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Posts Tagged ‘delegate’

How to Delegate – Six Easy Steps

I think Instacart is a brilliant idea. I make a grocery list online, someone else goes shopping for me, and drops my groceries on my porch. What a How to delegategreat way to save time, unless I want a certain brand of canned tomatoes with no rosemary, and two green bananas and three that are almost ripe and one that is ripe right now. Meaning, if I want my groceries a certain way, I need to go shopping myself. No one else will pick precisely what I would. And delegating work and managing people is the same.

No one will do something just like you will. They might do it better or worse, but either way, work won’t be done just as you would do it. If you want something done precisely your way, you’re likely going to need to do it yourself.

There is little more demoralizing than working hard on a document and having your manager red line it with edits that aren’t wrong, they’re just not her way. This kind of feedback makes employees wonder why they bothered doing the work in the first place. Employees find themselves thinking and possibly saying, “If you’re going to change my work to be more your way, you should just do it yourself.”

This isn’t to say that if you have a vision for how work should be done that you shouldn’t delegate. Managers need to delegate work or they will be focused on the wrong things, exhausted, and resentful, and employees won’t grow, develop, and be properly utilized.

Managers need to set clear expectations, follow up to review work, provide regular feedback as the work is in process, and then expect and accept that completed projects won’t look just like what they would have done. Employees might produce great work, but it likely won’t be a mirror image of what the manager would have done herself.

If getting work that is slightly askew from what you would have done works for you, delegate the work. If work produced must be a certain way, you should likely do it yourself, or risk both you and your employees’ frustration.

Here are six steps on how to delegate, a skill I think most managers can strengthen:

How to delegate step one: Provide clear instructions to the person to whom you’re delegating. If you have an image of what something should look like, provide a sample document.

How to delegate step two:  Ask the person to whom you delegated to tell you what you’re expecting. Don’t ask, “Do you have any questions?” The right answer to that question is, “No,” and gives you no insight about the person’s understanding of your expectations. Instead, ask, “So I know I’ve been clear, what am I asking you to do?” Or you could ask, “Based on what I’ve said, what do you think I’m looking for?” There are lots of ways to assess a person’s understanding. You simply need to get the person talking.

How to delegate step three: Don’t assume people know what to do. We have all left someone’s office with a new project thinking, “I have no idea where to start.” And then that project goes on the bottom of the pile.

Ask the person, “What are you going to do first?” If they give you an answer that tells you they know what to do, step back. They’ve earned some freedom. If they give you an answer that will not lead to the results you want, step in and offer help.

How to delegate step four: Ask to see work as the work is completed versus reviewing all of the work when the project is done. Giving a lot of upgrade feedback after work is completed is demoralizing to employees and wastes a lot of time. Tell employees, “I’d like to see your progress every Friday (or whatever interval is appropriate depending on the length and complexity of the project). This isn’t to micromanage you, it’s to ensure you don’t do a bunch of work that I will want changed. I don’t want you to waste your time.”

How to delegate step five: Give candid feedback when you review work. Don’t say something is fine if it’s not. Make changes while the work is in its early stages versus when it’s almost complete.

How to delegate step six:  Resist the temptation to edit work or give feedback on work that is correct but wasn’t done your way. Remember, if you want something done your way, sometimes it makes sense to do it yourself.

When it makes sense to do something yourself: When you must have something a certain way and you’re the only person who can and will do it that way. If you’re ok with things not having the same words, formatting or flavor you’d put on them, delegate. If you need your bananas to look a certain way, go pick them up yourself. And both options are right answers. It’s ok to want what you want.

Manage people


How to Delegate – Six Easy Steps

I think Instacart is a brilliant idea. I make a grocery list online, someone else goes shopping for me, and drops my groceries on my porch. What a How to delegategreat way to save time, unless I want a certain brand of canned tomatoes with no rosemary, and two green bananas and three that are almost ripe and one that is ripe right now. Meaning, if I want my groceries a certain way, I need to go shopping myself. No one else will pick precisely what I would. And delegating work and managing people is the same.

No one will do something just like you will. They might do it better or worse, but either way, work won’t be done just as you would do it. If you want something done precisely your way, you’re likely going to need to do it yourself.

There is little more demoralizing than working hard on a document and having your manager red line it with edits that aren’t wrong, they’re just not her way. This kind of feedback makes employees wonder why they bothered doing the work in the first place. Employees find themselves thinking and possibly saying, “If you’re going to change my work to be more your way, you should just do it yourself.”

This isn’t to say that if you have a vision for how work should be done that you shouldn’t delegate. Managers need to delegate work or they will be focused on the wrong things, exhausted, and resentful, and employees won’t grow, develop, and be properly utilized.

Managers need to set clear expectations, follow up to review work, provide regular feedback as the work is in process, and then expect and accept that completed projects won’t look just like what they would have done. Employees might produce great work, but it likely won’t be a mirror image of what the manager would have done herself.

If getting work that is slightly askew from what you would have done works for you, delegate the work. If work produced must be a certain way, you should likely do it yourself, or risk both you and your employees’ frustration.

Here are six steps on how to delegate, a skill I think most managers can strengthen:

How to delegate step one: Provide clear instructions to the person to whom you’re delegating. If you have an image of what something should look like, provide a sample document.

How to delegate step two:  Ask the person to whom you delegated to tell you what you’re expecting. Don’t ask, “Do you have any questions?” The right answer to that question is, “No,” and gives you no insight about the person’s understanding of your expectations. Instead, ask, “So I know I’ve been clear, what am I asking you to do?” Or you could ask, “Based on what I’ve said, what do you think I’m looking for?” There are lots of ways to assess a person’s understanding. You simply need to get the person talking.

How to delegate step three: Don’t assume people know what to do. We have all left someone’s office with a new project thinking, “I have no idea where to start.” And then that project goes on the bottom of the pile.

Ask the person, “What are you going to do first?” If they give you an answer that tells you they know what to do, step back. They’ve earned some freedom. If they give you an answer that will not lead to the results you want, step in and offer help.

How to delegate step four: Ask to see work as the work is completed versus reviewing all of the work when the project is done. Giving a lot of upgrade feedback after work is completed is demoralizing to employees and wastes a lot of time. Tell employees, “I’d like to see your progress every Friday (or whatever interval is appropriate depending on the length and complexity of the project). This isn’t to micromanage you, it’s to ensure you don’t do a bunch of work that I will want changed. I don’t want you to waste your time.”

How to delegate step five: Give candid feedback when you review work. Don’t say something is fine if it’s not. Make changes while the work is in its early stages versus when it’s almost complete.

How to delegate step six:  Resist the temptation to edit work or give feedback on work that is correct but wasn’t done your way. Remember, if you want something done your way, sometimes it makes sense to do it yourself.

When it makes sense to do something yourself: When you must have something a certain way and you’re the only person who can and will do it that way. If you’re ok with things not having the same words, formatting or flavor you’d put on them, delegate. If you need your bananas to look a certain way, go pick them up yourself. And both options are right answers. It’s ok to want what you want.

Manage people


Set Expectations That Are Clear and Manage People Well

Set ExpectationsGiving negative feedback is hard. Asking for what you want will always be easier.

Set Expectations That Are Clear

We have all worked hard on a project, only to find out that what we created is not what our manager was expecting. When this happens, everyone is frustrated. Managers question whether or not employees listen. Employees wonder why managers who want something specific didn’t just say so when the work was assigned.

Managers would be well served by setting clear expectations at the beginning of working relationships and projects. Tell your employees what a good job looks like. Don’t make them guess.

If you want a weekly status update, tell employees that rather than being frustrated when you don’t know where projects stand. If you want a bulleted summary, tell people that rather than being annoyed when five paragraphs land in your inbox. If you envision a report with tables and charts, tell employees that versus being disappointed when they create a bulleted list.

Most of us assume people will do things the way we do. They won’t. Save time and reduce frustration by being crystal clear when you set expectations at the beginning of anything new.

When people see the title of my book How to Say Anything to Anyone, they think it’s a book about giving feedback and having difficult conversations. It’s not. How to Say Anything to Anyone is about asking more questions, so you know what your direct supervisor, coworkers, and customers need and don’t have to guess. How to Say Anything to Anyone is not about giving people bad news. It is about asking for what you want before challenges occur, and then talking about how you’ll deal with challenges when they arise.

If you work for someone who does not set expectations that are clear, then you, the employee, needs to set those expectations.

Set expectations by asking your manager:

• When do you want to see this, in what format, with how much detail?
• What does a good job look like?
• What’s your expectation of how this should look when it’s complete?
• Where does this fit, as a priority, in relation to other projects?
• How does this project fit into the department’s or organization’s goals?

Asking questions and telling people what you want is always easier than giving negative feedback. Everyone – employees and managers alike – are accountable for ensuring that the set expectations are clear and that work is done right the first time Ask more. Assume less.

Download the five questions managers must ask their employees to set expectations that are clear:ManagingQ


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