Why Delegate? What to Delegate & How to Delegate?


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Why Delegate? - What to Delegate & How to Delegate? talks about the importance of delegation in business.

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Why Delegate? What to Delegate & How to Delegate?

  1. 1. Why delegate? What to delegate & how to delegate?
  2. 2. For small business owners and managers of teams, delegation is probably the single most important thing in order to grow your business. Why? Because delegation allows you to focus on the things that only you can do, and allows the business and the people within the business to grow. Without delegation, your business and your team cannot grow. However, for many people this is incredibly hard to do.
  3. 3. Some common phrases you hear when talking about dedication: •‘It takes longer to delegate than to do it myself’ or •‘They don’t do it the right way’. In the main, these phrases stem from a few common areas of discomfort, in the main it is the idea that no one else can do it as well as you do. For many tasks within your business or your team, this is unlikely to be true, and without delegating them away you are stifling the growth of your business and the team members.
  4. 4. What is delegation? Delegation is the practice of passing tasks and/or responsibility to employees of team members. Sounds simple. However, it is useful at this stage to be clear on what delegation is not. Delegation is not handing the job over and walking away, but a considered approach to increasing productivity and capacity in your team, by ensuring that as the leader you are focussed on the most valuable tasks that only you can do, and that your team are developing by fulfilling tasks which you were previously completing.
  5. 5. It is not abdication of the jobs, but rather a staged approach to passing a job over to a team member or employee so that they can complete it and so that you can focus on higher value tasks. What is delegation?
  6. 6. Employee Morale: Delegating tasks to employees and team members in the right way, shows that you trust them and means that they can see a career progression path for them. It is a way of showing that good performance brings increased responsibility and the opportunity for growth. On the flip side, if we don’t delegate staff who want to develop and demonstrate their talents will have their morale eroded by a lack of opportunity. What are the benefits of delegation?
  7. 7. Focus on High Value Tasks: It is very easy for many business owners or team leaders to get bogged down in day to day small items, which put pressure on you. However, the tasks which have most impact on your business are those which you have to be pro-active about. Delegating less valuable tasks, allows you as a team leader to spend more time on the key activities that will help your business grow. What are the benefits of delegation?
  8. 8. What are the benefits of delegation? Work-life Balance: Many leaders and business owners are dominated by their business, and often let key tasks and areas of the business slip because they are unwilling to delegate. Delegation allows managers to get their life back.
  9. 9. Company Productivity Increased: If as an owner or manager there are tasks which are not being done because you are holding onto them, even though you don’t have the time to do them then your company is not progressing at the rate it should. By delegating tasks to staff you will see more getting done, and therefore the ability for your company to produce will increase.
  10. 10. How do I Identify Tasks for Delegation When looking at the tasks we want to delegate, we can do this in two different ways. The first is to look at the value of the task (i.e. how much money it makes for your business) and then the time it takes. HighLowValue Don’t Delegate Consider Delegating Delegate First Delegate/Stop Doing Low HighTime
  11. 11. The second method is to consider enjoyment, so this time we will look at Fun and skill and compare the two things. They are different, although often they are linked! HighLowfun Consider Delegating Don’t Delegate Delegate First Delegate Next Low HighSkill How do I Identify Tasks for Delegation
  12. 12. These two models, give a method for choosing which tasks should be prioritised. Remember to consider which tasks you delegate, not just for your own benefit but also things which you team members will be good at and which will drive them and their motivation forward.
  13. 13. 1. Pick the right person: This isn’t usually the person who has the most time on their hands, but rather the person who is most likely to deliver and who you believe has the right skills. It’s also important to consider the type of jobs this person likes doing. You’re much more likely to get a good result from delegation if the person is inclined to enjoy the task. So, I’ve decided which tasks I want to delegate, how do I do it?
  14. 14. So, I’ve decided which tasks I want to delegate, how do I do it? 2. Trust the Person: Once you’ve delegated the task clearly and with goal in mind, you have to trust them to do it. Your method or way isn’t always correct or the best (even if we think it is) and so let them do the task their way, as long as they get the right quality and result. 3. Train staff: Expecting staff to just ‘now what to do’ is a bit like sitting a 4 year old in a car and saying, ‘go on then drive’! It isn’t likely to work, and so we need to take time to teach and train staff.
  15. 15. So, I’ve decided which tasks I want to delegate, how do I do it? 4. Set the task out clearly: Explain the reason for the task, what it is that needs doing, and the key steps in the process to get the job done. 5. Set a task completion date and milestones for review: This is particularly important when we first delegate, but by giving not only a completion date, but also opportunities for ‘check backs’ during the task we can catch any issues early and ensure we get a successful result.
  16. 16. 6. Thank them!: Easy to do but often forgotten. Thank people for a job well done, it makes a big difference and will improve attitude when you are delegating further tasks. 7. Give responsibility, not just a task: Once you know a task can be done, you need to hand over responsibility for this task being done and completed, passing this key job to a team member and only checking back every so often. Without this, you will get the job back, and you will spend more time on this than doing the job in the first place. So, I’ve decided which tasks I want to delegate, how do I do it?
  17. 17. The stages or levels of delegation As discussed above, the goal for delegating a task is to pass the responsibility for that task over to the chosen person. Clearly, you aren’t going to do that straight away, so we need to do this in stages or levels. Level 1 - Prescriptive: You explain the task, let the person know how it should be done, check back during the task and then ask to see finished version before it is implemented.
  18. 18. Level 2 – Engagement: You explain the task, you ask the person for their view on how they would complete the task. If they confidently get that right, you let them go and complete the task and show it to you once it’s completed. Let them know you are an advisor if required. This stage is about building the confidence of both parties, so encourage them to be independent. The stages or levels of delegation
  19. 19. Level 3 – Objectives: This time you let them know the objective, (outcome you’re looking for) and ask them to work out the best way to achieve the goal. Remind them you are still available as an advisor at the beginning to help. When they have done this well several times, then you are ready to hand the task over as their responsibility. The stages or levels of delegation
  20. 20. Level 4 – Watch: Now you have passed the task over as their responsibility, you let them get on with it, remember to acknowledge when they have done a good job, and only step in if something changes or a problem occurs. Whatever you do, don’t take the job back! The stages or levels of delegation
  21. 21. For more information please: Call: 0121 707 0550 E-mail: info@pathwaygroup.co.uk For more business advice visit: www.pathway2grow.co.uk/blog For More Information