Tasks that are clearly documented, recurring, need limited access and have a clear completion check. Hand varied routine work to a virtual assistant, recurring measurable work to a managed process, and rule-based high-volume steps to automation. Improve undefined tasks first, and keep approvals in-house.
The right model depends on how stable, measurable and rule-based the task is.
A dedicated person working in your tools, under your direction, on routine tasks that still need a human touch.
A team runs a documented process to agreed volumes, turnaround times and quality checks, with a lead who reports back.
Software handles rule-based, high-volume steps; people review exceptions and anything the rules can’t decide.
Some work isn’t ready to hand over, or shouldn’t be: undefined tasks, strategic decisions and final financial approvals.
Start from an example or rate your own task. The recommendation updates as you answer.
Inputs, risk, the owner who stays accountable, and how you know the job is done. Filter by the best-fit model.
| Task | Inputs | Risk | Owner | Completion check | Best fit | Service |
|---|---|---|---|---|---|---|
| Data entry from forms and documents | Source documents, target template, field rules | Medium — errors spread into other systems | Operations manager | 10% sample checked against source; no blank required fields | Automation | AI document processing → |
| Purchase order processing | POs, supplier list, price files, approval rules | High — wrong quantities or prices | Purchasing lead | PO matches quote and approval; logged with a number | Managed process | PO processing → |
| Ecommerce catalogue updates | Product sheets, images, category and pricing rules | Medium — wrong price or stock visible to buyers | Ecommerce manager | Price, SKU and stock spot-checked on the live store | Managed process | Ecommerce back office → |
| CRM clean-up and updates | CRM access, field definitions, duplicate rules | Medium — lost or duplicated leads | Sales lead | Duplicate count falls; required fields complete | Automation | CRM automation → |
| Recurring reports | Data sources, report template, deadline | Low to medium — wrong numbers in decisions | Finance or operations lead | Totals reconcile with source; sent on schedule | Automation | AI & workflow automation → |
| Inbox and calendar support | Inbox rules, calendar preferences, escalation list | Medium — privacy and missed priorities | Business owner | No missed priority emails; daily summary sent | Virtual assistant | Virtual assistant → |
| Order and shipment tracking | Order system, carrier portals, exception rules | Medium — late deliveries go unnoticed | Logistics lead | Exceptions flagged within the agreed time | Managed process | Logistics back office → |
| SOP and documentation upkeep | Screen recordings, process owners, current SOPs | Low — out-of-date instructions | Process owner | Owner signs off each SOP; version date shown | Virtual assistant | Back-office support → |
| Invoice approval and payments | Invoices, budgets, approval authority | High — financial authority | Finance owner | Approvals stay in-house; preparation and matching can be delegated | Keep in-house | Keep in-house |
| Pricing, hiring and strategy decisions | Business context and judgement | High — strategic | Leadership | Not delegated; research and preparation can be | Keep in-house | Keep in-house |
Starting suggestions. The right fit depends on your volumes, systems and documentation.
Screen-record the task once, start to finish, including the odd cases.
Turn the recording into steps, inputs, examples and a completion check.
Give the least access needed: separate logins, a shared password manager, no payment rights by default.
Two to four weeks with every item reviewed against the completion check.
Reduce checks to samples once quality holds; review the SOP each quarter.
The more authority a task carries, the more structure it needs — and some rungs should stay with you.
Reports, dashboards, read-only exports
CRM, catalogue, order notes, calendars
POs, quotes, refunds within limits
Payments, contracts, bank access
Practical answers, including what to keep.
Start with work that is recurring, documented, rule-based and needs limited access. Score each task on clarity, volume, permissions and review needs, and begin with the highest scorers.
A virtual assistant is a person working under your direction on varied routine tasks. A managed process is a team running a documented workflow to agreed volumes, turnaround and quality checks. Automation uses software for rule-based, high-volume steps, with people handling exceptions.
Yes. Even a short SOP with inputs, steps and a completion check makes quality measurable. We can help write it from a screen recording.
It can reduce the need for immediate full-time hiring and free your team for higher-value work, but savings depend on the task, volumes, the review effort and the cost of fixing errors. Run a pilot and measure it.
Final approvals, payments, contracts, strategic decisions and anything you can’t yet describe clearly. Preparation for those tasks can often still be delegated.
Yes. MTI Tech can help score your task list, write SOPs, set up permissions and run recurring workflows as a virtual assistant, managed process or automation.
We score each task, suggest the right model and help write the SOPs before anything is handed over.
