Introduction To Delegating Effectively

With “Captain Time” Garland Coulson

Getting Things Done

Through Others

Not Just For Managers

Do It Or Delegate?

How to tell when you’re not the one

Reasons To Delegate

• I have higher priority tasks

• I don’t have the needed skills to complete

• I don’t get recognized or get paid for doing this

• It can be done at a lower rate by some one else

Automate First…

Delegate BEFORE You Do Anything Else

What To Delegate

Tasks To Delegate

• Easily done by others• Don’t require your level of skill• Skills you lack• Can be done less expensively• Anything that will free you up for higher

priority/skill tasks

Split Tasks

Delegation Tips

• Small tasks to multiple people • Delegate enough authority• Have them confirm their understanding• Use checklists & templates• Set realistic priorities

Do What You Do Best – Delegate The Rest!

Your Delegation System

Delegation Systems

• Use to quickly assign tasks • Dashboard lets you monitor progress• Eliminate/minimize delegating by email• Common tools include:– TeamworkPM– Basecamp– Zoho Projects

Why Email Is Bad For Delegating

• Hard to find emails relating to specific tasks later

• People get sloppy with subject lines – will ask a question about multiple projects but the subject line will only show one

• All comments, questions and files for the project/task aren’t in one place

• Important tasks get lost in people’s “Bermuda Triangle” email inboxes

TeamworkPM

Communicating Clearly

Tips For Communicating Tasks Clearly

• Take time to give clear, concise instructions• Check their understanding – ask them to repeat

back• Provide them with REALISTIC due dates and

priority levels• Consider audio and video files for delegating –

speaking is often quicker than writing• Consider Jing Project for video delegating – free

for videos up to 5 minutes

Authority &

Responsibility

Hiring Local Vs. Outsource Benefits

Hiring Local• More familiar with your

operations• Local language skills• Local time zone availability• In-Office synergies

Outsource• Lower cost• No benefits to pay• Easy to add more people

quickly• No cost when you have less

work• Can hire multiple people for

small tasks

Hire Local When

• You need them available during local times• The work needs to be done in your office• You need them every day• Cost is less of a factor

Outsource When

• The skill needed isn’t one you need everyday (graphic design, programming, database building)

• You need many tasks done inexpensively• You want to leverage your money to get more

done• You need skills in other languages and countries

SEE my “Introduction to Outsourcing Course” to learn how to do this effectively.

Why Delegation Fails

• Poor instructions• Lack of training• Insufficient authority• Taking the task back when it fails instead of

coaching, reassigning or hiring someone else

20 Minutes

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How Garland Helps

More help at CaptainTime.com