040: How to make delegation easy

In this episode, I’m talking all about delegation!

I used to find delegation a real pain. I knew it was vital that I share my workload in order for me to concentrate on pressing matters. However, I found the process of handing over tasks slow and time consuming due to the amount of training and questions to be answered. The work I got back was often of a lower quality than I produced and I ended up doing everything all over again. ‘Delegating’ became counterproductive for me, so I struggled on bearing the lion’s share of duties.

It brings me great pleasure to say, this is no longer the case!

I have now found an effective and speedy ways of delegating work, whilst maintaining high standards.

In this podcast, I go into detail on what I now do differently that makes delegation simple and pain free. You’ll hear how to get better quality results, more efficient performance, and how to ensure the task never comes back to be redone.

In short, the big difference is that I delegate a process, rather than a task…

This can be broken down like this:

  1. Define process in terms of end result
  2. Identify how often the process should run and what should trigger it
  3. Write down the key high-level tasks
  4. Add any tricky sub-steps that aren’t possible to ‘work out’ (e.g. particular systems that need updating)
  5. Add any templates or examples you have from previously performing the process
  6. Hand it over to someone, and get them to maintain a document with a list of all their processes, grouped by how often they do them
  7. Train them on the process and explain that good performance = doing a good job of doing the process. Great performance = identifying ways to improve the process by removing steps that don’t add value, or improving the quality of the results, or automating steps to make the process more efficient.
  8. If you haven’t already, set up weekly review meeting to:
    • Celebrate wins
    • Review progress against metrics, objectives, processes
    • Share issues and risks
    • Identify opportunities to improve the way we work
    • Plan actions for the next week

If a process ever goes off the rails, follow these steps:

  1. Immediately schedule time with the person who owns it
  2. Get them to share what’s happening and the results (it may not have gone wrong!)
  3. If it has got issues, ask them to identify why that might be and what changes could be made (frequency, process steps, systems etc.) to avoid these in future

When you need to delegate a process (that you own, or that you need to pass from one person to another), follow these steps:

  1. Set up a call/meeting, share the aim of the process and ‘move it’ into their role document
  2. Let them walk through the steps and ask questions – ideally even using a real example
  3. Edit the process to make it clearer where needed (rather than relying on the answers you give verbally)

You can get some example process documents and a template you can use to create your own as part of my Free Startup Pack

Resources mentioned in the episode:

  1. Dropbox Paper
  2. Free Startup Pack
  3. Parentpreneur Accelerator community 
  4. Parentpreneur Accelerator Podcast
About The Author

Alexis Kingsbury

Alexis is founder of the Parentpreneur Accelerator and Making Greatness Ltd. He is a serial entrepreneur, with experience creating start-ups in a variety of areas, particularly in SaaS and EdTech. He is also a lucky husband and proud dad, and now helps other 'parentpreneurs' like him to achieve their dreams of having successful businesses, making a difference in the world, and spending time with the people they love.

Warning: count(): Parameter must be an array or an object that implements Countable in /home/customer/www/parentpreneur.com/public_html/wp-includes/comment-template.php on line 1478

Fatal error: Uncaught Error: Cannot create references to/from string offsets in /home/customer/www/parentpreneur.com/public_html/wp-includes/comment.php:962 Stack trace: #0 /home/customer/www/parentpreneur.com/public_html/wp-includes/comment-template.php(1482): separate_comments('') #1 /home/customer/www/parentpreneur.com/public_html/wp-content/themes/optimizePressTheme/themes/3/single.php(74): comments_template('/comments.php', true) #2 /home/customer/www/parentpreneur.com/public_html/wp-includes/template-loader.php(98): include('/home/customer/...') #3 /home/customer/www/parentpreneur.com/public_html/wp-blog-header.php(19): require_once('/home/customer/...') #4 /home/customer/www/parentpreneur.com/public_html/index.php(17): require('/home/customer/...') #5 {main} thrown in /home/customer/www/parentpreneur.com/public_html/wp-includes/comment.php on line 962