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Last update September 2026
Outsourcing can be extremely beneficial for small businesses from the very beginning. Owning and operating a business requires focus, and spending too much time on routine tasks such as bookkeeping, social media management and website maintenance can distract you from activities that directly support growth.
Even if you believe you are the only person who can complete every task effectively, handling everything yourself may not be the best use of your time and energy. Knowing when to delegate can help you concentrate on the work where your knowledge and involvement matter most.
How do you know which tasks to outsource?
The first step is to identify the core areas of your business. These are the activities that define what your company offers and directly affect what your clients receive. Core responsibilities should not normally be outsourced without careful oversight.
For example, a company specialising in web design may want to keep creative direction and website design within its core team. However, it could outsource supporting tasks such as bookkeeping, payroll management, administrative work or selected areas of content and social media management.
Before hiring outside help, create a list of the tasks involved in running your business. Consider how much time each task takes, whether it requires your personal expertise and what would happen if it were completed poorly. You can then divide suitable tasks into three main categories.
Repetitive tasks
Data entry is a good example of a repetitive task. Even if your in-house team can complete it, their time may be better spent on work that has a greater effect on customers and business growth.
Other repetitive or back-office tasks may include:
- Organising files and documents
- Scheduling appointments
- Processing routine emails
- Updating databases
- Preparing standard reports
- Formatting and uploading content
Some repetitive work can also be handled with automation or AI-assisted tools. Before outsourcing it, compare the cost and reliability of a suitable tool with the cost of hiring a contractor. Automated output should still be reviewed by a person, particularly when accuracy or customer information is involved.
Specialised tasks
Specialised tasks require skills that may not be available within your existing team. IT support is a good example, particularly when your business needs technical assistance only occasionally. Hiring a full-time employee for infrequent work may not be practical, so an experienced freelancer or specialist company could be more suitable.
Other specialised tasks may include website development, graphic design, search engine optimisation, payroll administration and particular areas of digital marketing.
When outsourcing specialised work, review the provider’s experience, portfolio, references and understanding of your industry. A small paid trial project can help you assess the quality of their work before making a longer commitment.
Expert tasks
Expert tasks require a high level of knowledge, experience and professional judgement. Financial analysis, legal services and complex cybersecurity work are examples.
Many small businesses and start-ups cannot justify employing a full-time specialist for work they need only periodically. Outsourcing can provide access to the required expertise without creating a permanent position.
However, price should not be the only consideration. Check the professional’s qualifications, experience and insurance where appropriate. Legal, financial and other regulated work should be assigned to a suitably qualified professional.
Consider security and access
Before sharing company information, decide exactly what the contractor needs to access. Avoid providing unrestricted access to accounts, systems or confidential files when limited permissions would be sufficient.
Use written agreements covering confidentiality, ownership of completed work, payment terms, deadlines and the handling of business or customer data. If personal information will be shared, make sure the arrangement complies with the data-protection requirements that apply to your business. The Information Commissioner’s Office explains how data-sharing agreements can clarify each party’s responsibilities.
Remove access promptly when a project or working relationship ends.
Compare the complete cost
Outsourcing is not automatically the cheapest option. Compare the contractor’s fee with the value of the time you will save, but also consider management time, software costs, revisions, training and possible delays.
Define the scope of work before agreeing on a price. Specify what needs to be delivered, when it is due, how many revisions are included and how success will be measured. Clear expectations reduce misunderstandings and make it easier to compare providers fairly.
Maintain quality and accountability
Outsourcing a task does not mean giving up responsibility for the result. Provide clear instructions, examples and deadlines, especially during the first project.
Agree on how progress will be reported and who will review the completed work. For ongoing arrangements, use simple quality measures such as accuracy, response times, deadlines or customer satisfaction.
Examine every task you are considering outsourcing and classify it as repetitive, specialised or expert. Review your budget, assess the possible benefits and risks, and select a reliable contractor who can complete the work in a timely and cost-effective manner.
The right outsourcing decision should give your business more time, skills or flexibility without weakening quality, security or control.
You may also like: Know When to Delegate
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About the Author
Kristy is the Founder and Managing Director of Virtual Elves. In just 3 years Virtual Elves has become one of Australia’s leading providers of outsourcing solutions and resources, helping business owners improve their productivity, increase their profitability and create the business and lifestyle they really want. Find out more and sign up for the Virtual Elves Newsletter!
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