Use voice notes to delegate tasks to your assistant

If you want to delegate tasks to your executive assistant, but think delegating is time-consuming, choose to do so through voice messages: there’s nothing faster than hitting record and sending a quick voice note. We looked into which tools startup executives are using to send voice messages and found five you can start using right now: Say&Go, Slack, iMessage, Epiphany, and WhatsApp.

Chances are, you already use at least one of these. They all function similarly (some are paid, some have a sleeker interface than others; some have a cost, while others are free). The real value of voice notes is what you and your executive assistant can do with the tool you choose.

Here are 5 reasons you should use voice notes to delegate tasks to your EA. They’re all based on real-world examples from startup executives. You’ll see exactly how their EAs transform quick recordings into organized notes and actionable next steps, so you can start doing the same today.

Table of contents: 

1. Voice notes can help you build a second brain
2. Delegate tasks using voice notes if security is a concern
3. Use voice notes if talking comes more naturally than typing
4. Delegate tasks using voice notes for quick wins
5. Use voice notes if you’re always on the run
6. Which tasks can you delegate through voice notes?

1. Voice notes can help you build a second brain 

The CEO of a Series B startup has turned voice notes into a powerful tool to delegate tasks and organize his thoughts, essentially building a “second brain” with the help of his executive assistant, Fabiola. Every day, he uses Say&Go to quickly record voice messages, which are automatically emailed to himself and his EA. These messages fall into two main categories: reminders and tasks.

Tasks are mostly related to calendar management—rescheduling meetings, finding time for new ones, or adjusting his schedule on the fly. Reminders, on the other hand, cover both professional and personal  ideas, from “Should we increase the price of X?” to “Buy wiper fluid for the car.”

Fabiola transcribes all these messages into an iCloud document that serves as a central hub for his to-dos, ensuring he can act on them effortlessly. To keep things running smoothly, she confirms completed tasks via Slack and he deletes reminders once they’re handled.

This system turns scattered thoughts into organized actions, allowing him to focus on what matters most. With the right executive assistant, a simple voice note can become a streamlined workflow, helping you build a second brain that works for you.

2. Delegate tasks using voice notes if security is a concern

A Series B startup co-founder discovered the power of voice notes when she needed to make a purchase but preferred not to send her card details in writing. Instead, she recorded a quick voice message on Slack and sent it to her executive assistant, Andrea. That one moment changed how she delegated tasks.

She quickly realized that voice notes weren’t just a secure way to share sensitive details; they also allowed her to communicate tasks more naturally. She began using them to explain her vision for assignments, highlight key considerations, and provide additional context that might get lost in text.

Andrea, in turn, would summarize the outcome in writing, keeping everything organized and documented. This approach proved invaluable. Not only did voice notes make delegation faster and clearer, but they also helped Andrea gain deeper insight into her executive’s thought process. This fostered trust and improved their working relationship.

For busy startup leaders, voice notes offer an efficient, personal, and secure way to communicate, making delegation easier while strengthening collaboration with your executive assistant.

3. Use voice notes if talking comes more naturally than typing

One of our customers is a really good verbal communicator, so voice notes have become his go-to method for delegation. Instead of drafting long emails or messages, he quickly records voice notes in iMessage to communicate requests to Andrea, his executive assistant. These range from customer research and operational updates to messages about financial reports and suggestions for improving internal processes.

Since writing isn’t his preferred mode of communication, his EA ensures everything stays structured. She transcribes key details into their running document, organizing tasks and setting aside items that require his review. To drive all tasks to a close, his EA always shares updates in Slack to maintain consistency and ensure nothing is left unattended.

This approach fits his natural working style—he often sends voice notes while traveling, working out, or moving between meetings. Speaking allows him to capture thoughts as they come, without the friction of typing. It also makes delegation feel more effortless, ensuring that ideas and urgent tasks don’t slip through the cracks.

For executives who are more verbal communicators, voice notes can be a game-changer, offering a faster, more intuitive way to stay organized and keep work moving forward.

4. Delegate tasks using voice notes for quick wins

For this executive, voice notes are the fastest way to delegate small tasks without breaking focus. Whether in Slack voice messages or meeting recordings, he often gives quick instructions to his executive assistant like “Fabiana, please note this down,” or “Make this a task.” This allows him to offload action items in real time without stopping to type them out. 

An alternative to Slack is Epiphany, which integrates seamlessly with tools like Notion, Asana, and Slack, making delegation as simple as two clicks. These voice messages can include anything from personal reminders to admin tasks. If something requires more explanation, he’ll say, “Let’s discuss later,” ensuring the idea is captured while postponing the details.

Since these tasks are usually quick, his executive assistant either includes them in her end-of-day update or marks them as “Completed” immediately. This keeps things moving without unnecessary follow-ups.

While voice notes make delegation effortless, they do have drawbacks—if tasks aren’t recorded right away, they can get lost in conversation. Since voice messages aren’t as searchable as text, re-listening may be required. Using WhatsApp and Slack’s transcription feature, or maintaining a running task log, helps prevent anything from slipping through the cracks.

5. Use voice notes if you’re always on the run

For one of our customers, the CEO of a publicly traded company, voice notes are essential for staying productive while constantly on the move. Whether he’s traveling, attending a conference, running errands, or even at lunch, he uses WhatsApp to delegate tasks quickly and efficiently.

Since he travels frequently and operates in a different location and time zone from his executive assistant, he pauses Slack notifications and relies on WhatsApp for easier communication. (This is how you delegate Slack to your executive assistant.) Through voice notes, he asks his EA, Sofía, to send or reply to emails, make phone calls, summarize meetings, provide follow-up instructions, and adjust his calendar as needed. He also forwards investor messages with specific guidance on how to handle them.

To keep things running smoothly, Sofía responds with a simple confirmation like “Done” or provides a brief update on the task. This streamlined communication allows him to delegate without breaking focus, ensuring that important tasks are handled in real time.

For executives who are always on the go, voice notes offer a fast and frictionless way to stay connected, delegate effectively, and keep work moving, no matter where they are.

Which tasks can you delegate through voice notes?

As you can see, there are many tasks you can delegate to your executive assistant using something as simple and fast as a voice message. If you don’t know where to start, follow the lead of the five executives mentioned above. Here are 10 tasks you can start delegating right now. All you need to do is start recording:

• Rescheduling or finding time for new meetings
• Handling reminders (both professional and personal)
• Customer research
• Operational updates
• Financial reports
• Suggestions for improving internal processes
• Sending or replying to emails
• Making phone calls
• Forwarding investor messages with guidance
• Handling purchases in a way that avoids sending card details in writing

As we mentioned earlier, delegating tasks is one of the fastest and easiest ways to get work done. But the real impact isn’t just sending a voice note and moving on—it’s delegating to a capable executive assistant who can transform that audio into a clear, organized note with actionable steps. This ensures tasks are completed seamlessly without adding more work to your plate.

Want to start delegating but haven’t found that ideal executive assistant? Book a call today to find the best executive assistant for your needs.