Delegation is an essential skill for business success, but it's not always easy.
In the simplest sense, delegating a task can be broken down into four key steps:
1. Show someone exactly how to do the task with detailed instructions. These could be provided in person, written down, or in video format. A combination of instruction methods is best, as everyone learns differently.
2. Provide all necessary background information and context for the task so they understand why it needs to be done. The ‘why’ is so important to the success of this process.
3. Let that person complete the task while you observe and make corrections as needed.
4. Be available on an ongoing basis to answer any questions that might come up.
Following on from those steps, it’s important to keep a few things in mind:
Find an effective way to communicate.
Whether it's through WhatsApp, email, Zoom, or something else entirely, finding the right system for you and your team is key. Whatever it is, it should be something that you’re comfortable using to keep communication lines open. We like WhatsApp, as it allows you to send quick voice memos to the person you’re delegating to, perfect for when things pop into your mind as you’re running between meetings!
Having a shared task list to make delegating a breeze.
Keep track of tasks, responsibilities, and deadlines with a shared task list. This enables you and your VA to stay on the same page about what needs to be done, who's responsible for what, and when things are due. No more miscommunications or confusion about who's doing what. Some of our favorite options for task lists include Teamwork (we use this at Strictly Savvy), Asana, Trello (free but limited), To-doist, and Monday.com.
As you delegate more, you'll find that you don't have to give as much detail in your instructions because your virtual assistant gets to know your business and your preferences.
Invest the time upfront for training.
It can be frustrating to have to take time to explain things and make sure everyone's on the same page when you’re already feeling short on time. But taking the time to train someone properly is worth it in the long run.
Remember, delegation is all about finding the right balance.
While it may seem faster to do everything yourself, holding on to tasks can prevent growth and revenue-generating activities. So, give delegation a chance and don't get discouraged when starting out. The long-term benefits are worth the initial time investment.