), along with why – for example, “Automate invoicing to reduce manual errors and save 3 hours/week”, or “Delegate social media posting to marketing assistant so you can focus on client work”. This delegation plan lets you immediately target high-burden tasks and free up your time, either by assigning them to others or setting up an automation, leading to improved productivity and less burnout.