Delegation is sharing some of your responsibilities with the people that work with you. The leader who is not delegating is trying to do it all, and we know how well that works out… There is only one of you and your job isn’t to do everything, it’s to drive the important work.
Just as setting priorities for ourselves is critical to goal achievement, helping our team learn to set priorities is critical too (this works at work, at home and in volunteer settings.)
Delegating priority tasks is great, but without follow up and accountability it almost seems that delegating is more trouble than it’s worth. However, when done well it’s a game changer. All of a sudden you are free to drive forward.
A good delegation system has the following components:
Delegate clearly – specifically identify the what, the how and the when
Confirm understanding – ask the assignee to repeat back the assignment to ensure that you’ve been as clear as you need to be
Be available – your job is now to mentor and support. If there are questions, the assignee needs to feel safe coming to you for direction
Follow up – if you don’t hold the assignee and YOURSELF accountable the assignment will not make it to the top of anyone’s priority list.
My accountability partner of choice for delegating is Evernote. Evernote has some great features that makes it an ideal follow-up tool:
Working from your computer you can add a table to an Evernote.
The check box helps you keep current on completion status
You can add to and change your list from your computer, tablet or smartphone
You can add new tasks to the top or insert rows and columns as needed
You can create a completed tasks table or simply delete them.
You can create multiple notes for different people on your team and use this as your guide each time you meet with them.
Nothing beats follow-up for motivating completion of a delegated task. Let Evernote help.
If there was one thing you could do to get your most important work done will you do it? It will take an hour or two every week and it will drive your productivity levels through the roof. It’s what I call my Weekly Focus Session. By looking at the work you have to do, comparing it to your goals and prioritizing what’s most important, you are setting yourself up for a most effective week. In a nut shell here is the process:
1. Block out time each week. Start with 2 hours. As time goes on and you get into the rhythm it will probably take only an hour – sometimes less. Put the two hours on your calendar. If something comes up in that time slot simply move the Focus session to another open two hour slot. I like scheduling my Focus session late Friday afternoon. It helps me relax over the weekend, though some clients like to do it on Saturday morning, Monday morning, or mid-week.
2. Take EVERYTHING that is laying around and put it into ONE BIG PILE.
3. Review your goals – both long term and short term. I like to keep them posted nearby so that it’s easy to reference.
4. Process the pile – picking up one item at a time and decide:
Do I need to do it? Does it help me reach my goals? If no, let it go (recycle, shred or file for future reference).
If Yes, ask yourself: how important is it that it gets done? Put the task associated with the paper on your to do list sectioned by level of priority (Critical, Hot, Sooner or Later.) Put the paper in an appropriate file or pile so you can find it when you need it.
Pick up the next item and repeat.
5. When you are at the end of the ONE BIG PILE you are done. And you will have a very clear picture of what you need to focus on for the upcoming week.
I’ve stumbled upon an awesome technique to get me through the day on those days that I have just too much to do and can’t figure out where to start or what to do first. I write each task, to-do, and action step on an individual post it. Then I arrange them in order of:
Do what’s most time sensitive first
Do what’s most important next
Do what has to come before something else before I can do the other thing
It does take a few minutes to write out the post-its, but it’s a very useful exercise. By doing this I am:
Getting clear on today’s priorities
Narrowing my focus on the most important things
Letting go of those things on my list that really aren’t important.
I’m loving these new 2×2 post-its
Post so you can see from your desk
Use a marker so you can read it from your desk
Color code if it makes you happy
If you have a lot of the same task to do, (phone calls, invites, notes to send) break it out in smaller groups (a few at a time – with each batch getting it’s own post-it) so it’s not so overwhelming.
The Best Part:
Taking down each post-it feels so good
You have a visual picture to get you through the day
At the end of the day when there is only a few post-its left you feel so good
And as much as I love my technology, sometimes low-tech is the best way to fly. Try it and let me know how it works for you.
Last week I wrote about setting up your to-do list by priorities so that you didn’t have to copy the same information over and over again. This concept captures the new way of managing time. The reality is that no matter how hard we work or how organized we are, we can no longer get everything done. When planning how to use our time I have found it most effective to group my to-dos into priorities. Many time-management gurus have their own methodology. Mine is a hybrid – based on what I’ve seen WORK with clients over the past 12 years. As with everything I do, it’s easy, because we’ve learned – if it’s not easy it doesn’t happen.
Critical – must be done today before I leave the office or go to bed
I received a question from one of you this week. JW writes: I am a true list maker. I make a “to do” list every single day. Only problem is that I use several different types of note pads and don’t throw the list away each day. (some days I’m better than others). Therefore, I have various lists on kitchen counter, desk in my office, night table. Then I spend a few minutes each day merging the lists, etc. I realize it’s a definite waste of time and was wondering if there are others like me.
Our lives are busy and full to the extent that we are like the Energizer Bunny that just keeps going and going and going. I know I feel like sometimes I take a licking and keep on ticking? My clients share with me that they feel that way too. What if we were to hit the pause button, what would happen?
For me creating space both physically and in my calendar enables me to see what is most important. Only then am I able to focus on the things that are fulfilling and really matter. Actually, the pause is the only way I can see what matters and is important. (Can you tell I just got back from a weekend yoga retreat?) It makes all the difference.
A crucial element of effective organization is to focus your efforts on something specific. Work a small area at a time and don’t move on until that area is complete.
It is much more effective to spend one hour organizing a small area like a shelf, or a box, or an inbox than it is to spend it on a big area such as an office, a kitchen, or a file cabinet.
When you only do a little bit in many different areas the impact is minimal and nothing permanent gets accomplished.
When you do a specific space from top to bottom you end up with an organized space.
I call this my eye-dropper metaphor. When you put a few drops of water here, a few drops there, and a few more drops somewhere else, you just have little puddles of water; but if you focus your resources into one specific space then you end up with something to show for your efforts.