Ruthless Delegation: Crush 2025 Goals in minutes

Prevent burnout while focusing only on what matters.

Hey AI Productivity Explorer,

Welcome to the latest edition of your weekly newsletter “Solve with AI”.

Last week we talked about leveraging AI to access super-human like productivity.

I received many positive responses with people reaching out and asking for more. Interestingly, I was already exploring new ideas with AI productivity so the ask is pretty timely.

Every productivity guru, seasoned entrepreneur, and go-getter has heard it: "If you want it done right, do it yourself!"

Intriguing, isn't it?

You dive headfirst into your to-do lists, believing personal oversight is the key to your professional and personal success.

It's a misconception!

It leads to being overwhelmed, missing deadlines, and draining late-night work sessions.

They also tell you to “work smarter, not harder.” Sounds great, right?

The reality is most people end up doing both i.e. grinding longer hours just to keep up and trying to be clever with it. You’ve got tasks piling up, notifications buzzing non-stop, and let’s not even talk about the 20 things you still need to finish from last week.

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I call these the “Mediocrity Bandits”.

There are many Mediocrity Bandits but I want to focus on the top 3.

1. Overwhelm Monster: You’ve seen this guy. He creeps in when you're juggling ten things at once, convincing you that “just one more hour” will fix everything. It’s very tempting to continue doing what you are doing.

Spoiler alert: it never does.

2. Perfectionist Trap: You know this one too well. You are rewriting emails, and redoing tasks because no one else can do it just right. Meanwhile, you’re drowning in details that don’t even matter.

3. Time Thief: Every minute you spend micromanaging could be spent growing your business, building relationships, or imagining this: actually enjoying your life. But nope, Time Thief’s got you on lockdown.

It’s a vicious cycle with more work, less clarity, and always falling short.

But what if you could stop these Bandits dead in their tracks? What if you could offload the grunt work and still get it done better than if you did it yourself?

Here’s the thing: Delegation is a super productivity skill, yet it's an art that's often completely misunderstood.

In fact, a study conducted by R. Michael Anderson found that over 60% of leaders struggle with delegation, often falling into the trap of thinking it’s just about handing off tasks.

Image Source: Rmichaelanderson.com

But true delegation, the kind that frees you to focus on what matters, is a whole different game.

So, where do you stand when it comes to delegation?

How do you know if you are handing off tasks effectively and not being attacked by common delegation pitfalls?

• You’re not getting pulled back into the task: If you’ve delegated well, the task should stay delegated. If you’re frequently called in to “fix” things or answer a million questions, the handoff wasn’t as smooth as you thought. True delegation means letting go without being dragged back in.

• You trust the outcome without anxiety: If you feel a sense of calm knowing the task is in good hands, you’re delegating effectively. If you’re still anxious or losing sleep over whether it’ll get done right, you’re probably still holding too much control.

• You get updates at key points, not every hour: A sign of effective delegation is that you’re updated on progress when it matters, not constantly. Micromanaging leads to frustration for both you and the person you’ve delegated to.

• You see consistent results without your involvement: If the task gets completed on time, within the agreed-upon guidelines, and doesn’t need your constant input, you’re doing it right. Consistency is a key marker of effective delegation.

• You’re able to scale your efforts: When delegation is done right, you start to see how much more you can accomplish because your hands aren’t tied to the tiny details. You’re scaling your efforts, not just maintaining them.

• You’re developing your team or tools, not babysitting them: If your team or systems are growing stronger and more capable because of your delegation, you’re on the right track. Effective delegation leads to growth, not dependency.

So let me ask you again, where do you stand when it comes to delegation?

To find out, I have created a simple one-question quiz.

Yes. Only one question to immediately know what is your level of delegation (you don’t need an MBA 🙂).

It’ll reveal exactly which level of delegation you’re operating at right now, and more importantly, how you can take it to the next level.

Ready?

Here it is:

Which thought pattern best matches your current delegation strategy?

(Select one option from below)

• A. I tend to handle tasks reactively, addressing them as they come without much forethought.

• B. I plan out projects in detail, breaking them down into logical steps, and assign each step accordingly.

• C. I have recurring processes or triggers in place, where tasks are automatically handled without my constant involvement.

• D. I delegate based on clear, predefined systems or frameworks, allowing my team to follow my decision-making logic.

• E. My team often anticipates my needs and proactively suggests or handles tasks before I even think about them.

• F. My team operates with such autonomy that they handle entire projects without my involvement, and I only hear about tasks when they are already completed.

Where do you stand and what do these levels mean?

Delegation Levels:

A. Spontaneity Architect: You handle tasks as they arise, addressing needs on the fly.

B. Strategic Coordinator: You break projects into actionable steps and delegate each part with foresight.

C. Rhythmic Executor: You’ve automated and delegated recurring or predictable tasks, using rhythm and repetition.

D. Systemic Optimizer: You export decision-making algorithms, allowing your team to function with precision based on your preferences.

E. Intuitive Conductor: Your team can anticipate your needs and act without detailed input, offering suggestions proactively.

F. Quantum Delegator: You operate at the highest level of delegation, where your team acts autonomously and aligns seamlessly with your long-term vision, handling tasks you haven’t yet considered.

Don’t stress if you are not a Quantum Delegator. I am neither although we all strive to become one.

The point is to identify where you stand today and improve your skills.

But wait there is something else.

Delegation should not limited to assigning your tasks to humans. Instead, it's time to add a new copilot to delegation: AI.

Yes.

If you follow my weekly newsletter, you know that I am hyper-focused on how to delegate tasks and projects to AI. Be it mastering Stoicism, achieving financial freedom, becoming fearless, or analyzing Tesla’s 1.99% interest offer.

But the real magic happens when you pair this mindset with the right framework.

That’s where The One-Minute Essentialist Framework comes in.

This wasn’t something I just pulled out of thin air.

It was born out of necessity.

After realizing how easy it is to get trapped in the weeds, whether it's overthinking what to delegate, feeling guilty about handing things off, or even questioning whether AI can handle the job, I knew something had to change.

Inspired by Greg McKeown's Essentialism: The Disciplined Pursuit of Less and Ken Blanchard’s The New One Minute Manager and combined with the power of AI, I created this framework to simplify the art of delegation.

It cuts through the mental clutter and helps you decide what’s essential in one minute flat.

In that time, you’ll know exactly what to delegate, to whom (or what), and how to keep your focus on high-impact tasks.

Sound good? Let’s break it down.

The One-Minute Essentialist Framework: How to Delegate and Focus on What Truly Matters

Step 1: Clarify Your Vital Few

Essentialism teaches that the first step is to zero in on the few tasks or goals that truly move the needle.

Our lives are filled with clutter and we have limited time to focus. I often find myself juggling 5 things at the same time.

Like McKeown says, “Only when you give yourself permission to stop trying to do it all, to stop saying yes to everyone, can you make your highest contribution.”

Action Items:

1. Create a Priority Map: Write down everything you’re juggling. Goals, projects, tasks, the whole enchilada.

Then, ruthlessly pick the top one to three that will have the biggest impact on both your personal and professional life.

These should align with your core values and long-term vision. If it’s not driving the big picture, it doesn’t belong.

2. Ask the Essential Question: For each task, ask yourself: “Is this helping me make my highest possible contribution?” If the answer is no, it's time to delegate or cut it loose.

This is the foundation of smart delegation.

Only the tasks that align with your long-term vision stay on your plate. The rest should be passed on or eliminated.

Step 2: The One-Minute Goal Setting

Once you’ve nailed down what’s essential, it’s time to lock in specific, measurable goals for those top priorities.

In The One Minute Manager, Blanchard talks about "One-Minute Goals" – short, sharp objectives that you can review in under a minute.

Although SMART goals are not a new concept, adding it as a part of the framework process makes it even more powerful.

Action Items:

1. Set Short, Sharp Goals: Write down your essential goals in one or two sentences. Keep them razor-sharp, specific, and measurable. Don’t just say "Improve my marketing strategy." Go with "Complete the marketing strategy draft by Friday, focusing on social media outreach."

2. Use the 80/20 Rule: Pareto’s Principle is your friend. 20% of your goals should drive 80% of your results. Focus on that critical 20% when setting your goals.

This approach keeps you from drowning in a long list of tasks. You’re zeroing in on clear, impactful objectives that move the needle.

Step 3: Delegate the Non-Essentials

Push yourself to "edit your life" by cutting out the trivial tasks that suck up your time and energy.

It is hard to let go of things. Trust me I am in the same boat.

I feel connected to the process because it keeps me busy. Quantum delegators are ruthless and they know everything can be delegated.

When you delegate the non-essential stuff, you free up your brainpower to go all-in on what moves the needle.

Action Items:

1. Create a Delegation List: From your Priority Map, pick out tasks that are important but don’t need you to do them. Hand these off to your team, an assistant, or even AI tools to automate things like scheduling, reminders, or data collection.

Later in the post, we will talk about how we can delegate all these steps to ChatGPT.

2. Follow the “Done by Others” Principle: Delegate confidently. Make sure the person or tool has clear instructions and the resources they need to finish the task without you having to jump in all the time.

This is where the Essentialist mindset kicks in. You’re not here to micromanage but you’re here to trust others (or tech) to handle the non-essentials, so you can focus on what matters.

Step 4: One-Minute Praising

Once tasks are delegated, frequent feedback is key.

Praising is a game-changer for recognizing progress, keeping your team motivated, and adjusting when necessary.

Although Gen AI tools like ChatGPT do not require praise, it does require feedback to produce better results.

Action Items:

1. Immediate Recognition: As soon as a task or milestone is hit, take a minute to acknowledge it. Whether it’s a quick message, verbal praise, or an automated notification—recognition should be instant and positive.

2. Specific Feedback: Make your praise specific and tied to the task. Don’t just say, “Great job.” Say, “I appreciate how you finished the marketing strategy draft two days early. Well done for staying ahead.”

AI Feedback: When providing feedback to AI, actual inputs are more valuable than appreciation. “I like how you prepared the marketing strategy draft but I want you to keep your tone more authoritative”.

Praising tasks as they’re completed boosts motivation and keeps the people you delegate to engaged and productive.

Step 5: One-Minute Redirects

Sometimes things will go off-track. Modern life is filled with distractions i.e. cell phones, email or meeting notifications, urgent tasks, or actions.

The goal is to course-correct fast and effectively, without discouraging the person or team handling the task.

Action Items:

1. Quick Corrections: As soon as a task veers off course, give immediate, constructive feedback.

Focus on the task, not the person. For example, “It looks like the marketing draft missed the competitor analysis section. Let’s make sure that’s included in the final version.”

2. Follow with Encouragement: After the feedback, shift to an encouraging tone: “I know you’re doing great work, and adding this section will make the strategy even stronger.”

Redirections should be quick, clear, and followed by positive reinforcement to keep the momentum and morale high.

Step 6: Essential Weekly Reviews

Regular reflection is at the heart of Essentialism, and you need to review performance.

Carve out time each week to see if your delegation is keeping you focused on what matters and hitting key milestones.

I usually find early mornings on Fridays as the best time to focus.

Action Items:

1. Conduct a Weekly Self-Review: Set aside 30 minutes at the end of each week to ask yourself:

- Did I focus on my vital few tasks this week?

- Were the delegated tasks completed effectively?

- Do I need to adjust my priorities for next week?

2. Adjust as Necessary: Use this review to fine-tune your goals and delegation. If tasks are creeping back onto your plate, re-delegate. If your priorities have shifted, realign with what’s truly essential.

This keeps you on track and ensures you’re always focused on the tasks that move the needle.

Step 7: Build Essentialist Habits Through One-Minute Rituals

Building new habits is key to long-term success.

Combine the discipline of Essentialism with the quick, simple rituals to lock in lasting productivity habits.

Action Items:

1. Daily One-Minute Goal Review: Start each day with a one-minute review of your essential goals. This sets your focus for the day and keeps your actions aligned with your top priorities.

2. One-Minute Delegation Checks: Use automation tools or project management software to send you a daily report on the progress of delegated tasks. This keeps everything accountable without you having to micromanage.

These quick rituals create the momentum you need for lasting productivity.

By combining the principles of Essentialism and The One Minute Manager, you’ll achieve more with less effort.

Delegating non-essential tasks frees up your time for deep, focused work on what truly matters, while quick, structured feedback loops ensure that tasks are completed efficiently and effectively.

In 2025, adopt the One-Minute Essentialist framework to become a master of delegation and focus. Your goals will become not only achievable but inevitable, all without the stress of managing everything yourself.

Now, let’s automate this.

We will create a detailed ChatGPT prompt to automate the framework and steps mentioned above.