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12 tips for delegating effectively
Bypass the learning curve and learn how to delegate at work
'But I gave you instructions!'
Have you ever delegated a task only to have it returned to you looking
very different from what you had in mind? I have - too many times.
What I have learned, regretfully, is that the reason many of the jobs
I have delegated are done incorrectly is that I have given the
instructions incorrectly. Sometimes members of staff are timid about
admitting when something is unclear, or they think they can work out a
way to do it on their own. The following are guidelines I've developed
from my own experience as well as from others who have learned how to
delegate the hard way.
- Don't fall into the 'I can do it quicker and better' syndrome. If
you do, you are not managing. You will be stuck in a rut and keep your
staff in a rut, too.
- Clarify the task in your own mind. Visualise what the finished task
or product should look like. Supervisors are often disappointed with
the work their staff return to them because they themselves weren't
clear about what they wanted in the first place.
- Write an outline or sketch of what you want. You may feel silly,
but you'll find it helps clarify what you want and it will help you
convey what you want more clearly.
- Enlist the help of the person you’re delegating to. Tell her you're
trying to improve the way you give instructions and would like her to
help you.
- Get her to write the instructions out that you give
verbally. Ask her to repeat what she has understood by your
instructions so that you can make sure you're being clear. Don't just
ask her to repeat what you've said - you'll sound patronising
- Don't be a perfectionist. If you get back work that is not what you
had in mind, discuss it, so that you can sort out the
misunderstanding. If the work is acceptable, say, 'This is fine for
this time, but next time I’d like it done this way'. Getting someone
to continually redo acceptable work to make it perfect is
demoralising, frustrating and a waste of time.
- Write out instructions if the person you are delegating to is not
available for discussion, speaks imperfect English, or forgets easily.
- Put the date and time the work is due on your requests. If it is
not possible to complete the task within the deadline, the delegatee
must get back to you and renegotiate the time or get you to give the
task to someone else.
- Log tasks on a job tracking sheet. List what work was given out and
when it is due in. Keep copies of instructions/due dates so tyyhat
things do not go astray.
- Follow up. Agree to check work in progress. If the person you have
delegated to was given a week to complete a task, check with her in
three days. Ask, 'How are you doing on X?' Rather than 'Have you
finished yet?' The latter puts her on the defensive and increases
pressure. You can catch potential problems in the task by checking up
early.
- Acknowledge good jobs, no matter how small. Work on improving bad
ones. Ask, 'How can we make sure this is done on time next time?' Form
a team with your delegatee.
- Allow staff to use their own methods. You should be concerned
about the results, not the method. If you do this, your staff will be
more productive and creative and have more self-respect.
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