Delegation Tracker.
A free spreadsheet that tracks every task you hand off: owner, frequency, SOP, decision rights, access and review cadence. No email required.
Download
Works in Excel, Google Sheets (File → Import) and Notion (import the CSV as a database).
Free to use and share. Includes example rows, dropdowns, an hours-per-month formula and a summary sheet.
How to use it
- Log every task for one week, one row per task.
- Choose a 4D decision: Delete, Delegate, Defer or Do.
- For each Delegate row, name the owner, link a one-page SOP and set decision rights.
- List the least-privilege access needed. Never share passwords directly.
- Review on your cadence and move status from Not started to Owned.
Columns
Task, Category, Frequency, Minutes per occurrence, Hours per month, 4D decision, Owner, SOP link, Decision rights, Access needed, Review cadence, Status, Next review, Notes.
Example rows
| Task | Frequency | Min. | 4D | Owner | Decision rights | Status |
|---|---|---|---|---|---|---|
| Inbox triage and flagging | Daily | 45 | Delegate | Assistant | Draft for approval | Training |
| Calendar scheduling and rescheduling | Daily | 20 | Delegate | Assistant | Do | Owned |
| Expense receipts to accounting | Weekly | 30 | Delegate | Assistant | Do | Documented |
| CRM duplicate cleanup | Weekly | 40 | Delegate | Assistant | Do | Not started |
| Pipeline review with reps | Weekly | 60 | Do | Me | Never | Owned |
Using it in Notion
Import the CSV into Notion (Import → CSV) to make a database. Then set Frequency, 4D decision, Decision rights and Status as Select properties, and add views for "To delegate", "By owner" (board) and "Review due".
Related: Remote Assistant Onboarding Checklist · Delegation audit · All resources
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