How to Make Sure the Work You Delegate Gets Done

Photo Source= jon_a_ross
Time is a precious commodity. There are only 24 hours in a day, and unless you can get by with no sleep, odds are you will have to outsource some of your tasks to either an employee, contractor or vendor. (For a list of comprehensive benefits on why delegating work is right for you, read my post from a few weeks back).
The problem with delegating work to others is that sometimes you are going to have to step in and clean somebody else’s mess. Either the job won’t be done to your standards or something unforeseen will prevent the job from being done.
The problem with not delegating any work to anybody (and trying to get everything done yourself) is that it leads to the downfall of many small businesses and executives. If you stretch yourself too thin, you can’t spend enough time on increasing your revenue and growing your business.
When you are in a position to delegate a task or a project that you need done, you have to understand not only the task that needs to be done, but also the skill sets of your team. I’ve found that before I delegate a task to someone I have to focus on two things- Defining Success and Assessing the Qualifications Necessary.
DEFINING SUCCESS.
In order to make sure you can properly prepare someone else to do your work, you have to be able to determine and communicate what success will look like when the task is finished. There has to be some sort of deliverable, that you can check, to make sure that the task has been completed to your satisfaction. An effective leader will assign tasks to the workers or contractors that you know will be able to succeed.
If you can’t identify the successful outcome of a task, how can you determine if a worker is capable of performing it? The failure to define success turns delegation into a gamble, rather than a prediction.
As an effective manager, you will predict success based on the skill-sets of the employees you have as well as the requirements necessary to get the job done.
If you just have work that needs to be done, but don’t know what success looks like with the completed task, you will ineffective at not only managing your people, but also at running your business.
You want to clearly define and communicate the outcome of the task to the person you delegate it to. You want your workers to have a crystal-clear understanding of what you require of them to get the job done. That way, they can focus their entire efforts on the important activities to carry out the job efficiently. Another advantage of clearly defining success is that it will help you be a more effective coach to your team, developing them towards becoming more productive for your company.
ASSESSING THE QUALIFICATIONS NEEDED
After you know what success looks like you will need to assess what qualifications will be needed in order to reach that success.
What kind of person do you need to do the job? What skills will they need? How much time will they need to get the job done?
A few months ago, a client I was coaching was facing a dilemma. He was pursuing a customer, that if he landed, would double his profits for the year. He had his best salesperson working on this potential client for a few months. Unfortunately, things weren’t working out, and it seemed like he was about to lose the job to a competitor.
My client, not one to give up, decided to reassess the situation. After thinking things through, he thought that maybe the gung-ho take-no-prisoners approach of his top sales agent was not the right approach for landing this new customer. Instead, he opted for the laid-back approach of one of his newer salespeople to deal with this potential client. After two weeks, the sale was closed, and everyone was happy (even the original salesperson, who was given a tremendous bonus for his efforts in trying to close the deal.)
Prior to making the delegation, you should reflect on the desired outcomes from assigning the task (e.g., increased sales, decreased complaints) and the types of processes (e.g., better client education, greater empathy) that might be needed to produce the desired result. After you understand what skills you need, you can go ahead and match them to the skills of your team.
Whether you want to free your time, or you want to simply get more done in your business, delegating work to others is a tremendous benefit to growing your business. Make sure when you assign tasks to others, that you can define what success will look like when the job is done. Also evaluate the qualifications that are necessary to get the job done, so that you can match them to the competencies of the people on your team.
If you let your team know what results you expect (and that you focus on results) you will be able to focus on creating those results.
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