Tag Archive: delegating



DelegatingDelegating tasks can be a difficult thing to do. For many it’s hard because you really own what you do, others seek and like to maintain control. If you truly want to grow, you’ve got to let things go. First of all, let’s face it, you can’t do everything. That might be how things were when you first started your business, but there comes a time to delegate.

The rule is, if you don’t have to be the one to do it, give it to someone else.  I have heard it so many times before–you might think that in the time it takes for you to explain how to do something to someone you could actually have done the task yourself.  Now, that might be true with some tasks, but the point you’re missing here is that if you take the time to set that foundation, you really do save yourself plenty of time in the long run. If it takes you an hour to show someone how to perform a task, once you’ve shown them how to get it done, they have the knowledge and can perform that task for you whenever it needs to be done. So let’s say that twice a month it takes you an hour to schedule your social media posts for a period of time ahead. Although this is important, it’s not something that is directly generating income for you, and definitely not something that requires your skill and expertise to do.  If you invest an hour of your time to show someone else the ropes, it’s an hour that pays off well in the long run. You can cross that off your list and focus on an activity that generates income for you. What are your plans for growing your business? Just think about the things that you can do to forward that growth in the two hours.

Think about the tasks that you can delegate that would give you time to focus on expanding your business.  Determine who the right person is to perform the task, outline and give them detailed instructions how to go about doing it and a due date for what you’ve handed over. The time that you invest will pay you back many times over and you and your clients will continue to reap the return on that investment and your business continues to grow.

 


WomanandGearsOne reason most solopreneurs start their own business is because they want freedom and flexibility.  They want to be able to run the show and at the same time be able to take time off when they choose for fun and family.  This sounds ideal and it can be, but one big challenge that solopreneurs face is that they’re doing everything themselves.  They start out that way and things tend to stay that way, which doesn’t allow much time for the fun and family, so they end up without the freedom and flexibility they were looking for when they started.

If you really want that freedom and flexibility that you were looking for when you started your business, your business has to run smoothly and it has to be able to run without you in the mix.  Can you say that right now if you chose to take a few days off that things would keep moving along?  If not, there are three things that you can do starting right now that will help you keep things up and running.

First, create systems that will help you streamline things.  Most people cringe at the thought of creating systems because they think systems have to be big, complex and cumbersome.  Truth is, they really don’t.  A system is has three components: processes, tools and people.  That’s it, and the components can be as simple or as complex as you like.  The most important thing is determining the processes within each, the tools that will be necessary to perform those processes and the people who will use the tools to carry out the processes.  Creating the systems that you need to keep your business running smoothly will cause you to invest some time, it’s not something that can happen over night, but it’s not something that has to take an extended period of time either.  Invest the time in yourself and in your business to take the steps necessary to determine and then set up the systems that will support you on a daily basis.

Once you have the systems created and up and running, document what you do and how it’s done so that you end up with standard operating procedures manual that anyone can follow to get the job done.  If you keep the procedures updated, anyone should be able to review a procedure and perform the designated task without a problem.

Another step in taking on the challenge of doing everything yourself, is to begin to delegate.  Let’s face it; you started your business not only for that freedom and flexibility, but to make money.  You can’t make the money that you want to make if you’re occupied with tasks that aren’t making you money.  Look at the things that you do on a regular basis and determine whether or not you have to be the one to do each.  Ask yourself if you are the only one who can do this and if the particular task is the best use of your time.  If the task at hand doesn’t require your knowledge or expertise, it belongs in the hands of a capable, trusted individual so that you can focus on the revenue generating things.  Delegating for some is not an easy thing to do.  Letting go can be a process in and of itself which is fine, the important thing is to let go of the things that don’t require your time.  If you haven’t invested in a virtual assistant, consider doing so.  If you don’t want to do that route, find a college student looking to fulfill an internship requirement. Make sure that whomever you choose has the skills to perform the job that you’re asking them to do.  Don’t be fooled into thinking that the time that it will take to train this individual will be time that you can spend on doing the things that you’re teaching them to do.  Use the operations manual that you create during your systems set up to guide them through the processes you’re introducing them to and make adjustments in the procedure where necessary.   The time that you spend teaching is time invested in your business and your bottom line.

 


One of the biggest mistakes I see people make when it comes to managing their time is not having a system in place to support their productivity.  Effective time management incorporates a set of tools, and habits that when utilized properly allow you to get optimal value out of your time. The initial tool is the paper or digital tool that fits your personality. The additional elements include:

  • A master task list that includes everything you have to do and a daily to-do list
  • Supportive habits because your habits will make or break you
  • Knowing what your priorities are
  • Scheduling and planning your week and being realistic about it! Your calendar or daily agenda should look like a well organized closet. A well organized closet has spaces for shoes, hats, scarves, sweaters and the like, so that things are orderly. You want to maintain that same order with your calendar so before you add something look to see if you have room for it and exactly where it can go.
  • Delegating. We all have things that we can pass along to someone else to do and it helps tremendously when we take advantage of that opportunity. It not only leaves time for you to work on something else, but increases your productivity.
  • Saying “no.” Take time to think about things before making a decision. Do you actually have the time? Does it align with your goals and values? Think about that well organized closet as a reminder and keep in mind that just because something needs to be done, doesn’t mean that you have to do it.
  • An organized workspace. A person who works with a cluttered desk spends about 1½-2 hours each day looking for things. That’s 7½-10 hours of your time spent each week that could be dedicated to something productive. Do the math and not only does the time start to add up quickly, but the monetary costs do too.

You might not think of some of these as part of a system, but they truly are.  Without all the pieces in place, you have gaps and your productivity suffers becasue you have nothing to support you.  Get each of these pieces in place, and incorporate them along with the use of a tool that’s the perfect fit for your time management personality.

 


It’s that time of year again and now that the holiday season is in full swing, things are getting crazy.  This is the time of year when things (and people) get insane, it becomes harder to manage everything there is to do and the overwhelm conversation begins in your head.  Let me stop you right there.  “Tis the season, but not necessarily for what you think. ‘Tis the season to delegate and say “no”!

The holiday and its madness don’t have to be synonymous; they do not have to coexist, but they will if you let them.  Some people get wound up just at the thought of the holidays and become exhausted just at that point.  Although it may be hard to manage your usual work day so that your business can keep running and fit in your holiday to-do items, it doesn’t have to be crazy.  This is a good point to step back and look to see what you can delegate to someone else.  Figure out who’s a good for for the task, give great instruction and a deadline and give it up.  This is also a good point in time to start saying “no” if you’re not already in the habit.  Before you agree to take something on, look to see if it fits your focus and if it fits into your schedule.  If it doesn’t, the answer is “no”.  When it comes to the holiday stuff, take inventory and reconsider the things that you always do that you don’t necessarily want to do.  Give those things up and if the list of things you have to do gets too long, delegate some of the things on it as well or ask for some help.

Take a long look to see which things make sense and which ones don’t and if something’s not important, get rid of it.  This includes those things that you consider to be tradition too.  Do they make sense?  Make the time to take that long, hard look at your usual holiday season and make some choices to get yourself to the point where the insanity isn’t part of your holiday festivities.  Your holiday season can be a sane one, but you have to be the one to make it that way.

 

 

 


Whether you’re organizing your calendar or your space it has to be done from a personal perspective.  If you’re looking to organize your time, start by getting your hands on a tool that fits your time management personality.  If it doesn’t fit, it’s not the tool for you and it’s not going to support you in managing your time.  If you don’t know what type of tool fits your personality, take the steps to discover your time management personality, choose a tool that fits and set up a system for managing your time around that tool.  If you’re not sure where to start, click here.

Part of the system that you set up around managing your time should include habits that support you such as delegating tasks that aren’t necessary for your to do yourself, putting tasks that take longer than 15 minutes into your calendar with an assigned block of time, and planning.

When it comes to organizing your space, start with knowing what you want the outcome to be and why you’re getting organized.  Start with the space that bothers you the most or that’s causing you the greatest amount of grief.  If it’s a room that needs quite a bit of work, start in one corner or at another point in the room.  Continue to work with that space until it’s done.  As you go through the things present, toss what’s not relevant, the things that you can get again or no longer need.  Organize what’s left.  Before you do, think about how you want to store it.  What makes sense based upon your personality and how you work.  Again, organizing your space is personal.  Continue with the room until every area is done.  Choose the next space that you’re going to tackle and take it on.  Stick to it, space by space until your project is complete.

 

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