Delegating - The Home Office Power Tool
July 2nd, 2009 |
If you’re like many entrepreneurs who work from a home office, there are probably a number of reasons you won’t delegate work to someone else:
�
No one else has your high standards of quality.
It’d take more time to explain it than to just do it myself.
Every time I’ve tried, I’ve spent time re-doing what was done for me.
I can’t let someone have access to my confidential information.
(Or�the infamous)…”If you want something done, you have to do it yourself”.
Well, some of these reasons address very sound concerns, but would you believe it’s possible to address all of the above objections and still delegate work effectively?� If you have a plan.
�
Let’s start by understanding that delegation is a learned skill.�In order to effectively delegate in a way that will serve you best, you must begin from an organized space and have a clear plan of action.
If you don’t have a plan in place you will not know what you can delegate, nor can you direct others to know what you want done.
�
To delegate effectively you should
�
Have an overall plan - It’s simple to delegate when you know full well what objectives and outcomes you want.�
Create a task list - You should be delegating tasks that you could do, but someone else can do just as well or better.
Be willing to make executive decisions - Great leaders learn to trust their judgment and completely let go of a task. But be sure to have an organized system for follow up.
Devise a timeline with deadlines - if� time management� is not your strong suit; seek the help of an expert to help you plan.
Secure resources - Start with an open mind and be willing to invest� in highly competent virtual or on-site assistance.� Freely state your desires and have the willingness to let the expert be the expert.
�
Know that a short amount of time training can lead to long term productivity and the luxury of always having much needed support close at hand.
�
Here’s an exercise for solo entrepreneurs to train yourself to delegate like a pro:
�
Start by making a lists of upcoming projects you need to complete.� Now go over your list and actually write down the name of the departments and/or staff that would handle the projects for you.�If this were true, would you try to do all of the work yourself?
�
For example, let’s say that you’re a writer who’s planning to build a website; promote the website launch and run a contest in the local newspaper to send new traffic to your site and to generate leads.�� In this case you could use the services of a web designer, graphic designer, copywriter and a marketing coordinator/department.�
�
Next, break down the project list even further and see what “tasks”� you foresee each department performing.� This is where you’ll start to see that within each area there will be tasks that you can confidently delegate without feeling the need to micro-manage the process.� Using little baby steps you’ll slowly be able to trust that sometimes others can be just as smart as you.� And the more you delegate, the more you will sense relief, power and believe it or not, control over your business.
�
Tasks you can mindlessly delegate once you have a plan
Placing ads
Business and personal errands
Data entry
Opening, sorting, shredding and categorizing paper and mail
Thank you notes and post networking event follow up
Proofreading
Power point presentations
Shipping customer orders
Bookkeeping and invoicing
Travel arrangements
Handling registrations for teleclasses/workshops
Market/competitor research
Constructing/editing newsletter
Web design
Internet social networking posts
Graphic design
Bookkeeping and invoicing
Creating .pdf files
Once you have the courage to delegate
When you’re working like a true executive with an action plan in place and allowing experts to help, be sure the big picture and your objectives are crystal clear.� Select quality, trustworthy people who will make the return on your investment long term and with increasingly sharper results.
�
Do your research, ask the right questions and insist on credibility and punctuality.� Clarify your standards of quality for the completion of your tasks and the time in which they must be completed.�� Don’t be so concerned with how the task is completed by the individual, but focus on the desired outcome.
- Establish checkpoints within your timeline to see how things are going.
- Look for resources in your own backyard: colleagues, former co-workers, family members (Be sure to pay for work done and keep things on a professional level so that your expectations are respected and deadlines are met)
- Educate your ’staff’ regarding your business values so they have an idea of your outlook; this will give them the ability to make informed decisions on your behalf while you’re relaxing on the beach.
- Trust that there are other people in the world just as talented; or heaven forbid more of an expert than you.
- If you run into a snag in the delegation process, know that a few minor errors now will lead to improved long term results.
- If you have work of an extremely confidential nature, you can have a non-disclosure agreement signed at the beginning of your work relationship.
You’re probably thinking that you can’t afford the costs associated with delegating.�� In the long run, compared to your salary, delegating tasks is a bargain.�
�
The Costs to Doing-it-Yourself� vs. Delegating
�
Do-it-yourself hourly rate:�$75-100/hour
Highly qualified virtual or on-site assistant rate:�$25-40/hour
Task:�Proofreading, internet research, bookkeeping, social networking posts
�
Time required: 4 hours
Frequency:�monthly
Do-it-yourself cost:�$300- $400 month/3,600-4,800 annually
Delegated:�$100-$160 month/1,200-1900 annually
�
Short term savings: more than 75%
Long term benefits:�A sense of relief once tasks are assigned.�The entrepreneurial mind is free to focus more time on building client base, expanding product offerings, closing sales and customer retention processes. Company benefits increase incrementally as assistant handles processes once handled by owner; business shows signs of progressive growth.
Cheryl Vargas empowers the work-at-home entrepreneur to be more organized, prioritized and strategized. She is a member of the National Association of Professional Organizers, the National Study Group on Chronic Disorganization and owner of Oak Park, IL based OrganizeChicago time management and organizing services.
