When to Outsource: A Guide for Overwhelmed Business Owners

Starting your own business often means beginning small, sometimes even while juggling a part-time job. In the early stages, you’re likely wearing all the hats: marketing your product or service, building your website, managing invoices, responding to customers, and everything in between. It’s a practical approach that helps keep costs down, especially when outsourcing just isn’t financially feasible yet.

If you’re still reading, chances are this scenario is hitting close to home and the overwhelm is starting to set in. In this blog, I’ll walk you through the key signs it’s time to get support, the types of help available, and how to actually go about getting it.

Hidden costs

The first step is recognising the hidden cost of continuing down this path not just in terms of your time, but in what it might be costing your business in growth, opportunities, and momentum.

When you're constantly stuck in the daily admin routine, there's little room to think strategically, explore new ideas, or take on projects that could move your business forward. You may be keeping things running, but you're not building the foundations to scale. Over time, this can mean stalled progress, missed revenue, and burnout all because you're too busy working in the business to work on it.

Key indicators that it’s time to get support

1. You find yourself working longer and longer hours, with your work-life balance completely out of sync.
2. Opportunities slip through the cracks, missed networking events, delayed responses to enquiries, or quotes sent too late.
3. The quality of your work starts to suffer as you juggle too much at once.
4. Tasks are becoming more complex and out of your skill set.
5. Worst of all, you’re forced to turn down new work simply because you don’t have the time to take it on

In some instances, some or all of the above might already be happening so let’s focus on what you can do.

Firstly, don’t assume that you have to ‘employ’ someone. There are many options available to you, and it will depend on the type of work you need doing. Below are some examples of the type of people that you can hire and outsource work to:

Freelancers

The are skilled professionals hired to complete specific tasks or projects which might be for a set period of time or ongoing. They usually work independently, often working with multiple clients at the same time, and are focused on doing the work you assign them.

They are:

• Task-oriented (e.g., admin, designing a logo, scheduling social media)
• Takes direction from you or your team
• Paid hourly or per project
• Generally less involved in strategy
• Ideal for filling resource gaps or handling overflow work

Examples:

• A graphic designer creating promotional materials
• A virtual assistant managing your inbox or calendar
• A copywriter drafting product descriptions
• Accountant who will handle your bookkeeping.

Consultants

A consultant (like me) is a subject-matter expert who is hired to provide strategic guidance, insight, and expertise in a specific area. And in some cases not using a professional in certain areas like running Google Ads can actually cost you money in wasted ad spend.

They are:

• Focused on outcomes and solving business problems
• Works collaboratively, often in a strategic capacity
• Provides analysis, planning, or high-level oversight
• May lead or direct a team of freelancers
• Ideal for businesses needing direction, systems, or growth strategies

Examples:

• A marketing consultant who develops your customer acquisition plan
• A Google Ads consultant (like me) who audits, optimises, and oversees your ad strategy
• A business operations consultant who helps streamline internal processes

Part-Time Employee

So, I’m not going to go into too much detail about this but for some businesses this might be the best next step. There is a tipping point when hiring a Virtual Assistant for 15 hours per week becomes more expensive than hiring a part-time admin person for example.

Briefly, a part-time employee is someone you officially hire to work for your business on a consistent schedule. Unlike freelancers or consultants, they are legally part of your team and may be entitled to employment rights depending on your country’s laws.

They will:

• Work a set number of hours each week (e.g., 10–25 hours)
• Has a defined role within your business
• You’re responsible for training, managing, and reviewing their work
• Paid hourly or salaried (with taxes and potentially benefits)
• You may be responsible for contracts, payroll, and compliance
• Often focused on day-to-day operations or support functions

Where to start

1. Identify the right tasks to outsource
   Begin by clearly pinpointing one area of your business that’s draining your time or outside of your expertise. This step is crucial as the more specific you are, the easier it will be to find the right person for the job. Start small; focus on just one task or area to begin with.
2. Define your budget
   Know how much you can realistically afford to spend. This will help you filter candidates and avoid wasting time on options outside your price range.
3. Tap into your network
   Ask your business groups, or professional communities for recommendations. A trusted referral can save you hours of research and significantly reduce the risk of hiring the wrong person.
4. Interview multiple candidates
   Don’t settle for the first person you speak to. Just like you wouldn’t get only one quote for painting your house, you shouldn’t hire without comparing options. Plan your questions ahead of time: ask about their experience, how they work, communication style, and how they’ve helped similar businesses.
5. Always use a contract
   Once you’ve chosen someone, put the agreement in writing. A clear contract protects both sides and sets expectations around deliverables, timelines, payment terms, and confidentiality.

It’s important to remember that outsourcing doesn’t mean giving up control, in fact, it’s often how you regain control. By being intentional and starting small, you can delegate tasks to someone who not only handles them more efficiently, and let’s be honest will do them better than you could (because it’s their area of expertise). And the right support doesn’t just lighten your workload, it brings fresh perspective, professionalism, and momentum.

Ultimately, outsourcing gives you what every business owner needs more of: time, clarity, and the space to grow your business with purpose.

If your thinking of outsourcing your Google Ads, why not book a free 30-minute discovery call to discuss what you’ve been doing so far, what you want to achieve - and how I can help!