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How to Delegate Work Effectively & Be A Successful Leader

Manage by exception

If the job is on track, and on schedule, managing by exception means that the person does not have to report back to you.

If you don’t hear from him, you can assume that everything is going well. The individual only has to report back to you when an exception occurs and there is a problem with getting the job done on time, to the agreed upon level of quality.

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IDEA EXTRACTED FROM:

How to Delegate Work Effectively & Be A Successful Leader

How to Delegate Work Effectively & Be A Successful Leader

https://www.briantracy.com/blog/leadership-success/how-to-delegate-the-right-tasks-to-the-right-people-effective-management-skills-for-leadership-success/

briantracy.com

5

Key Ideas

Delegation = effective management skill

Without the ability to delegate effectively, it is impossible for you to advance in management to higher positions of responsibility.

Learning how to delegate is not only about maximizing your own productivity and value; it is also about maximizing the productivity of your staff. Your job as a manager is to get the highest return on the company’s investment in people.

Delegation method and staff experience

  • For new and inexperienced in the job staff -  use a directive delegation style (Tell exactly what you want them to do).
  • For staff that has experience in the job (they know what they are doing) - use the effective, management by objectives delegation method (Tell people the end result that you want and then get out of their way).
  • When the staff person is completely experienced and competent, your method of delegation in this case is simply, easy interaction.

Question to consider when before delegating

  • Who can do this job instead of you?
  • Who can do this job better than me?
  • Who can do this job at a lower cost than me?
  • Can this activity be eliminated altogether?

For an effective delegation...

  1. Match the Person to the Job: never delegate an important task to a person who has not performed that task satisfactorily in the past.
  2. Agree on what is to be Done.
  3. Explain How the Job Should Be Done: Explain your preferred approach or method of working.
  4. Have Him Feed It Back: the only way that you can be sure that the other person actually understands the job or assignment
  5. Set a Deadline.
  6. Manage By Exception.

Manage by exception

If the job is on track, and on schedule, managing by exception means that the person does not have to report back to you.

If you don’t hear from him, you can assume that everything is going well. The individual only has to report back to you when an exception occurs and there is a problem with getting the job done on time, to the agreed upon level of quality.

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Delegation as a solution for work overload

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...to determine when delegation is appropriate:

  • Is there someone else who has (or can be given) the necessary information/ expertise to complete the task? 
  • Does the task provide an opportunity to grow and develop another person's skills?
  • Is this a task that will recur, in a similar form, in the future?
  • Do you have enough time to delegate the job effectively? 
  • Is this a task that I should delegate? 
Factors to consider when delegating
  • The experience, knowledge and skills of the individual as they apply to the delegated task, including the time need to provide training, if necessary
  • The individual's preferred work style
  • The current workload of this person: consider if the person has enough time to take on more work and how this affects other responsabilities.

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In order for any time-management method to be successful, you have to take into account people’s individual behaviors at work. There is no one-size-fits-all method for time management.

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In a work setting, it means the transfer of responsibility for a task from a manager to a subordinate. 

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  • Communication: explain what the task is, what the expectations are, and listen to any questions and concerns.
  • Giving Feedback: provide clear feedback on what they did well, what they struggled with, and why.
  • Training and Assessment of Tasks:  make sure your staff has the skills and abilities necessary to perform the task. This might require some training.
  • Trust: Lay out clear expectations, and provide feedback, but do not micromanage while the employee works on the task.
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You delegate when you describe a project or task to one of your team members, give them the objective, and make sure that they have the resources they need. 

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When delegation is not a good choice

Delegation is not a good idea when considering:

  • Newly hired people - they need training, coaching and supervision unitl they master the work;
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You might find it disconcerting when the results are somewhat different than when you complete the work yourself.

To delegate effectively, create a playbook breaking down a project or task step-by-step and detailing what the outcome looks like.

Do

Simply put, act on your tasks. The 2-minute rule can help with that:  If you can complete a task in two minutes or less, do it now.

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Whatever approach you prefer to adopt, you also need to bear in mind that different people have different needs when it comes to motivation. 

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  • Small steps turn into habits: When a task is easy to do and quickly completed, it’s much easier to turn it into a habit.

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Time is our precious resource. It is perishable, it is irreplaceable, and it cannot be saved. It can only be reallocated from activities of lower value to activities of higher value.

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Your “frog” is your most important task, the one you are most likely to procrastinate on if you don’t do something about it.

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Failure to execute

We tend to confuse activity with accomplishment: we attend endless meetings and make plans, but at the end of the day, no one does the job and gets the results required.

“Failure to execute” is among the biggest problems in organizations today.

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