Mastering the Art of Delegation: Buy Back Your Time and Empower Your Team

For many business owners, the path to growth isn’t paved by doing more—but by doing less. In a recent episode of The Ownership Advantage, hosts Tanner and Kay dove deep into the art and science of delegation. The conversation tackled the anxieties leaders face when handing off tasks, why knowing what (and how) to delegate is essential, and how delegation fits into the broader strategy of building an empowered, high-performing team. If you’re a “do-it-myself” business owner struggling to let go, these insights might just be what you need.

Letting Go of the Reins (and Why It’s So Hard)

Delegation typically elicits two big emotions: relief and anxiety. Kay candidly admits to wrestling with the impulse to just “do it myself”—a mindset familiar to entrepreneurs everywhere. The logic goes: I can do it quicker and probably better, so why wait? But as she points out, operating this way leads to an overflowing to-do list and makes it impossible to focus on what truly moves the needle in your business.

Tanner echoes this sentiment, encouraging listeners to ask themselves: “Am I freeing up my time so I can focus on the things that will have a greater impact?” The core message: Delegation isn’t about working less, but about working on what matters more.

The Skill-Fun Matrix: A Smarter Way to Decide What to Delegate

Not everything on your plate should be handed off. Tanner suggests using the “Skill-Fun Matrix” as a visual tool to evaluate tasks. Map out all your activities along two axes: your level of skill (high to low) and your enjoyment of the task (high to low). Tasks that sit in the low-skill, low-enjoyment quadrant are prime candidates for delegation—or elimination.

For Kay, email management was one of those necessary evils eating up hours with minimal payoff. By identifying these time-drains, you can prioritize what to outsource and what you can—and should—let go entirely.

Calculating Your Buyback Rate

Another powerful filter Tanner introduces is the concept of the “buyback rate,” inspired by Dan Martell’s book, Buy Back Your Time. Start by calculating your own hourly rate (divide annual profit by 2,000), then take a quarter of that amount. If you can delegate a task for less than this buyback rate—do it! Every hour spent on low-value work is money (and opportunity) lost.

This logic flips the common “I can do it quickly myself” thinking on its head. Even if a task takes five minutes, those minutes add up and come at a cost—distracting you from higher-impact work.

Delegating Isn’t Abdicating: Systems, Communication, and Accountability

A crucial distinction emerges in the discussion: delegation is not abdication. Handing over a task doesn’t mean washing your hands of it. True delegation requires supporting your team, establishing clear communication, and creating feedback loops.

Kay shares her evolving process, from leveraging platforms like Discord for group communication to crafting detailed checklists and regular check-ins tailored to her team’s needs. The lesson? Find the right balance between structure and flexibility, and always empower your team with what they need to succeed.

Tanner highlights the importance of ongoing “cadence”—regular one-on-ones, project updates, and team meetings to review progress and clear roadblocks. As a manager, your job shifts to being a facilitator, not a micromanager.

Giving Your Team Room to Grow

Eventually, every leader confronts the fear that team members may not do things exactly as they would. Tanner offers a liberating mantra for anxious delegators: “80% done by somebody else is 100% freaking awesome.” Mistakes will happen, but if you foster quick feedback and a supportive environment, these become learning opportunities—not disasters.

Kay has seen firsthand the boost in morale and momentum when her team steps up to contribute on projects that excite them. Team members not only complete tasks, but bring fresh energy and ideas, freeing her to lead the business forward.

Final Thoughts

Delegation isn’t about surrendering control—it’s about multiplying your impact and nurturing a stronger, more engaged team. By leveraging tools like the Skill-Fun Matrix, calculating your buyback rate, and embracing thoughtful communication, you’ll set your business up for sustainable growth—and reclaim valuable time for yourself. As this episode of The Ownership Advantage demonstrates, the art of delegation is a gift you give to both your business and yourself.

Check out the full episode on YouTube HERE

Listen to the full episode on Apple Podcasts HERE