Delegation Readiness Framework
A repeatable scoring framework for deciding whether a task is ready to move to a virtual assistant — scoring repeatability, documentation, decision-rule clarity, and risk.
How to use this framework
Score each candidate task from 1 to 5 on four dimensions, then add the scores. The total tells you how ready the task is to move to a virtual assistant — and, just as important, what needs to happen before it can move.
The four scoring dimensions
- Repeatability — How often and how predictably does the task recur? Tasks that follow a schedule score high.
- Documentation — Can the steps be written down today, as the team actually runs them? If no one can write the steps, score low.
- Decision-rule clarity — Do the edge cases have rules? A task with rare exceptions scores high; one where every case is different scores low.
- Risk — What does an error cost? Higher risk means lower readiness, so score this dimension with the cost of a mistake in mind.
Scoring the task
| Score | Readiness | What to do |
|---|---|---|
| 16–20 | High | Delegate after a documented SOP and a review window |
| 11–15 | Medium | Delegate with training and regular spot checks |
| 6–10 | Low | Keep in-house or fix the documentation first |
| 0–5 | Very low | Keep in-house |
Score the task as it runs today, not as you hope it will run. If a dimension scores low, fix that part of the system before delegating — the score is a to-do list, not a verdict.
How the framework connects to the Circle system
This framework maps to the Delegation Planning stage of the Circle system — identifying which repetitive tasks can move off the team and what must stay. Use it alongside the patient recall article and the patient recall workflow to turn a scored task into a working handover.