“You need to delegate more.”
How many times have you been told that you need to delegate more? Probably more than one but, raise your hand🙋♀️ if attempting to delegate has cost you more time and effort instead of less.
The truth is, delegation is a skill that you were not born with, but it is a skill anyone can learn!
The reason that delegation is hard to do well is that there is more to it than you assume (much like the tasks you are delegating). You will need to build a structure of support through standard operating procedures to delegate with ease.
Steps for Successful Delegation
- Recognize that you cannot or should not do the task yourself
This sounds simple in theory but it can be hard to let go of tasks and let other team members take responsibility. Sometimes, I get so caught up in my to-do list that I forget to take a moment and review what can and should be delegated. It takes practice to stay in the delegating mindset.
2. Consider what components to delegate
Consider which parts of the project can be delegated and who they can be delegated to. If the tasks to be done require different skill sets, delegate them to different people.
3. Determine the level of delegation required
There are 3 levels of delegation. Consider what level of delegation your task requires.
Level 1 – Delegating the execution of a prescribed process. You continue to own the immediate results and long-term impact on the company.
Level 2 – Delegating the results of a task. You share the desired results and then allow the team members to determine the specifics of how the task will be accomplished. You maintain approval feedback on the project and the long-term impact on the company.
Level 3– Delegating the impact of a task. With this level of delegation, the team member has the entire ownership of the project and will determine how the task will be done, the expected results, and long-term impact.
Click here to learn more about levels of delegation.
4. Define the task
DEFINE BEFORE YOU DELEGATE. If you would like a task to be done systematically or to reach a specific goal, you must communicate the expectations before delegating. Standard Operating Procedures are the key to being able to delegate successfully.
Consider the best method for communicating the task. Standard Operating Procedures can take many forms. They may be a written document, checklist, video, or worksheet.
As part of the Standard Operating Procedure, be sure to include the goals, due dates, specific instructions, and access to all required tools and resources.
5. Schedule a check-in time and share constructive feedback
The art of delegation requires feedback and fine-tuning. Simply stating “let me know if you have any questions” does not elicit a back-and-forth communication. Schedule a check-in time before the task is due to review the work and answer questions.
Use the feedback from the check-in to fine-tune your Standard Operating Procedures to make them stronger for the next time you delegate the same task.
Let’s tell overwhelmed and busy work to take a hike, shall we?
Standard Operating Procedures provide the essential structure for effective delegation, but it can be challenging to know where to start documenting especially when you are already swamped.
Not to worry, I can show you where to start documenting and how to keep all of your SOPs organized and growing.
SOP Simplified is the solution to successful delegation through documentation. You will be fully guided to create the documentation that you need with video instructions, templates, and swipe files.
Learn more about SOP Simplified here.
Erin Mathie and the OpsElevate Team