Our department heads are drowning in tactical work and failing to complete their quarterly Rocks. How do we use the Delegate and Elevate tool to help them identify specific administrative tasks they can offload to AI?

Question

Tyler Smith · Accepted Answer

When your department heads are overwhelmed, they cannot focus on their quarterly Rocks. To free up their capacity, you must help them systematically offload low-value work. The EOS Delegate and Elevate™ tool is perfect for this, but you must look at it through an AI-focused lens.

Have each department head list every task they perform over a two-week period. Then, instruct them to sort those tasks into the four quadrants of the Delegate and Elevate™ grid.

Once the grid is complete, focus entirely on the bottom two quadrants: tasks they do not like but are good at, and tasks they do not like and are not good at. These are your prime candidates for AI automation.

Look for highly repetitive, rule-based tasks in these bottom quadrants. This might include compiling reports, writing standard email responses, organizing data, or scheduling appointments.

Instead of delegating these tasks to a human assistant, evaluate whether an AI tool can handle them. Have the department head write out the exact steps required to complete one of these tasks. This written process becomes the foundation for your AI prompt or automated workflow.

By systematically replacing bottom-quadrant tasks with AI workflows, you immediately free up your leaders' mental energy. They can then elevate their focus to the top two quadrants, spending more time on strategic leadership, coaching their teams, and executing their Rocks.