We people always heard about the word “Busy”. Like people always talk with each other, I am so busy… Can’t find time to look on other things as I am overloaded…Don’t make any plans, today, I am so busy… Seriously? I just mean pause the whole scenario and think when you say this to someone or heard from someone does it actually a right excuse? If yes then congratulations you are a high-flyer. And if it’s an excuse then let me ask you why? Aren’t you good at managing your work? Or Is your boss is waiting for you to assign a new task when you get free from the current one! Probably, none of the reason will define that you are so busy.
Busy is not a virtue. Yes, you will not get any bonus points or award for being stressed out, depleted and exhausted. Especially entrepreneurs and high authority executives.
“Busy is a drug & everyone is addicted.”
In this advanced phase of life, we all want lavish life. So that we follow affluent societies of busy people. We have the technology; we have all the services available to reduce our time admin. Even most of the organizations have steadily reduced their working hours & restricted overtime. So where does this notion of busyness come from?
People should not avoid the delegation as it’s the most important & effective skill of management. If you want to advance your management skills at a higher authority level then you must have to find out how you will delegate your responsibilities & tasks to improve productivity & performance.
“Research shows that successful people use their 50% capacity in their own work & rest 50% unused potential they used in management skills. With delegation, they increase the productivity of their staff which gives them the highest revenue on the company’s investment.
How you will delegate effectively & leverage yourself?
First of all, let’s focus on some factors that contribute to the delegable tasks:
- Decide project timelines/deadlines.
- Figure out how much time is available to do that job?
- If the job will not be done properly then do you have time to fix it or redo the tasks?
- Find out all the consequences of not completing the specific job on time?
- Make a note of your/company expectations or goals for the project or task(s) including:
- Importance of that task
- Will you or your chosen staff is able to achieve the highest possible quality?
- Is an “adequate” result good enough?
- How much the failure will impact on other things? Is it crucial?
After preparing this, you must have to focus on task-relevant maturity:
Effective management through task-relevant maturity of your staff determines your delegation methodology. First of all, you need finding out the tasks which are High, Low & Medium priority. Secondly, find the persons who are doing the same tasks for a long time & separate the newbies with their competence of work.
Let me describe it with some brief idea:
Low task-relevant maturity – You have to divide the tasks with the exact explanation of what you want to the people who are new and inexperienced in the job.
Medium task-relevant maturity – In this case, you have to allocate tasks to those people experienced in the job. You just need informing them of the expected result & they will work effectively. This is also called objectives delegation method.
High task-relevant maturity – In this case you are having a highly experienced person who knows how to do the task & how to manage the workflow.
With these priorities decide who is the most competent person. Decide who is the right person to delegate the right responsibility. So how will you find it?
The factors to consider before delegating the work to the right person:
- Is this person being having all the information about the job? Does his/her experience, knowledge and skills suitable for which they are delegated?
- Does the skill set & attitude toward work suites that person?
- Do you have time and resources to provide any training needed?
- The individual’s preferred work style will help you to get the expected outcome?
- How independent is the person?
- Will the given goal help him/her to achieve their goals & boost their passion?
- What are his or her interests, and how do these align with the work proposed?
- The current workload of this person.
- Does the person have time to make more efforts on given work?
- Will your delegated task require a reshuffling of other responsibilities and workloads?
You need keeping a record of all this to delegate the work to the right person. Be clear about what you are going to delegate & to whom? All the above perspectives will help you out to use your resources in a more productive manner.
Now the most important question is how you will delegate successfully?
- Create a clear articulate of the desired outcome with the end in mind.
- Identify the lines of authority, constraints, and boundaries, responsibility and accountability.
- Take a command & include people in the delegation process.
- Empower them to decide what tasks are to be delegated to them and when.
- Then match the responsibilities with the consignment of authority.
- You must have to understand you can delegate only some of the responsibilities, however, you can’t delegate away the ultimate accountability.
- Follow the Task-relevant Maturity process.
- Provide adequate support to the team.
- Stay available to answer questions of your staff.
- Be ensure the project’s success through ongoing communication and monitoring as well as a provision of resources and credit.
- Focus on results.
- Note the accomplished tasks & concern yourself.
- Rather than detailing how the work should be done, you have to accept the work style of a hired person. Your way is not only the best way! Allow the hired person to control his/her own process and methods. This facilitates success, trust & effective management of work.
- Avoid “upward delegation.” Don’t shuffle the person with the responsibilities. Ask for recommended solutions.
- Build motivation and commitment to your staff.
- Discuss with your team about the impact of a specific project’s success on their financial rewards, informal recognition, future opportunities, and other desirable consequences.
- Discuss timelines and deadlines.
- Establish and maintain control.
- Build a checkpoints worksheet or a note on which you’ll review project progress.
- Take time to review all submitted work.
If you will consider these key points at priority level or during the delegation process, you will definitely find you delegate more successfully.
We always find some people are so intelligent, but they find themselves mostly overloaded. & some of them are not intelligent, comparatively but they, may have good management skills which will clear the path of successfully organize their jobs. So people take note & keep control of your success with practicing the above tips. Make sure to your team that whenever they need help you will always be there to guide them.
As we all know that as managers, we shouldn’t micromanage. With effectively delegating, we can balance some difficulties & find the best solutions by creating enough space for people to use their abilities to achieve goals. You just have to monitor and offer support closely enough to ensure the job is done correctly and effectively.
If you will delegate the work in the most effective way by using these tips then you will never be so busy. What are your thoughts on it?