Do either of these two descriptions sound like you?
You are a solo entrepreneur working around the clock. You're
tired and quickly becoming burned out. You seem to spend an
awful lot of time booking and rebooking appointments with
clients, doing paper work and chasing up on unpaid bills – Why is
it then that at the end of the month you just don't seem to have
made very much money. Hire someone? You've got to be kidding;
you're hardly earning enough to support yourself.
You are a hard working team leader, you average 12 - 14 hours a
day. Everyone can see you are a great leader: you are the first
to arrive and the last to leave. Frankly if you weren't around
the whole department would fall apart. You have your finger on
the pulse of everything and I mean everything - so why do you
feel so out of control?
I am writing this article because I am known as the Queen of
Delegation and I'd like to share a few simple tips which could
very well change your life.
A friend called me while I was working on my book last year, "How
are you?" she asked.
"Well I'm really busy," I answered. "My editor is working on the
last four chapters. My copywriter is working on the copy for the
sales page, I have a company building my new website. My graphic
designer is busy designing the CD cover of the audio version and
my VA is busy organizing guest speakers to help me promote the
program."
"What are you doing?" she asked? "I'm delegating" I replied.
By the end of this conversation she actually had me feeling very
lazy and I felt guilty for a while until I realized that while
she was stressing out trying to do everything herself I was
enjoying my work immensely. Although the project was huge, and
the deadline tight, I had done my part and trusted my team to do
their part. I then made sure that everything ran smoothly by
taking on the role of the coordinator.
Remember delegating does not mean abdicating.
When you delegate, you farm out a task. However you are still
responsible for managing its satisfactory and timely completion.
Coach your team. Get to know them, find out what they love to do,
where their passions lie in the work that they do, and find out
their particular skills. You must never jump in and take over the
job but at the same time don't let your team drift off and leave
them to their own devices. Offer advice, ongoing training, and
support. Your team will succeed when everyone in it feels like:
- they have an important role to play,
- that they are being given reasonability
- and the opportunity to grow.
So what are the rules of delegation?
RULE #1: Define The Job
Is this something you should do or is it better suited to someone
else in your team?
Alternatively, here is something else to consider: could the job
be automated?
For instance, my appointments are booked, changed or even
cancelled online without my being involved. I use
AppointmentQuest which even reminds me and my client that we have
an appointment.
My products are sold online from my Easy Web Automation Shopping
Cart which sends an email alert to my assistant every time a sale
is made. For each CD ordered, she contacts our print on demand
printer who then prints the individual CD's, ships it to the
client and fulfills the order – without my ever having to be
involved!
RULE #2: Find the right person for the job
Who is the person most qualified to successfully carry out this
task? Unless your VA is exceptional, like mine is, you wouldn't
assign a copywriting task to someone who excels at web
maintenance. Think of it this way, you wouldn't ask your Lawyer
to perform a root canal.
Is the task something that will give them job satisfaction?
Again, you're looking to empower your team to pursue their
individual passions. Maybe the person that does your web
maintenance would rather be doing copywriting. It's your
responsibility as team leader to find out the passions of each
team member and help them transition to the work that excites
them. I'm not advocating giving your green web designer a major
copywriting assignment but helping them test their wings with
smaller projects.
How can you package the task so that it achieves this result?
Maybe your task can be handled by one person. Maybe it would be
best handled by two or three. How can you package the task so
that it is enticing to all involved yet still achieves a cohesive
result?
RULE #3: Let them know exactly what is expected of them -
preferably in writing.
Let the person you are delegating the task:
- know why you are giving them the job,
- what makes it important,
- how it fits into the big picture
- and who they will be liaising with.
Also be clear about the final result you expect and how success
will be measured.
Clarify that they understand what is expected of them in an
email, or if necessary with a contract.
RULE #4: What do they need to complete the task?
Meet and discuss what they need to successfully fulfill all
requirements of the job.
Materials, personal, premises etc…
RULE #5: Get written timelines and deadlines.
Do you need timelines? Are you someone who needs daily status
updates?
In order to maintain good feeling, and to ensure the task doer
does not feel like you are breathing down their neck or don't
trust them, agree on timelines and check-in dates and times
before beginning any job.
RULE #6: Support, give feedback and praise
Keep everyone involved in the loop and give regular progress
reports.
Give feedback privately to individuals when something could have
been done better or differently in a timely manner.
Support those having trouble keeping to the plan. Blame has no
place in delegation. At the end of the day, the project is still
your responsibility.
Remember: "Please" and "thank you" are the most important words
in your dictionary: don't forget praise for a job well done.
A good leader does not work single handedly. They surround
themselves with a great team, then they empower that team by
coordinating and highlighting their various skills.
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) 2006 Krissy Jackson
Krissy Jackson, author of the empowering "Kick Start Your Life"
personal and professional programs, provides real simple answers
for solving life's biggest challenges. She specializes in
improving the lives and businesses of women and men from around
the globe. To contact Krissy, visit her online at
http://www.krissyjackson.com and http://www.kickstartyourlife.net
