The Top Outsourcing Benefits + What to Outsource First When You’re Ready
Discover what to outsource first when scaling your business and learn key outsourcing benefits that save time, reduce stress, and boost growth.
About a year ago, I was knee-deep in building my website and my branding with Julie from P&W Designs. I knew that if I was going to launch my own business, I couldn’t DIY it. Sure, I’m comfortable in Canva and can spot good inspiration on Pinterest—but I didn’t want to slap something together. I wanted to feel confident putting myself out there, and handing my brand and website over to a professional felt right.
Fast forward to spring when I realized I needed help with social media. I took a Reels Basic class from Makenna of Entirely Bonkers Media Co. I loved her sustainable approach for small business owners. Thanks to her guidance, I posted my first real reel (and survived).
Through Julie, I met Eden from Maven Made Copy, who drafted this very blog outline. Every month I was spinning my wheels trying to write relevant, SEO-friendly blog content—Eden’s outlines gave me relief, clarity, and hours of my life back. Now I repurpose my blog content for LinkedIn and social posts without the stress spiral.
All three were outsourcing decisions—decisions that saved me time, energy, and honestly, my sanity. I simply couldn’t (and shouldn’t) do everything alone.
Also—if you missed the news on Facebook or Instagram—this LLC is shifting. I’m still sharing systems, documentation, and onboarding content, but I’m starting to sprinkle in behind-the-scenes of bringing my long-time dream to life: a small retail space to call my own. It’s early, but it’s happening. The more I talk about it, the more I get excited about it!
Key Takeaways from this blog:
How to know when you’re ready to outsource
The top outsourcing benefits for small business owners
What tasks to outsource first (based on your time, strengths & stress levels)
Real examples from my own business
Signs You’re Ready to Outsource
You’re constantly working in your business instead of on your business.
For months, I spent way too much time trying to come up with content. It wasn’t my strength, I wasn’t efficient, and I dreaded it. If you spend your days putting out fires instead of moving big-picture goals forward, outsourcing is your next step.
2. Burnout or a lack of focus on your core strengths.
The energy I wasted stressing about what to post took away from where I actually thrive—systems-thinking, process improvement, onboarding strategy. Outsourcing helped me get back to what I am passionate about.
3. You’re missing opportunities because of limited bandwidth.
Think about what you could be doing if you offloaded the tasks that drain you:
Meeting potential clients
Finishing projects earlier
Starting something new
Resting (yes, that counts too)
Outsourcing buys you back your bandwidth.
4. Not Standardizing the Format
Even if you’re not ready to scale tomorrow, understanding what you shouldn’t be doing is important. Branding, bookkeeping, social media, copywriting—these professionals exist for a reason. They lift your business, while you run it.
The Top Outsourcing Benefits
Saves time so you can focus on growth and strategy.
Outsourcing gives you the ability to work on the things only you can do. I needed direction for my content, not more hours stumbling through Canva. Now I’m writing this blog from a coffee shop with an outline already built for me—that’s time saved, and clarity found.
Improves quality by leveraging experts.
I get compliments on my website all the time. While I had input, there is no universe where I could have built what Julie built. Your website is where people decide to work with you—quality matters. Professionals elevate your business in ways you can't replicate while juggling everything else.
Boosts scalability with systems and support in place.
This fall, Julie also set up my Flodesk welcome series and freebie delivery. Yes, I’m a systems girl—but I know when something will turn into a black hole for me. What she accomplished in a weekend what would have taken me days. Outsourcing sets you up to scale without burning out.
Reduces stress and prevents burnout.
Content used to stress me out. I dreaded it. So I downloaded a template and had Julie customize it to my brand colors. Makenna helped me to focus in on the types of graphics to use. Zero shame. Huge relief.
Frees up creativity so you can innovate.
With my business evolving, I need room to dream and build. Outsourcing clears mental clutter, removes bottlenecks, and gives you space to pursue what’s next—whether that’s a new service, new clients, or in my case . . . a retail space in the future.
Examples of What to Outsource First
If you’re unsure where to start, track your time for one week. You’ll immediately see what drains you or doesn’t align with your strengths. Think about the opportunities you’re missing because you're buried in busywork.
Here are common areas that deliver the biggest payoff when outsourced:
Administrative Tasks
If your inbox feels like a second job or scheduling is a nightmare, a virtual assistant—even part-time—can protect your calendar, reply to clients, and keep the day-to-day moving.
Marketing Support
For my business, these were the top areas that I needed to outsource:
Branding (typography, colors, logos, etc.)
Website design
Social Media coaching
Blog strategy rooted in SEO
Marketing was taking too much time and causing too much stress. Now, I have a sustainable structure and healthier boundaries around how much energy I give it.
Client Support
If your business is heavy on providing customer support, consider outsourcing to have someone to help with:
Creating FAQs for your potential and existing clients
Support emails or tickets
Client onboarding systems
As a former customer success manager, these are actually my favorite projects. I love building resources that save you time and give clients clarity. If you’re ready to offload this, email me at hello@katelynhyrkas.com.
Operations and Systems
Project management tools, CRMs, scheduling systems—these can either run your business beautifully or drain it. Outsourcing system setup can help you:
Automate admin tasks
Improve reporting and insights
Create structure that supports growth
If you know your systems aren’t working for you, it’s time to bring in help. Reach out to set up a discovery call to share more about where you’re at and where you want to be.
Specialized Expertise
Legal, HR, accounting—these aren’t DIY categories. From day one, I invested in legal review for my privacy policy, disclaimers, and contracts. It was absolutely worth it. These professionals keep your business protected and compliant.
Conclusion
Outsourcing isn’t a sign of weakness. It’s a growth strategy. It’s recognizing what’s outside your wheelhouse and getting support so your business can move forward with less friction and more confidence.
Pick one time-consuming, frustrating task and delegate it. Then pay attention to what opens up for you—mentally, emotionally, and practically.
There are a lot of outsourcing benefits for business owners. If you’re preparing to grow your team or hire a contractor, I can help you get your systems and processes in place before they come on board.
Schedule a call with me to get started!
FAQ
What are the pros and cons of outsourcing?
The biggest pros of outsourcing are the ability to leverage expertise outside your own skill set, save time, and free yourself up to work in your zone of genius. You get higher-quality results without the stress of trying to master everything yourself.
The main “con” is that you may need to interview a few providers before you find the right fit. But honestly, that’s a good thing. You want someone whose style, communication, and approach align with you. A strong working relationship is worth the extra step.
Who benefits the most from outsourcing?
You do—first and foremost. Outsourcing allows you to reclaim time, reduce overwhelm, and operate as the strategic leader your business needs.
If you have employees, they benefit too. When you take unnecessary or misaligned tasks off their plates, they can focus on the work they were actually hired to do. And let’s not forget: outsourcing also supports another small business or service provider, which creates a ripple effect of impact in the small business community.
Why is outsourcing effective?
Outsourcing works because it declutters your to-do list, frees up mental space, and centers your attention on the areas where you’re most valuable. It also gives you confidence that the task is being handled professionally and efficiently—often at a higher level than if you tried to tackle it yourself.
Remember: this post is for informational purposes only and may not be the best fit for you and your personal situation. It shall not be construed as legal, financial, or medical advice. The information and education provided here is not intended or implied to supplement or replace professional advice of your own attorney, accountant, physician, or financial advisor. Always check with your own physician, attorney, financial advisor, accountant, or other business professional before trying or implementing any information read here.
