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The 2nd Most Powerful Time Management Tool:
Delegating
Presented by John WhittBusinessWhitt
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The 2nd Most Powerful Time Management Tool
Delegation for the Business Professional
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John Whitt • Certified Professional Behavioral Analyst (CPBA)
• Certified Business Performance Coach
• Supports businesses and teams to maximize profitability
• Improves performance through effective communication
• Provides accountability and discipline leading to clarity, effectiveness, growth and leadership
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Agenda
1.Introduction
2.11 Keys to Delegation
3.Questions and Take-Aways
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Most Powerful Tool in Time Management
Number ONE is …….
NO!
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The 2nd Most Powerful Time Management Tool
Delegation
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1. Focus on High Value Activities
• Pareto Principle = 80/20 Rule80% of the results you achieve are created by 20% of your efforts or activityex: 20% of your marketing initiatives will yield 80% of your results
Hourly Rate = Value of Time activities have different values
ex: “Would I pay $100/hr. to do this?”
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2. Do What You Do Best …Delegate the Rest
What are the things that you and only you can do?
Don’t: say “Everything”
Do: what you do well
Don’t: do activities
below your hourly rate
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3. Delegate Based on Demonstrated Competence
Can the person do the job?
• Remember: can they do the job not can they do it as well as you
• Be patient and let them become competent
• Balance your interest with interest of employee
(Individuals want to show value)
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4. Define the Task Clearly Set clear expectations
Communicate with clarity
Focus on intended results and outcomes
Lock in understanding
REALLY focus on the WHY
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5. Set a DeadlineEstablishes a sense of urgency
Do Not leave open-ended
Be specific with dates and times
Allow a buffer – to review, make changes and still meet YOUR deadline.
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6. Establish MilestonesGauge progress
Critical when tasks/activities are in stages
Applies to routine processes (i.e. a/p )
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7. Agree on Resources
• Insure appropriate resources/tools are available for efficient and effective execution
• Define and get agreement during planning stage
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8. Agree on Consequences
Both positive and negative
Meaningful
Motivating
Reward for good results
Follow-up on agreement
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9. Put It In WritingConverts understanding to
COMMITMENT
Service Level Agreement (SLA’s)
• Lock in agreement:Communication
Understanding
Expectation
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10. Inspect What You Expect
Delegation is not the same as Abdication
• Monitor and measure
progress
• Catch and fix problems
before they become
serious
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The 11th Principle
Adjust management
style based on
Task Relevant Maturity
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Task Relevant Maturity
Balance
resource
competence
and experience
with task
difficulty
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3 Levels of Task Relevant Maturity
Low: individual has little experience
Medium: individual has some experience, judgment and knowledge is developing
High: individual has a lot of experience, bordering subject matter expert; trust has been established
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Low Task Relevant MaturityUse Directive style of delegation:
Fully explain task, intended outcome, and required resources
Provide the steps
Employee clarifies understanding
Employee documents task understanding
Monitor progress, provide feedback
Stop and Re-assess
Objective: confident, competent, effective employees
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Medium Task Relevant Maturity
Use Management by Objective style of delegation:
Clearly explain goals and objective of the task
Employee provides plan
Review plan, establish consensus
Employee documents task understanding
Employee execute plan
Monitor progress, provide feedback
Stop and Re-assess
Employee provides modifications for next time
Objective: confident, competent and effective employee
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High Task Relevant MaturityUse Leadership style of delegation:
Clarify objective, outcome
Employee is accountable
Grant employee authority
Employee documents task understanding
Step Aside
Stop and Re-assess
Employee provides modifications for next time
Objective: independent employee
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The 2nd Most Powerful Time Management Tool
Delegation•Set expectation
•Get agreement
•Measure results against expectations
•Close gaps
•Provide feedback
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Questions and Take-AwaysTo get the benefit:
1.Commit to action (knowledge vs. applied knowledge)
2.What was your key take-away
3.How will you apply it?
4.What one task will you commit to delegate right now?
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Exclusive OfferComplimentary 1 hour:
“Boost Your Productivity”
Delegation Diagnostic Session
Once you have completed this session you will have a clear understanding of: Which activities to delegate How to delegate How to leverage your resources Focusing your time and effort on the most valuable activities
SIGN UP TODAY!
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THANK YOU!
THANK YOU ALL!John Whitt, Owner & Certified Business Coach
BusinessWhitt
www.businesswhitt.com
714-920-6211
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Brian Tracy Is:Chairman/CEO: Brian Tracy International
• One of the world’s foremost authorities on organizational,
personal and professional development.
• World renown trainer of individuals and organizations
• Consultant for more than 1,000 companies
• Globally recognized speaker addressing more than 250K business people annually
• Top selling author of 52 books
• Author and producer of over 300 best selling audio and video programs
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What if you are a solo or small business? (extra
slide)
Batch your work• Paying bills• Email responses
Outsource• If more than 10% of time• Bookkeeping• IT• Virtual Admins