I often hear these same nine words from friends and clients: “I’d get it done if I had more time”. Immediately followed by things like, ‘I should be able to do it myself’, ‘it’s too small (or big) a job’, and ‘I’ll get to it eventually’.
As a result, nothing gets done. Or, they are left frustrated, overwhelmed and behind schedule on other important things while doing everything for themselves.
The problem, I’ve discovered, is not a lack of capable and committed people willing to help. It’s that people simply don’t know how to delegate and are often afraid to let go, even a little. So they assume there’s no way forward.
Here’s what I recommend instead on your way to becoming a Delegation Superstar:
1. Do your research. It’s important to know what skills are needed from the person you’re going to hire. Just like hiring an accountant to do your taxes, find someone with the most relevant expertise. For example, if you need to delegate setting up your newsletter, find someone with experience using MailChimp, Constant Contact or a similar program.
This may sound obvious, but you wouldn’t hire a “very smart friend” who knew nothing about cars to act as your auto mechanic. Delegation of your business needs works the same way; specific skills are required.
2. Take time to plan. It’s important to give the person doing the work enough time to schedule it into their calendar and get it done. When I get asked to create a special photo book or invitations, for example, I want to do a really great job. It can’t happen with little to no time to focus on the project, draft, edit and proof before printing. This requires planning ahead. If you assume and just send work their way, be prepared for the answer to possibly be “no” or “not this week”. Planning ahead can lead to wonderful results and a great working relationship.
3. Provide specific information. Even if it seems to be a simple and self-explanatory task, “Can you handle this?” is not enough information for the person you’ve delegated the task to complete it. Include details, timelines and as much supporting information as possible. For example: “I’m ready to work on my presentation. Attached is the Word document and the images I’d like you to use to create the PowerPoint slides. Can we schedule a meeting for this Wednesday at 2:00 pm to discuss design details?” Being thorough by including deadlines and guidelines about how you’d like the work to be done will make the process more enjoyable for everyone involved.
4. Create check-in and control points. If you’ve delegated a project, especially something over a longer term, schedule regular check-ins to make sure things stay on track. Sometimes there will be misunderstandings about the required tasks, even when you both think you are on the same page. Regular meetings will help with discovery, allow for adjustments and keep the project flowing.
5. Develop a communicative relationship. When you work with someone you are in a relationship with them. You don’t need to be BFFs, but things that work in your other relationships will work in this one too. A simple, “Thank you – great job!”, “How was your weekend?” or even “That’s not what I meant, let me clarify.” will go a long way. Success in working together will require clear and open communication channels. Knowing you’ve been heard and understood will give you peace of mind to move on to other tasks without second guessing and backtracking. Also, be sure to answer questions about your project quickly so that it can stay on track and on time.
Nobody wants to offer assistance and come away feeling they’ve made things worse. Trust that the person assisting you wants to do a good job. If that’s not happening, check these five points to see what was missed and work together to get back on track.
Delegation is a powerful way to leverage your time and get help in the areas of your home and business life where you might not have the expertise or desire to excel. Done well, it can be a big win for you and your business.