Progress Over Perfection: Better Delegation to Your Executive Assistant

In so many small and medium startups, great delegation is the difference between stagnation and explosive growth.

And yet, many executives find themselves trapped in a perfectionism cycle that hinders their ability to leverage their team.

This is especially true for executives hiring an executive assistant. Whatever your intentions, the desire for perfection almost always leads to micromanagement, which is a surefire way to limit the potential of your virtual assistant services.

Today, I'm sharing why progress, rather than perfection, should be your priority when working with a fractional executive assistant and how this mindset shift can lead to greater success.

The Perfectionism Trap: A Common Pitfall for Executives

As a high-achieving executive, your attention to detail and exacting standards have likely been key factors in your success. However, when it comes to delegating tasks to your executive assistant, these same qualities can become significant obstacles. Let's explore a scenario that might feel all too familiar:

An executive delegates a brand new task to their virtual assistant. The assistant, while competent, makes a small mistake during the execution. Panicked by this imperfection, the executive swiftly takes over the task, convinced that they can't trust their assistant to perform it flawlessly.

Sound familiar? If so, you're not alone. A study by the Harvard Business Review found that 38% of managers struggle to delegate effectively, often due to perfectionist tendencies. But here's the crucial insight: this approach is likely limiting your growth potential and preventing you from realizing the full benefits of hiring a virtual assistant.

The 80% Rule: A Game-Changer for Delegation

Here's a powerful principle that can transform your approach to delegation: If someone else can perform a task even 80% as well as you, it should be delegated. This concept, popularized by bestselling author and entrepreneur Tim Ferriss, is particularly relevant when you hire a virtual assistant or work with fractional executive assistant services.

Why is this rule so effective?

1. It frees up your time: By delegating tasks that don't require your specific expertise, you can focus on high-level strategic work that truly demands your attention.
2. It promotes skill development: Allowing your assistant to take on new challenges helps them grow and become more valuable to your organization.
3. It scales your operations: Effective delegation is the only way to scale your business rapidly and reach your full potential.
4. It encourages innovation: Your assistant might find new, more efficient ways to complete tasks that you hadn't considered.

Real-World Success Story: The Power of Imperfect Delegation

Consider the case of Sarah, a tech startup CEO who struggled with delegating to her virtual assistant due to her perfectionist tendencies. Initially, she found herself constantly checking and redoing her assistant's work, which led to burnout and stagnation in her business growth.

After learning about the 80% rule, Sarah decided to change her approach. She started by delegating her email management to her fractional executive assistant, accepting that the responses might not be exactly as she would write them, but would be good enough to move things forward.

The results were transformative:

• Sarah gained back 15 hours per week to focus on strategic initiatives.
• Her assistant's skills improved rapidly with practice and feedback.
• The company's response time to inquiries decreased, leading to a 25% increase in potential client conversions.
• Sarah's reduced stress levels led to better decision-making and leadership.

This real-world example illustrates how embracing "progress over perfection" can lead to significant business improvements.

Implementing Better Delegation Practices: A Step-by-Step Guide

To make the most of your virtual assistant services and overcome the perfectionism hurdle, consider the following strategies:

1. Start small: Begin by delegating smaller, less critical tasks to build trust and confidence.
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2. Provide clear instructions: The best assistant agency will provide skilled professionals, but clear communication from you is crucial for success. Use tools like Loom for video instructions or create detailed process documents.
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3. Allow for learning curves: Remember that mastery takes time. Be patient as your assistant learns new tasks. Research shows it can take up to 66 days to form a new habit or master a skill.
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4. Focus on outcomes: Instead of micromanaging the process, concentrate on the end result. Define what success looks like for each task.
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5. Offer constructive feedback: Use any mistakes as teaching opportunities rather than reasons to reclaim tasks. The SBI (Situation-Behavior-Impact) feedback model can be particularly effective.
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6. Celebrate progress: Acknowledge improvements and successes to motivate your assistant. Recognition can increase productivity by up to 12%, according to a Gallup study.
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7. Set realistic expectations: Remember, the goal is progress, not perfection. Adjust your expectations accordingly.
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8. Use technology wisely: Leverage project management tools like Asana or Trello to track delegated tasks and their progress.

Overcoming Emotional Barriers to Delegation

For many executives, the reluctance to delegate stems from deeper emotional factors:

• Fear of losing control: Remember that effective delegation enhances your control by allowing you to focus on what truly matters.
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• Guilt about burdening others: Reframe delegation as an opportunity for your assistant's growth and development.
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• Perfectionism: Embrace the mantra "Done is better than perfect" for tasks that don't directly impact core business outcomes.

The Long-Term Benefits of Progress-Focused Delegation

By embracing a "progress over perfection" mindset with your executive assistant, you're likely to experience:

• Increased productivity across your organization
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• More time for strategic thinking and high-value activities
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• Improved job satisfaction for both you and your assistant
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• Faster business growth and scalability
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• Enhanced ability to take on new opportunities

A study by Gallup found that companies that effectively delegate experience 33% higher revenue growth over a three-year period compared to those that don't.

TL;DR: Embrace Imperfect Progress for Exponential Growth

As you continue your journey with your fractional executive assistant, challenge yourself to embrace imperfect progress. Recognize that the small mistakes along the way are far outweighed by the massive gains in productivity, growth, and personal development that effective delegation can bring.

Remember, the goal of hiring a virtual assistant is to expand your capabilities, not to find a perfect clone of yourself. By allowing room for growth and prioritizing progress, you'll be amazed at how much more you and your business can achieve.

Are you ready to unlock your full potential?

‍Talk with our team about optimizing your work with a fractional executive assistant, and let's determine whether you're ready to take your delegation skills to the next level. Don't let perfectionism hold you back. Start getting good at delegation today.