Delegation is a word that can strike fear into the hearts of managers (especially Type-A “I can do it all” managers).
But here’s the problem.
Just because you can, doesn’t mean you should. And yes, you’ve probably heard that cliché phrase. But it’s true. If you’re not delegating, you’re hurting your business.
By not delegating, you’re wasting time on simple tasks instead of running your business. By not delegating, you’re wasting your team member’s potential to learn or master skills. By not delegating, you’re not leading to your full potential.
Yes, it’s scary to hand over the reins to someone else. But it can turn out great when you understand when and how to delegate effectively.
When Should I Delegate?
- The task does not need you. Take a page from Facebook’s team strategy: done is
better than perfect. If someone else can do it 80% as well, delegate. To find tasks, do a time audit for a week. You’ll see how you’re spending time (and which simple tasks are draining your time). Delegate anything that can be handled well by another team member. - The task does not need you in the future. Delegation is best viewed as a long-term strategy. Examine your time audit for often repeated tasks and identify ones you can train someone else to handle. Sure, the first time it’ll take longer training and delegating than doing it yourself. But in the long term it is more efficient to pass it on.
- The task is better accomplished by someone else. Some tasks are better suited for another team member. Maybe they offer more experience, insight, or skills. Or maybe they can provide a fresh perspective that you can’t. The more you understand your team, the more you’ll be able to identify which tasks they can handle better than you. It’s a bit humbling, but also liberating to realize not everything is best done by you.
Once you’ve decided to delegate a task, there are techniques to better delegation. Check out these tips to harness the power of delegation.
Before You Approach the Team Member
- Define the ideal scenario. What should the end result look like? What should the
team member gain from the delegation (are they learning/mastering a task or simply getting a task done to move the business forward)? How much involvement should you maintain? - Create a timeline. Know when the task absolutely must be completed, and set the deadline before it. You’ll want a little breathing room, just in case time is lost redirecting the team member or correcting mistakes.
- Select the best suited person. The person needs the motivation, resources, knowledge, and experience to complete the task. He/she should be set up well for success.
When You Approach the Team member
- Articulate what results and timeline you expect. It takes less time to be clear upfront than for the team member to attempt, realize they don’t understand, then come back and ask questions. Encourage him/her to ask any clarifying questions.
- If possible, tie the task to a company goal or value. It’ll make it easier for someone to push through mind numbing tasks if they know the why behind it.
While the Task Is Being Accomplished
- Provide checkpoints during bigger projects. Monitor the progress to ensure the
team member is on track. Check in at various points and provide opportunity for the team member to ask questions and receive guidance. - Avoid micromanaging. If you spend as much time checking in as you would’ve doing the task, you’re not saving time (and likely stressing out your team member). Give the team member the information and support, then step back and leave them be.
After the Task Is Done
- Don’t get frustrated if it took longer than you would’ve. Remember, delegation is a long-term strategy. Your team member developed new skills. You were able to spend time on other more pressing tasks. It’s still a win-win.
- Always give feedback. Don’t just take the finished project and move on to assigning the next one. Show you appreciate the team member’s work. Praise what they did well. If necessary, offer guidance on what they should’ve done different (which will save time if there’s a similar task in the future).
Delegation is a great resource for business managers. But delegation isn’t only an option in-house. You can delegate some tasks to a virtual assistant. Data entry tasks, for example, can be outsourced to free up your team members’ time. Consider using Alpine Small Business Solutions for your small business needs, from administrative tasks to assistance with short-term projects. Just send us an email or give us a call today!