As your business grows, the list of things you need to do grows with it. At first, it might feel like a bit of a badge of honour… being involved in everything, knowing every corner of the business. But there comes a point where that involvement starts to hold things back.
When everything depends on you, you become a bottleneck.
The value of bringing the right people in
A client recently hired a part-time Executive Assistant. Within a week, he was already feeling the impact. Tasks were getting done without his input, his diary was under control and he was able to step back and ask himself: What should I focus on now?
This is a shift that happens when you surround yourself with the right support. You stop working in the business and start working on it. Focusing on the high-value work that drives it forward.
Use the skill/fun matrix to decide what to let go
If you’re unsure what to delegate, the skill/fun matrix is a powerful tool – and it’s very personal to you.
It helps you sort your tasks into four categories:
- High skill/high fun. This is your sweet spot. Protect this work.
- High skill/low fun. Often strategic, it’s important but draining. You should consider if you can systemise or share it.
- Low skill/high fun. This can be energising, but is it the best use of your time?
- Low skill/low fun. Delegate this as fast as you can.
Look at where your time goes. The chances are that there’s a good chunk of time sitting in that low skill/low fun quadrant. These are tasks that someone else could do, often better and faster.
The barriers that cause the bottleneck
But what are the things that stop us from finding the right people and delegating tasks?
Even when we know we need help, these are some of the common reasons business owners hold back:
‘It’s quicker to do it myself.’
In the short term, that might be true. But if you always take that approach, you’ll always be the one doing it. It’s like teaching a child to tie their shoelaces. It’s slower, messier and more frustrating at first. But if you keep stepping in, they never learn.
The same applies to your team. Invest the time to train someone properly and you create long-term freedom, not just for you, but for the business as a whole. A short delay now is worth the time you’ll save again and again later.
‘I know my business best and I’m the best one for the job’
Yes, you do, and in most cases, you might genuinely be the most capable person to handle a particular task. But that doesn’t mean you should be doing it. If every decision, email and piece of admin flows through you, the business can only grow as far as your capacity allows.
Being the most capable person in the room isn’t a reason to cling to every task. It’s a reason to build a team you can trust so your time is spent where it has the most impact. Delegating doesn’t dilute control, it expands capacity.
Cash flow concerns
Hiring can feel like a leap when cash flow is tight. For many small businesses, that’s a daily reality. But it’s not just a financial decision; it’s a strategic one. Rather than focusing only on what’s in the bank today, take a forward view and think about what’s in the pipeline. What recurring revenue or confirmed orders are on the horizon?
If the numbers support it, the right hire can free you up to bring in more business and drive growth. If you delay too long, the workload builds and you risk burning out or missing opportunities. Sometimes, working longer hours feels like the safer option, but it’s a choice that can cost more in the long run.
The recruitment process feels overwhelming
Recruitment itself doesn’t need to be perfect. It just needs to be active. Waiting until you’re desperate only compresses the timeline and increases the pressure. Start now, because hiring takes time.
Even if you hit publish on a job ad today, it might take weeks to shortlist, interview and make an offer. Then comes the notice period, onboarding and training. All told, you’re probably looking at a three-month lead-time. Put it off and you’re pushing that timeline out even further.
Recruitment can be time-consuming, but here’s a perspective shift: You don’t need to decide now. You only need to decide once you find the right person.
Good people are out there. But you won’t find them if you don’t start the process.
Focus on the work that only you can do
Every business owner should ask themselves ‘where do I add the most value?’
Often, the answer is:
- Building relationships
- Bringing in new clients
- Setting the vision
- Coaching the team
- Driving strategy
And sometimes, it’s just getting back to what they love. Whether that’s design, creative work, problem-solving or being client-facing. One thing’s for sure, as a business owner, it’s very unlikely you started the business to be buried in admin!
Build a business that doesn’t rely on you
Ultimately, your job is to build something that works without you. Not because you want to check out, but because you want the freedom to check in where it matters most. That might be business development. It might be innovation. Or it might be about having more time with your family.
Getting the right people in your business gives you that space. It also gives your business the structure to scale. So don’t wait until you’re at breaking point. Start before you’re ready. Trust the process.
Don’t be the bottleneck.
