Want to save email time? Delegate Tasks

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“No person will do a great business who wants to do it all himself or get all the credit.”

– Andrew Carnegie

Do you frequently get frustrated, angry with your assistants or your team members? That frustration might not be exactly their fault!  Ask yourself: How well do you delegate? The best leaders in the world, agree on one thing – Delegation is the route to success.

 “The best executive is the one who has sense enough to pick good men to do what he wants done, and self-restraint to keep from meddling while they do it.”

– Theodore Roosevelt, 26th U.S. President

What are the keys to good delegation?

There are five main components to delegating well:

  • Clear Communication
  • Constructive Feedback
  • Effective Time Management
  • Training
  • Trust

 “When you delegate work to a member of the team, your job is to clearly frame success and describe the objectives.”  – Steven Sinofsky, former Microsoft executive

Many perfectionists and micro managers have a problem building trust with their employees and identifying their strengths for specific tasks. There is no shame in asking for help and trusting people that you hire. They are part of your company and ultimately, your success.

Examples of delegation skills:

Delegation skills are not merely just asking an assistant to buy plane tickets to the next conference. It requires getting to know your team’s personalities and understanding technical requirements so you can assign projects to the right people. For example:

  • Analyzing the tasks and resources required to finish a project on time
  • Shifting the responsibility for evaluating marketing manager to a sales department director
  • Evaluating whether to change job descriptions
  • Investigating technology resources that can handle tasks 

Delegating to Remote Teams

  1. Be clear and specific up front. Clear, specific instructions and communication is not considered micromanagement.

Spend more time clarifying – give the context and guidelines.  SMART delegations template – that way you will cover everything that a delegated job needs to be:

  • Specific
  • Measurable
  • Agreed
  • (discuss the resources required)
  • Time-bound
  • Ethical
  • Recorded

Never delegate a task when you are distracted. When you’re distracted you are more likely to forget details that are essential to the task.  Focus is key.  Ask for a weekly report and make sure you are available for questions. Remember, there are no stupid questions if you want the job done right!.

  1. If your team is working together and needs to communicate – get team collaboration apps like Asana, Slack, Basecamp. This way they won’t waste time emailing back and forth and communicate individually and with the whole team in real time. Statistics show that using collaboration apps like Basecamp can not only save you up to 6 hours a month, it can reduce weekly meeting but up to 59%.  You feel more in control and understand what’s going on in each department and have access to all of your employees. It even replaces:
  • Personal calendars
  • Google drive
  • Email threads
  • Meetings
  • Team chats

In a discussion board, you can monitor the entire conversation about a specific topic (or task) on a single page.

  1. Finally, save time on reporting. Most of the email time is wasted on unbalanced reporting. Have an online business? Get a dashboard setup so you can monitor everything yourself without asking for the reports. Use Klipfolio or Cyfe and have a real-time view of the overall business growth.

Today many teams work remotely and build great companies. You don’t have to spend every day on your email if you set up an online collaboration system which makes it more comfortable for your employees to share and report deliverables.

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Alisa Makowski

Alisa Makowski

Alisa lives and breathes marketing, it runs in her blood, that and coffee. Alisa is the top peeler here in our village of monkeys. Falling in love with marketing at a young age, Alisa has worked with various corporations while obtaining her B.Sc in Marketing. Over the course of only a few years, she was able to dominate her craft in the areas of: Web, Social, and Traditional Marketing. In that time period, she was able to work with companies such as The Furnace Company, Costco and with loyalty programs such as Aeroplan and Air Miles.

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