The art of effective delegation
Have you ever asked a team member to do something only to find that surprise, surprise, it hasn’t been done? Chances are that this happens daily or weekly. Even worse is that you may feel that you can’t trust your team to do certain activities so you may have even stopped asking because ‘it’s easier if I just do it myself’
Enter the art of effective delegation!
Try this 6 step delegation formula.
- Take the time to do it properly. Explaining what needs to be done and why it needs to be done is the crucial first step. Set the context for the team member so that they understand the task or project and the outcome you require.
- Assess skills. If your team member has not done this before, discuss and agree how you want the project completed and why you need it done this way. Get their feedback on how they would do it and take this on board.
- Resources. Set the person up for success by making sure they have everything they need. Think time, money & information. I like to do this by asking the team member ‘what do you think you’ll need to complete this task as agreed?’
- Timing. This is crucial! Ensure there is an agreed deadline for any key milestones (if it’s a larger project). Also use check-ups to ensure a task is on track. For example if something is due by Friday ask your team member to check in with a progress report on Wednesday. This allows you to track progress and provide feedback.
- Act – Report. This is when you ask someone to do something and check in with you once it has been completed. Use Act – Report when someone knows how to do the task. e.g. please call John before lunch and place that order, drop me an email to let me know it’s all okay.
- Report – Act. This is when a task has a critical decision making element and you want to be involved in the decision making process. This is best when the team member doesn’t have the skill, authority or budget to make the decision. e.g. please call John before lunch and short list the 3 best options with costs and details. We can then agree the best option and you can place the order. (This in turn could lead back to Act – Report in the previous example)
It’s always tempting to do things yourself instead of taking the time to delegate it effectively to others, but this is a false economy. The danger is that you end up with a to do list of £7 an hour tasks which means you never have the time to complete that marketing plan, or review the management accounts and other high value activities.
Just think, who is growing your business while you are doing the admin?