Section 06
The full task list
Every task I've ever offloaded, sorted by function. Use it as a checklist when scoping your first role.
Every task I’ve handed off over the years, sorted by function. Use it as a checklist when you’re scoping a role.
Don’t try to hire one person to do all of this. Pick one or two groups for your first VA. Layer in more groups as you hire more people.
The full list
Inbox & calendar
Inbox & calendar
- ✓Triage daily inbox into Action / Read / Archive
- ✓Send replies to routine emails using saved templates
- ✓Flag the 3–5 emails that need your direct response
- ✓Manage your calendar — book, reschedule, defend focus blocks
- ✓Send call reminders and confirmations to clients
- ✓Prep daily briefing of meetings + context for the day
CRM & lead management
CRM & lead management
- ✓Log every new lead into the CRM
- ✓Update contact records after calls and emails
- ✓Move deals through pipeline stages
- ✓Run the follow-up sequence (3, 7, 14, 30 days)
- ✓Re-engage cold leads quarterly using a saved script
- ✓Pull weekly pipeline report — leads in, leads out, conversion
Finance admin
Finance admin
- ✓Send invoices the day work is delivered
- ✓Chase overdue invoices on a polite sequence
- ✓Forward receipts to Xero / Hubdoc and tag them
- ✓Reconcile transactions weekly
- ✓Pull monthly P&L summary
- ✓Manage subscription audit — kill what you don't use
Client onboarding & ops
Client onboarding & ops
- ✓Send welcome pack and contracts when a deal closes
- ✓Set up shared folders / Notion pages for new clients
- ✓Book and prep the kickoff call
- ✓Run the offboarding checklist when work ends
- ✓Manage client gifting (birthdays, milestones, year-end)
- ✓Maintain SOP library — write new ones as workflows emerge
Content creation
Content creation
- ✓Add raw ideas and media into the Notion content calendar
- ✓Organise ideas into weekly content themes
- ✓Turn voice notes or bullet points into finished post drafts
- ✓Format carousels — covers, layout, text placement
- ✓Write captions, hashtags, hooks, CTAs
- ✓Repurpose long-form content into short snippets
- ✓Maintain a swipe file of templates and best-performing posts
Editing & production
Editing & production
- ✓Clip short reels from long-form video (Zoom, podcast, training)
- ✓Add captions, subtitles, transitions, B-roll using CapCut
- ✓Crop and resize for each platform
- ✓Rename and organise final files before upload
- ✓Build the cover image / thumbnail for each post
Scheduling & publishing
Scheduling & publishing
- ✓Upload posts to Metricool / Meta Business Suite
- ✓Schedule across IG, FB, TikTok, LinkedIn, YouTube
- ✓Repost top-performing content quarterly
- ✓Move posts through Notion status — Ready, Scheduled, Posted
- ✓Format and send the email newsletter
Engagement & reporting
Engagement & reporting
- ✓Reply to easy DMs and comments using templates
- ✓Flag warm leads from DMs and pass to you
- ✓Weekly performance report — top 3 posts, bottom 3
- ✓Monthly content review — what to double down on
- ✓Track follower growth, reach, profile visits
Personal / lifestyle
Personal / lifestyle
- ✓Book flights, accommodation, restaurants
- ✓Manage personal subscriptions and renewals
- ✓Order gifts, send cards, manage shopping
- ✓Research vendors / contractors for the house
- ✓Manage the family calendar where it crosses work