She’s That Founder
140 | Why the smartest founders are still the bottleneck and the AI audit that fixes it
If you're doing 40 hours of work in a 20 hour window and still can't find time to think strategically, the problem isn't your calendar. It's what you're putting in it. And here's the thing that nobody tells you. You might be the bottleneck and you don't even know it.
Hey, hey, hey. You're listening to She's That Founder, the podcast for ambitious female leaders who are ready to stop being the bottleneck in their business by using AI frameworks for faster delegation and decision making and to free up so, so, so much time.
I'm Dawn Andrews, and today you'll learn three things. First, how to calculate the real cost of your time versus the actual value of the tasks filling your calendar. And I'm warning you right now, the number is going to make you mad. It just is the second, which specific tasks are keeping you busy but broke versus the ones that actually build equity in your business?
Because not all work is created equal. And your calendar should reflect that. And third, the AI workflow that audits your calendar and shows you exactly where your $200 an hour or more brain is bleeding out on $25 an hour work. This isn't about hustling harder, this is about getting strategic about the most valuable non-renewable resource You have your time.
Okay. You know, I like to tell you a story, so. Here's one about a founder that I worked with recently. She is a boutique consultancy owner. She came to me exhausted, which always is rough, but it also is a great opportunity because she had built something really impressive, a boutique consulting firm doing just over a million dollars a year.
She had a team of six client testimonials that would make you cry. They were so beautiful. She had a wait list on paper, absolutely crushing it, but here's what was happening behind the scenes. She was rewriting every deliverable before it went out the door. She was answering slack messages at 10:00 PM because it was faster than writing the instructions for someone else to do it.
All the work that should have been flowing through her team was flowing through her. And you know what she said to me? I hired a team so that I could stop doing everything, but somehow everything still runs through me. I don't even know how that happened.
And she was also reviewing and running through every bit of the marketing and repurposing of her content. I mean, just huge amounts of work. So she was working harder than ever and making less per hour than she did when she was just a solo consultant and she had become the bottleneck in her own business without realizing it because everything flowed through her.
So I have a question for you, my dear listener. Are you diving deep into the stuff that feels productive but doesn't actually move? Revenue? Girl, I've been there so I totally get it if you are, and this is what I asked her to look into. I wanted her to look at where her time was actually going, and here's what we found.
She was spending roughly 15 to 20 hours a week on content creation, repurposing, scheduling, and technical setup. Work that someone making 25 to $35 an hour could handle or she could outsource to a creative marketing agency. Meanwhile, she had two books full of business cards from events she'd attended, potential partners, collaborators, clients just sitting there untouched, and I don't know if you can relate to this, but this is where it really gets interesting.
She was not lazy at all. She wasn't bad at business. She just didn't realize that hiding behind the technical work was keeping her from doing the thing that actually scared her. Having sales conversations, because sales requires risk, content creation doesn't, I mean, it may feel like it sometimes. Believe me, I've sat behind that blog post, terrified to hit send.
But here's the thing that I really want you to hear. You can't scale what you won't delegate. So today we're gonna fix this together. Let's start with the real math on what your time is worth. So we're gonna get real about numbers, and I want you to actually do this calculation with me. So grab your phone, open the calculator app, and let's go.
Here is the framework. Calculate your target hourly rate. So take that annual revenue goal. Let's say it's $500,000. Now, divide that number by the billable hours you realistically have available if you're working 40 hours a week, 48 weeks a year, because girl, you should be taking a vacation. I'm just saying that's 1,920 hours.
$500,000 divided by 1,920 hours is approximately $260 per hour. That's what your time needs to be worth for your business to hit that half million dollar goal. So still with me because here's where it gets uncomfortable, and remember I said this number might make you mad. So audit one week of your actual work.
I want you to track everything that you do in 30 minute blocks, everything. Then categorize each task by what it would cost to outsource. No shade. Like just look at this as an experiment with me and be kind to yourself. So see what it would cost to outsource. So here's some ranges of tasks that need to get done, and the rough amount that you would pay someone to do them.
15 to $25 an hour work. Inbox management, scheduling, basic data entry, social media posting, newsletter formatting, podcast editing. That's 15 to $25 an hour work, at least here in the us. And there are incredible people that are working overseas that can do this for even more reasonable rates if you find that your budgets are tight.
So the next range, the 30 to $50 an hour work, project management, content repurposing, website updates, email marketing setups, 75 to a hundred dollars an hour work. Here's some of the things that you can outsource. Content strategy, strategy sessions, problem solving, partnership outreach, and let's get to the 150 to $250 an hour work.
Sales conversations, business development, strategic partnerships, sometimes even CEO level decisions. Yeah. This is just me kind of off the top you guys, these ranges are higher and lower in every area, and obviously you have training and if you onboard them as an employee, there are more costs associated, but it gives you a range.
Most founders that I work with, they're spending 50 to 70% of their time in that 15 to $50 an hour category. The translation, they're losing between 150 to $200 per hour every single hour. Every one of those hours is decision fatigue piling up because you're burning mental energy on tasks that don't deserve your particular mental energy.
So let me give you a real example. The founder I mentioned earlier, she was using AI to take transcripts and turn them into blog posts. Fantastic, great way to cut some time off and to reduce some of the decision fatigue. She was writing newsletters, she was creating social content, she was editing podcast episodes, all stuff that cost.
25 to $40 max to outsource. And while she was doing that, she had a list in her computer of potential partners, collaborators, clients that could refer other clients each, that could bring in thousands of dollars. Those conversations just stayed on her to-do list.
So you know what we did? We calculated that if she just spent five hours a week on partnership outreach instead of content repurposing, she could potentially bring in between five and $10,000 in partnerships each month. That's the difference between a 40 hour task and a $200 or up task. So what's your version of this?
What high value work are you avoiding by staying busy with low value tasks? And why are you hiding in the low value tasks? Just like, let's do a little psychology check, right? Why are you hiding out there for another conversation? So, wait. Here's what most people get wrong about this. They think, well, I'm already using AI, I'm being efficient.
And I'm like, girl, I'm so glad. Good for you that you're using ai. But you're efficiently doing the wrong work. AI made you faster at $25 an hour tasks, but it didn't get you to stop doing them. You gotta stop doing them, my friend. I say if you wanna scale,
you've gotta stop doing the $25 an hour tasks. Because the question isn't, how can I do this faster? The question is, should I be doing this at all? And the answer is usually build the system once, hand it to someone else, continue to iterate on it and go do the work that only you can do. And honestly, isn't that why you started your business in the first place?
Like you wanted to build a business doing the thing that you really love, or are excited about, or are fascinated by, right? You didn't wanna be in the weeds with all this other stuff. So just to recap that quickly, calculate what your time is actually worth, track where it's actually going, and then face the reality on what lower value work is costing you, even if AI is helping you do it faster.
Quick pause. If you're doing this math right now and realizing just how much time you've been pouring into work that someone else could handle, you need a system that does this for you on the fly. The AI for Founders Playbook is exactly that.
It's got the prompts, the workflows, and the step-by-step frameworks to audit your time, build your delegation stack, get your hours back, and the link's in the show notes. So go grab it, make it easier for yourself to do the work that you're meant to be doing, not to do the lower value work faster.
Okay. Back to our regularly scheduled programming. Okay. Let's talk about the difference between the work that keeps you busy and the work that builds the business. Because here's what I see all the time, founders are working their asses off. Creating tons of content, staying organized, getting ahead on their editorial calendar, figuring out ways to on the road and doing speaking engagements, going to gatherings and networking.
Staying stuck at the same revenue level month after month. And it is certainly not because they're not working hard enough, it is because they're working on the wrong things. So I need you to listen. There are two categories of work in your business category one is busy, but broke work.
This is work that keeps things running, but doesn't create revenue or leverage. This is all the marketing and content stuff. Things like creating and scheduling content posts in advance, turning podcast transcripts into blog posts, writing weekly newsletters yourself, updating website copy, managing your editorial calendar, the work is necessary. I'm not saying it's not, but here's the problem. It doesn't generate revenue directly. It doesn't necessarily build relationships or it does in a tertiary way. It's not in a primary way. It keeps you employed, but it doesn't build a business that grows. What we're trying to do is get you out of it and into doing what only you could do.
And you know what happens when you're always behind the computer doing this work? You don't have conversations and your conversation skills start to atrophy for real. Sales requires conversations and connections. So now let's talk about category two, equity building work.
This is work that creates relationships, generates revenue, and builds infrastructure. Things like reaching out to potential partners you met at an event, having conversations with potential clients,
creating decision frameworks that your team can use when you're not there. Building delegation systems that allow you to hand off all of that content work and making offers to your audience. Following up with warm leads, building actual human connections. The first category keeps you busy.
The second category makes you money.
Here's the thing, the content creator isn't the only version of this. So let me tell you about a completely different founder. I worked with the founder and CEO of a women's wellness center, and she had built this place from the ground up. It is her mission, her life's work. She genuinely cares about every single person who walks through that door, and that's exactly why she couldn't stop doing the hands-on work.
On paper, she was the CEO. In reality, she was running intake sessions, seeing clients directly covering shifts. When someone called out, she was the first one in and the last one out because she hadn't built out her team enough to trust them with the work that she started. And this is where it gets real, it wasn't laziness, it wasn't bad planning. It was guilt, because this was her mission and stepping back to do the CEO work, the strategy scaling building systems felt like she was abandoning the people that she started this for. So she kept dipping back down into the trenches and her business stopped growing.
I need you to hear this. When you keep dipping down into that lower strata, you are sacrificing your trust in your team members. You are stopping the growth potential.
You're basically putting your growth on pause every time you step down from your higher level strategic thinking every single time. And then there's the math component that goes with that. So we did the math together. The hands-on client work that she was doing was around $50 an hour work. It was skilled, yes, but it was work that a trained team member could do the CEO work that she was avoiding, the strategic partnerships that would let her expand to a second location.
The delegation systems that would let her team run without her. That was $200 an hour plus work. She was spending 25 hours a week doing $40 an hour a week work while the $200 an hour decision sat on her desk untouched. See, this is the thing, the reason founders stay stuck in the busy, but broke category isn't always comfortable.
Sometimes it's your identity on the line. The content creator hides in productivity because sales feels scary. The mission-driven founder hides in the hands-on work because stepping back feels selfish. Different reasons. Same trap, same bottleneck. So once she saw that her center couldn't scale, couldn't reach more women, couldn't open her second location unless she stepped into the CEO seat.
For real. She started making the shift. We built her a delegation plan. We blocked her strategic thinking hours, and within six weeks she had two team members handling the client facing work and a partnership conversation underway that could double her reach. That is the difference between work that feels productive and work that is productive.
That's the difference between staying the bottleneck and breaking out of it. Bottom line, stop using efficiency tools to do more low value work faster. Start using them to free up time for high value work. Only you can do and know this, the reason you're not doing it might not be that you don't have time.
It might be that the work you're avoiding is tied to something deeper, and that's why I asked you about the psychology earlier, like fear, guilt, identity. That is always the real bottleneck. Okay, so how do we actually fix this? Here is exact AI workflow I use with founders. This is using AI for good, not for evil.
Okay? So For one week, just one track, everything that you do in 30 minute blocks. Note how you feel about each task. Are you energized, avoiding it, feeling accomplished, but not productive? Emotional data. Gives you some clues to what you're hiding from.
So what I want you to take a look at when you make your list is what tasks make you feel busy, but leave you feeling broke. Okay, step two, this is the AI audit. At the end of the week, dump your entire list into chat, GPT or Claude, with this exact prompt. I'm a founder with a revenue goal of, and add your number.
Here's everything I did this week and paste your list for each task. Tell me what this work would cost to [00:15:00] outsource. Whether it generates revenue, supports revenue, or just keeps things running. What I should delegate immediately systematize, or stop doing, which tasks I might be using to avoid higher value, scarier work, and then hit send.
AI will show you exactly where your expensive hours are going to cheap work and where you might be hiding. And I am warning you, it's going to be real. It might hurt a little bit. You might even argue with the results. You might see that you're spending 20 hours a week on content that could be done by your VA for $30 an hour, while you have thousands of dollars of potential clients sitting in your email.
Or you might see what that wellness founder saw that you're running intake sessions because it feels noble and connected while the strategic work that would actually grow your mission is sitting in a folder on your desktop. But that's also the moment that you get to decide, am I gonna keep hiding or am I gonna do the scary work that actually grows my business?
So I want you not to fix everything at once. Pick two things. One, the task category that's bleeding the most hours and delegated this month, even imperfectly. And two, pick the high value work that you've avoiding and block some time for it. Maybe it's handing off podcast edit.
Maybe it's handing off repurposing to a VA or creating templates for your newsletter so that someone else can write it. Setting up an AI system, you can use it to set up an AI system that'll handle content scheduling or block out that five hours a week for partnership outreach.
Committing to 10 sales conversations this month. Now, I know that task two seemed like a lot because I listed a lot of things. I'm just talking high value work. What gets you closer to revenue and growth? So you don't have to be perfect. You just have to stop doing work that doesn't match your value and start doing this stuff that scares you.
Now, I don't know if you're thinking this. But you might be thinking, but Dawn, I love creating content. It makes me feel productive, girl. I know you do. I do too. That is exactly the problem. You're using productivity as a shield, and maybe it's against the vulnerability of sales conversations.
Maybe it's against the guilt of stepping back from the work that feels like it defines you. But either way, you can't build a million dollar business from behind your content calendar. And you can't scale a mission by being the one who has all of the conversations. Your mission is capped at the number of conversations you can have, and that's a scary thought if you've got a big mission.
Okay, so here's the framework. One more time. Track your time and your emotions for a week. See what's real. Be real about what you're hiding from and run it through ai. Pick your biggest leak and delegate it, and your biggest opportunity and pursue it. Build the system, delegate it, and do the scary work.
And listen, you don't have to figure this all out alone. The AI for Founders Playbook has the exact prompts and delegation frameworks we just walked through. Plus a dozen more built for founders exactly like you. It's a shortcut from, I know I need to delegate to, to actually doing it. The links in the show notes. So go grab it. Okay. Let's bring this home.
Whoop, whoop. Today we covered three things. First, how to calculate what your time's worth and how to see where it's bleeding out on work that doesn't match your value, even when AI is making you more efficient at it. Two, the difference between busy but broke work that keeps you comfortable versus equity building work that requires you to be brave and to have conversations.
And three, the AI workflow that audits your calendar and shows you both where you're wasting time and what you might be avoiding. Here's what I need you to understand. AI is a fantastic tool, but it is not the solution.
It is the tool that reveals the real problem. You're not struggling because you're not productive enough or because you're not using AI well or you're not using it enough. You're struggling because you're efficiently doing the work to avoid the scary work that actually matters. So that boutique business consultant I told you about.
She was not failing because she was disorganized. She's the most highly organized person I think I've worked with, but she was stuck because staying busy felt safer than risking rejection in sales conversations and partnership conversations and taking bigger swings. And that wellness founder, she wasn't failing because she didn't care about strategy.
She was stuck because doing the hands-on work felt like the only way to honor the mission she built. Same pattern, different disguises, the founders who scale, and let's be real. It doesn't have to be just about money, like bigger revenue or bigger reach or power and influence.
Scaling can mean that you are making a bigger difference for the community of people that you're serving and reaching even more of them. And don't we need more of that these days? So the founders who scale, they're willing to be uncomfortable. They know that content doesn't close deals conversations do. They know that newsletters don't land sponsors they know that staying months ahead on your editorial calendar doesn't build a business? The relationships that come from it do, and they know that doing everything yourself doesn't honor your mission or yourself.
Delegation 100% does. You don't have to keep hiding. You do have to be willing to get uncomfortable. So track your time and emotions for a week. See what's real. See what you're avoiding. Run it through AI. Using that prompt I gave you earlier, pick your biggest leak to delegate and your biggest opportunity to pursue, especially the scary one you've been avoiding, because chances are the biggest payoff is on the other side, and I promise you.
I promise from a place of having been through these cycles myself, seeing how much time you're spending on safe work while avoiding brave work will piss you off enough to actually change. When you're ready to build systems that fix this for good and get the support to do the scary work that matters, grab the playbook and come into the AI for Founders community.
We'll be here cheering you on. I just wanna thank you for being here. Thanks for doing the hard work of leading your business, instead of just staying busy in it. And remember, you're not behind, you are not feeling, you're just ready to stop hiding. If this episode hit home, please share it with another founder who's been using productivity as a shield against growth.
Until then, go be that founder who's brave enough to do the work that scares the crap out of you. I'll talk to you next time. Lovey.
