Meggin’s Current Articles

10 Tips For Delegating to People Who Are “Shared” by Others

17th March, 2010 - Posted by Meggin - No Comments

Sometimes you are fortunate enough to have people who work for you and you are the only one who is delegating to them. More often, however, you are one of many who delegates to these people. When this is the case, different strategies must be employed for maximum productivity.

Be sure you are delegating to the right person. Not only are you more likely to get the help you need but you avoid confusion and upset among other staff members.

Make sure your directions are clear (preferably in writing). Don’t assume that others can remember what you’re asking for. Write it down. I once had an admin (who served 20+ other people) and when I gave her work to do for me, she would start working on mine first. When I asked her about that and pointed out that the deadline was a few days away, she said, “But yours looks more important.” Upon further questioning, I asked her why and she said, “Because it’s laid out so neatly and I can tell what I need to do.” I learned a lesson, for sure and made sure my work always looked that way!

Give a deadline and ask whether it is realistic. Be polite. Respect…heard of it? Often others who are delegated to (that is their whole job really) are not treated as well as they deserve.

Be ready to be a problem solver with the person to whom you are delegating. Help the other person think through WITH you what solutions are if there’s too much work for the time allotted.

Strive for maximum clarity on what you need. The more clear you are the more likely the other person can help you in a minimal amount of time and with optimal results.

When your work takes precedence over someone else’s, stick up for that fact. When it doesn’t, acknowledge that graciously. There are times you need to “pull rank” and other times you do not. Never be a bully, but don’t be a weinie either.

Know that there are politics involved and be ready to address the issues. Gosh, politics in the workplace. Surely there are articles about that…for now, just be ready.

Do not delegate what you should be doing yourself. Ask yourself if what you are trying to delegate is something that “only you can do” or if it’s your job…and if the answer is yes to either or both, then take care of it yourself. Delegate appropriately.

Notice when everyone’s deadlines are converging and make every effort to delegate in a timely fashion. Last minute requests because you were procrastinating or weren’t organized are not appreciated. During “crunch” times, which often occur in a cyclical fashion, think that through in advance and see if you can “beat the rush.”

Kind words (and chocolate!) can go a long way. I’m a fan of gifts to those who help me. Sincere thanks and yummy treats are always appreciated by others.

Delegating well is a skill and a talent. Work on developing both for optimal productivity. Help those around you develop these skills and talents, as well.

To learn the specifics of delegation for yourself and your team, sign up for the 5-hour training package I did recently on “Deputize…Then Delegate.” You’ll receive a hefty handout packet and downloadable MP3s–a total of nearly 5 hours of instruction. It will make a world of difference.

** http://meggin.com/DeputizeThenDelegate.php

(c) 2010 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm).