Delegating can be frustrating.
You hand off a task - only to get something back that you can’t really use. Something’s missing. Or it’s just not how you envisioned it. And in the end, you think: “I should’ve just done it myself…” 😤
But it doesn’t have to be that way.
If you’ve ever asked yourself, “How can I delegate tasks without constantly having to jump back in and fix things?”, then this article is for you. I’ll show you a simple method to make delegating easier: the Definition of Done (DoD).
How does a Definition of Done help you delegate? 🎯
You delegate a task - and get back exactly what you need.
That’s the goal. No questions halfway through. No “Can you just have a quick look?”. No more “I should’ve done it myself.”
With a clear Definition of Done, you’ll get fewer questions during or at the end of a task/project and reduce revision loops. It also strengthens independence and ownership within your team - building trust, creating learning opportunities, and encouraging problem-solving skills.
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Example: “The report should be submitted by January 1st. I feel confident that the data is accurate and that everyone can get the information they need from it.”
A Definition of Done like this sparks meaningful dialogue from the start. Someone might ask, “Who has access to the report and what info do they need?” This reduces misunderstandings and creates more clarity.
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That saves you time and energy in your day-to-day - and frees up mental space.
What is a Definition of Done? 🤔
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A DoD is a short, clear statement that defines when a task is considered complete.
“The task is done when [facts are met], [person] [feels], and [function is enabled].”
To make that work, every Definition of Done should include the following elements:
✅ Facts
Concrete, verifiable requirements.
The task is done when…
- …the proposal has been sent by Thursday, 12:00 PM …
- …the article is published in WordPress, including metadata & images …
- …the graphic is saved as PNG & PDF in the correct Drive folder – in 1:1 format …
💭 Feeling
What feeling should you (or your client) have when the task is complete?
- …I feel confident everything is complete & correct …
- …I feel fully informed …
- …the client feels seen, understood & professionally supported …
🎯 Function
What does the outcome enable? What was the actual purpose of the task?
- …the presentation explains a complex topic clearly & convincingly.
- …the graphic supports brand recognition on social media & strengthens positioning.
- …the proposal allows the client to make a well-informed decision with no follow-up questions.
Why is this especially important for solopreneurs & entrepreneurs? 🧑💼
Especially when you delegate tasks - whether to your team or a virtual assistant - you want to make sure they’re done correctly and independently, without having to micromanage.
A clear Definition of Done doesn’t just reduce back-and-forth, it also builds ownership in your team and keeps you from wasting your day on micromanagement. It ensures that tasks don’t come back half-done, but are completed in a way that lets you truly check them off - on your to-do list and in your mind. That saves you time and mental energy. You can let go with confidence.
This is especially valuable when working asynchronously (e.g. with a VA or freelancer). The clearer the expectations, the smoother the workflow - even without constant back-and-forth.
How it differs from the Definition of Done in Scrum / Agile Teams ⚖️
You might have heard the term “Definition of Done” in the context of Scrum or Agile teams. There too, it’s about clearly defining when a task is really complete. Here’s how they differ:
- DoD for Solopreneurs
- Goal: Save time, increase own productivity
- Method: Flexible per task, individually formulated
- Application: Individuals, entrepreneurs, delegation
- Relevance: Focus on individual, delegation & time management
- DoD in Scrum / Agile
- Goal: Ensure quality & consistency in the team
- Method: Defined once, the same for all tasks
- Application: Agile teams, especially in software development
- Relevance: Focus on team process & common understanding
The main difference is the purpose: While the Scrum DoD focuses on teams, processes, and product quality, the DoD for solopreneurs is about you - your time, your relief, and handing off tasks in a way that truly allows you to let go. 🙌
Examples of a solid Definition of Done 📓
Analyzing a customer survey
“The task is complete when the responses are compiled in a clear report ✅, the team feels well-informed to make decisions 💭, and I can derive concrete product improvements from it 🎯”
Creating a client proposal
“The task is complete when the PDF proposal with pricing, scope & timeline is finalized ✅, the potential client feels understood and taken care of 💭, and the proposal provides a clear basis for decision-making 🎯”
Planning & launching a new offer page
“The task is complete when content, design, and SEO are aligned & live ✅, the marketing team feels confident promoting the page 💭, and the page actively drives conversions for the new offer 🎯”
How to write your own DoD 🤓
Use these four steps to define your next task so it’s truly complete - for you and anyone working on it:
1. Define measurable criteria ✅
What needs to be visible, readable, or delivered for the task to be considered complete?
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Think format, file type, tool, deadline, color, structure, etc.
2. Describe the desired feeling or impression 💭
When will it feel “done” to you or others?
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This part is often forgotten - but it communicates what really matters to you, and your team can focus on delivering that experience.
3. Clarify the function or purpose of the result 🎯
What does this task enable? Why are you doing it?
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This is your “why” - the impact the result should have.
4. Share & discuss 🤝
A DoD is only helpful if it’s communicated.
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Share it with whoever is working on the task - your VA, a freelancer, or your team. This starts the dialogue early and helps avoid misunderstandings down the line, so you get exactly the result you need.
Conclusion 🚀
A Definition of Done is more than just a to-do checklist. It helps you communicate clearly, hand off tasks with confidence, and frees you from mental overload.
It’s the bridge between “I know what I mean” and “I get the result I want.”
If you’re great at defining tasks but not quite sure where to start with delegating, check out my Delegation Compass. It’ll help you figure out which tasks to hand off first - so you can level up your business while making everyday work more fun again.
