Ever notice how some days you feel like you’re running on fumes by lunchtime? You’re not alone. Every business owner and leader hits that wall at some point. What’s tricky is figuring out why.
Here’s the truth: most energy drain doesn’t come from sheer workload. It comes from doing the wrong type of work — work that doesn’t fit your role, strengths, or purpose. Luckily, there’s a simple way to find out where your energy is leaking — and how to plug the holes.
Let’s go step by step.
Step 1: Write Down Everything You Do in a Week
Yes, everything.
Meetings, decisions, emails, sales calls, employee check-ins, even the time you spend solving someone else’s problem.
Don’t overthink it; just capture it. This list gives you the raw data you need to see what’s really going on in your day-to-day.
Step 2: Sort Each Task Into Three Buckets
Now grab three columns (or color-code them if you’re feeling organized):
Tasks you want to do
Tasks you can only do
Tasks you can delegate
Here’s what each means:
Want to do: These tasks energize you. They tap into your creativity, your purpose, and the “why” behind your business.
Can only do: These are critical responsibilities that truly require your experience or decision-making authority.
Can delegate: Tasks that someone else could handle (maybe with a little direction or training).
At first glance, you’ll probably see a mix that doesn’t surprise you — but then you’ll spot a few things you didn’t realize were taking so much of your time.
Step 3: Notice What’s Draining You
Go through your list and highlight the tasks that feel heavy. You know the ones — they sit on your to-do list for days, or you need three cups of coffee just to start them.
Ask yourself:
Why does this task feel so heavy?
Does it fall under “can delegate”?
Is it something that used to matter but doesn’t anymore?
Most stress points show up right here. And that’s where you can start making changes.
Step 4: Start Delegating Intentionally
Start small. Pick one “can delegate” task this week and hand it off.
Here’s the trick: set clear expectations and success measures when you delegate. This doesn’t just lighten your load — it helps your team grow and take ownership. Over time, this one habit builds confidence in your team and gives you back hours (and energy) each week.
Step 5: Protect Your “Want to Do” Work
The work you want to do is where your best contribution lives. Design your week around it — even if it’s just an hour a day at first.
When your schedule reflects your strengths and purpose, you show up better for your team, your clients, and yourself.
The Bottom Line
Diagnosing what drains your energy isn’t about working harder — it’s about working smarter. When you focus your time on what only you can do and let go of the rest, your whole organization gets stronger.
Take an hour this week to try this exercise. You might be surprised by how quickly you’ll find your energy (and your clarity) again.
If you’re feeling stuck sorting out what to delegate or how to better structure your team, let’s talk. I help business owners build clarity around roles, systems, and leadership so you can spend more time doing the work that actually drives your business forward.
Schedule a quick call and let’s look at where your energy — and your structure — are getting out of sync.
Stephanie German is a business coach for small businesses focused on strategy and impact who are ready to take action with scalable guidance without the non-sense. She directly works with owners, founders, and leaders through a specific framework to compress time, increase income, and boost productivity. Find out ways to work together here.