No matter your intention, delegation is easier said than done. It doesn’t just mean you have to distribute work that you hate to your dedicated assistant; in fact, how you delegate is sometimes considered an art. When delegating is done correctly, it can pave the way to more tasks getting done within a day without you technically completing them yourself.
Why Delegate to Your Dedicated Assistant?One common mindset business managers have with delegation is it’s simply passing off random pieces of work to their VA. When done this way, delegating becomes a constant cycle of trial-and-error. Here are some benefits that you and your company may have if you master the art of delegation:
- You save more time and resources because your dedicated assistant does not have to figure out how a large chunk of the task should be done.
- It makes everyone’s workload more manageable, thus reducing stress levels for everyone on the team.
- Delegating provides you with precious opportunities to teach your VA. Not only will this improve their skillset, but it will also sharpen your communication skills further.
Preparation Before Task DistributionPreparing does not mean you just have to list down everything you want done. Preparation requires discernment to determine which tasks you can definitely allow your dedicated assistant to handle. To distribute tasks easily, you have to realize that you can’t do all the tasks yourself. To help determine what tasks can be managed by your VA you may use the following tips:
- Build rapport with your VA. Delegating tasks helps to build a long-lasting and harmonious relationship with your dedicated assistant over time. You have to do this for you and your VA to develop trust before you assign anything to them.
- Consider their skillset before you give out the tasks. Also, consider their interests before you assign tasks as well as the current workload. Also, determine their success in taking on similar tasks, how they work on those tasks, and how they deal with pressure when working on these things.
- Explain why you need to delegate the tasks to them. At this point, you may also consider telling them about the bigger picture – how this task can affect business operations. If applicable, you may also tell them how this can affect them as a part of the company.
- Set your expectations. Set timelines and milestones to further enforce commitment on the project. Specify the delivery and check that they understand this as well as the terms laid out.
The Art of DelegationHere are some important tips to check out when you decide to assign the tasks to your dedicated assistant:
- Develop trust and accountability. This goes both ways. Show them that you place your faith in their skills and how they can help you in the long run. Never be overbearing even if you feel the pressure to meet an urgent deadline. Doing so will sap the productivity out of your VA even more.
- Clearly communicate the tasks. Make sure to specify how you expect the task to be done. If the task does not require a rigid process to complete, you may instead inform your VA of the outcome you expect to have by the end of an agreed working period. Encourage them to ask questions and seek clarification to ensure that you’re on the same page.
- Devise a project plan and discuss it with your dedicated assistant. You may include how you prioritize the tasks during this phase. Consider the urgency of the project and the length of time needed for completion. When devising the plan, be realistic about the goals and expectations.
- Use relevant tools and equipment, if applicable. You may also conduct a short training or provide materials and resources to reinforce the skills they can use to finish the project. Thoroughly review the materials that you’re giving your dedicated assistant to ensure that these are up-to-date and relevant to the tasks.
- Document crucial information such as workflow, tracking systems, relevant project data, summaries, and endorsements.
- Make sure to be available if ever they have questions or problems as they work through the project. This will help further improve their efficiency with the task. If you can’t be available all day, make sure to set a specific time slot each day when they can easily contact you for any concerns. Your availability is important to resolve conflicts as soon as possible instead of learning about them a few days or hours before the deadline.
- Provide constructive feedback. Try using the sandwich method when giving feedback to your dedicated assistant. This involves presenting them with some positive points at the beginning then gradually introducing points for improvement. Cap everything off with some more positive feedback based on how they performed so far. When providing feedback, remember to give credit where it’s due. Always show gratitude to your VA for a job well done. Show sincerity and genuine appreciation for their help. To show your gratitude even more, point out the things that they did really well during crunch time. The gesture will not only warm their heart but will also improve how they see you as a leader and as a person.