Most
of my clients realize that lack of delegation is killing them. They want time
to build relationships, think, plan, work on strategic projects, yet can’t dig
out from their huge workload. The answer is to delegate. Once you get better at delegating, small tasks stop falling
through the cracks and things start getting done more efficiently.
Here are the top 10 tips for
successful delegation:
1. Describe the outcome you desire
Speak in terms of the results
you expect. Explain if you need a 100% job or if 80% will work. Maybe a quick
and dirty solution is what is needed. Be specific and clear.
2. Develop your People
If you don’t trust your
person has the skills necessary to do the delegated job, ask, “Where can you
get assistance or resources on this project?” Do not take the monkey back and
do it yourself. Your goal is to develop that person so they can do more work
for you next time. You are hurting yourself in the long run if you do the work
yourself. By training your extended team you are expanding your group’s value
and contribution to the organization. By developing your people, you gain their
insight, contributions and good work.
3. Determine who is best for the job
Always ask yourself, “Who is
best suited to doing this specific work, me or someone else? If I do the work
myself, when I need it done a second time, will I have missed a chance to
develop someone else’s skill which could help me long term?”
4. Frame it
It’s important to determine
how to frame your request, and tie it to an overall vision or goal. You also want to tie your request to an
individual’s personal motivators. If you
don’t know them, find out what their motivations are!
5. Be Clear
Be crystal clear with your
expectations, and expected outcomes. Show examples of what you expect. For
example, say “The report should look like this template…..” and show them the
template. Remember to ask questions to
gauge a person’s understanding of your request, and be clear when you assign
tasks. Tell them, “I want you to do this”
not, “We need to do this.” This includes clarity with regard to milestones
(i.e., “This is due Monday, but give me a look at the proposal Thursday by email
at 5pm.”) Be sure to ask questions and
request that they summarize their understanding of the assignment or their role.
6. Hold others Accountable
An IT manager client recently
told me she used the word “we” too much and after a meeting, no one took the
action items since the word “we” was used. Everyone assumed she was going to
take the action! A simple switch to “I want you, Joe, to do this” solved the
problem of accountability.
7. Negotiate
Understand what your team
members need and expect, ask questions, be up front and be a role model for
transparency - all this while being open to creating win/wins. Be open to give
and take.
8. Match skills to ability
Finally, praise good work in
public, and critique work in private.
Ensure that the skill of the person you are assigning to the task matches
the job that needs to be done.
9. Give Constructive Feedback
The best time to give
constructive feedback is right before you need the person to work with you
again (eg: “Dave, last time you gave the proposal to me a day late, please send
it to me by Wednesday this time and if you have questions, can you ask me earlier
so together we can figure it out? Thanks.”)
10. Use your newly found time wisely
Improving your delegation
skills means you have more time to do what you do well, allowing you to do
higher level work, think, analyze, learn, strategize, plan and build
relationships.
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