Managing Time: Delegation

In researching methods of time management, it occurred to me that delegation is often over looked as a helpful method. We don't always have the time to do everything ourselves and with a fully capable staff, we don't need to. Delegation is crucial in learning to manage your time effectively. Being able to appropriately disperse tasks will make each and every task easier and more efficient. Below are easy ways to delegate tasks and ways to manage what you've delegated.

MindTools.com suggests that delegation be done under the following circumstances:

• When someone else has the appropriate knowledge to perform the task.
• When the task itself offers the opportunity to help develop another person's skills.
• If/when you have the time to effectively train and answer any questions for the person you've delegated to.

Who To Delegate To

It's important to ask yourself questions before deciding who to delegate a project to. Decide who has the experience necessary to complete the job. Also, determine who has the time. Next, consider that person's work style and goals. Are they able to work independently? Are they ambitious and eager to take on new roles?

Delegating to the right person is essential in creating a dynamic that works for these tasks. There is no point in asking someone else to do something that is better done by you, so keep in mind the attributes of the individual.

Break it Down

You should always clearly state the desired outcome of the project. Once you've decided who to delegate to, be sure to break down the following elements for them:

• Identify any issues that may arise throughout the project and who should handle them.
• Notify all participants of authority - if all questions must be directed to you, be sure to state so.
• Focus your time on what should be accomplished and less on what they are doing in the moment.

Play to Their Strengths

Once you've chosen your project participants, speak with them regarding which of these tasks they're comfortable with. Brainstorm a plan for each task and outline the plan of action. Form committees for big projects that require more than one person and then let them form sub-committees for each of the chosen tasks. Meet often with the committee members, but be sure to stay on task. If it turns into a social meeting, time management is lost.

Deadlines

Create deadlines for each portion of the project to be completed. Be sure to be realistic with your deadlines or your co-workers may become frustrated and overwhelmed. If more manpower is needed because deadlines aren't being met, get more people involved.

Stay on Top of It

Even though you've delegated, it doesn't mean it's time to sit back and relax. Stay abreast of the situation by using our delegation log. You can easily keep track of each item that you've assign to a specific person, leaving it easier for you to remain organized in your delegation.

Wrap It Up

Once you've successfully completed the project, make sure your committee members know how much you appreciate them. The one thing that makes something worth someone's time is appreciation for their efforts.

Hold one final meeting, after the project is complete to congratulate your team on work well done. Let them know the buzz around the office regarding their project as well as any sort of special gifts associated with it. If you have the means, it's a great idea to offer your committee members gift certificates or some other reward for their hard work. No gift is necessary, but depending on the project, your committee won't likely show any opposition.
Delegating tasks rather than tackling them all on our own is key to successful time management and with these tips, you're bound to be more productive.

Tomorrow we delve into the world of planning with Managing Time: Part 4. We'll learn ways to properly plan and plot each project to work through them effortlessly.