Oct 7, 2008
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Delegating Tasks -The Art of Letting Go to Get More Done
If there is one skill that needs to be mastered in order to utilize your time more productively it is delegating. It is easy to get overwhelmed with our personal and professional tasks. We often forget that there is only one of us and a million things we need to get done. We can’t possibly do it all or be everywhere we need to be. In order to get things done, we have to learn to let go and let others assist us. It is the only way we can focus on those tasks to which we uniquely add value - versus tasks that one does well but that others are able to do.
Letting go can be hard at first. We sometimes feel like the tasks or projects in front of us our are babies or our special challenge to overcome. Initially, we may feel like we are the only ones who can do the job properly. But, other people can get the job done. It is hard at first but as time goes on it gets easier.
- First, you need to pinpoint those who can assist you. Be sure that these are people that you can trust and count on to get whatever it is you need done. Finding solid people, who do what they say they are going to do, is the first requirement for delegating.
- Second, make sure you have a system in place for tracking tasks on other people’s plates. The more you put out there, the more you have to keep track of. If you delegate out but lose track of the tasks –they will not get done. Keep in mind that delegating should make your life easier; not make more work for you. So whatever system you use for task tracking should fit in with your workflow and not create whole other set of new tasks for you to do.
- Third, you have to remember to follow up. Check in to make sure that the tasks are being completed and that they are being done how you want. In the end, it is still your name on the line.
Here are a few other pointers to make delegating easier and more successful:
- Understand and explain the skills needed to complete the task. This makes it easier to find the right person.
- Write a clear description of what you want done. Leave no room for interpretation. This takes time and your skills in writing descriptions/specifications will improve the more you do it.
- Listen to the person assisting you. Just because they may complete things in a different way than you doesn’t mean it won’t get done right.
- Give them the tools they need. If you don’t give people the tools they need to get the job done then what’s the point of delegating?
- Praise those to whom you are delegating tasks when they complete a task successfully -and reward them. Knowing you believe in them and appreciate their work helps make them more productive.
Delegating is not easy. However, it will allow you to get more done and focus on those tasks to which you can uniquely add value. And once you get a system in place, you’ll feel so much better.
Great article. I think delegation is critically important for your own time management and also for the training of people around you. There are great benefits to delegation when it is done well.
Kell
Good points all. I have a hard time delegating as well, but I’ve discovered that if I don’t, I will lose the battle. And GTD definitely helps me feel reassured that the job is getting done even when I’m not the one doing it.
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