The Art of Delegation
How to Effectively Outsource your Administration
Running a business, committing fully to a demanding work role and balancing family and personal life involves wearing multiple hats and juggling numerous responsibilities. However, to truly thrive and focus on what matters most, it's essential to delegate tasks and free up your time for higher-value activities. This is where outsourcing your administration comes in. In this post, I will help you explore the key steps to identifying your core role, overcoming delegation challenges, and effectively outsource tasks, allowing you to reclaim your time and boost productivity.
Identify Your Core Role
To begin the delegation process, it's crucial to understand your core role and value proposition. Reflect on what you do best, what you love, and what your professional goals are. By pinpointing your strengths and unique abilities, you can gain clarity on the tasks that align with your expertise and those that can be outsourced.
Overcoming the Challenge of Letting Go
Delegating tasks can be challenging, especially if you're used to doing everything yourself. Trust plays a significant role in overcoming this challenge. Building trust to hand over tasks that you have always done yourself takes time, but you can start by outsourcing smaller tasks initially and gradually expand these as the working relationship develops. Remember, the purpose of outsourcing is to alleviate your workload, so you can focus on strategic activities.
The Six Ts of Delegation
To effectively delegate tasks, categorise them using the "Six Ts" framework:
Tiny tasks: These are small, seemingly inconsequential tasks that, when accumulated, consume valuable time and interrupt your workflow. Examples include registering for events, making travel arrangements, etc.
Tedious tasks: Relatively simple tasks that are not the best use of your time but still need to be done. For instance, data entry or researching meeting room availability.
Time-consuming tasks: Important tasks that require a significant investment of time but don't necessarily need your constant input. Delegate the bulk of these tasks, stepping in only for approvals or direction when necessary.
Teachable tasks: Identify tasks that can be passed on with initial instructions, quality checks, and final approval. These are tasks that can be handed over to your assistant, such as generating client reports or managing website content.
Tasks you're terrible at: Recognise tasks that don't align with your strengths but are well-suited for your an Executive Assistant’s expertise. By delegating these tasks, you save time and ensure a higher quality outcome. Examples include designing visually appealing presentations.
Time-sensitive tasks: Delegate tasks that are time-sensitive and compete with your other equally important priorities. By entrusting these tasks to someone else, you can ensure they are completed in parallel with your ongoing commitments. An example would be changing a flight reservation while attending a full-day meeting.
Clear Delegation
Once you've identified the tasks to delegate, it's crucial to provide your chosen outsourcing assistant with a clear brief and goals. Clearly communicate what you want them to do, the desired outcome, and any specific processes they should follow. Set deadlines or specify the amount of time they should spend on each task. This clarity will streamline the delegation process and ensure efficient completion of the delegated tasks.
Mastering the art of delegation is a game-changer for those seeking to maximise their productivity. By identifying your core role, overcoming delegation challenges, and effectively outsourcing tasks to a skilled administrator, you can reclaim valuable time and focus on activities that drive your business forward. Embrace the power of delegation and unlock the full potential of your entrepreneurial journey.
Get in touch today and embark on a path to increased efficiency and success.
