How to Use Strategic Delegation to Improve Productivity

There are days when you feel as if the only way something will get done properly is if you sit down and do it. Then there are days when you’d gladly relinquish all of your dull chores and responsibilities to your employees. People often underestimate the power of proper delegation on productivity. You can both keep the reins and still not get flooded with dozens of tasks your assistant could finish in a heartbeat. The trick is to find the right balance of taking over and handing over, and without losing your mind in the process.

Let’s take a look at a few delegation strategies that are bound to help you no matter your niche or the size of your business. They’ll help you let go when the urge to control is overwhelming, and they’ll see you through those days when you’d rather not do a single thing.

Outsourcing is not a curse word

In the realm of doing business, outsourcing sometimes comes with the baggage of questions. How do you know where to look for reliable workers? Wouldn’t this process waste already precious time you could use to finish a task yourself? To a certain extent, it makes sense to ask these questions, but only if you really aim to evaluate your investment. The goal is to find a person to fill a particular position or contribute to a certain project, and perhaps it doesn’t make business sense to hire them full time.

Whether you’re worried about the next blog post or the perfect invitation design, look for an experienced freelancer to delegate the task to. Micromanaging every single task in your company will only lead to your own burnout, and drain you for the tasks that actually require your attention and expertise.

Incentivize initiative

You already have the right people on your team who rock at a certain job or one of its aspects? Then perhaps they don’t feel it’s their place to meddle, and yet they’d gladly add a few projects to their resume. Encourage them to show initiative, whether it’s by offering a few extra days off, giving financial incentives, or simply sending out a company-wide email to praise their work.

Not everyone is great at taking initiative from the get-go, but once given the right motivation, you might be surprised to discover how many of your employees would be happy to contribute!

Assistants have their place

It’s far from uncommon for managers and owners to postpone getting an assistant for as long as humanly possible, because retaining a high level of control gives them peace of mind. Over time, you’ll realize that this single person by your side can double your energy levels by taking those minuscule tasks off your shoulders.

Ever since the startup economy started blossoming worldwide, both part-time and full-time executive assistant jobs have become some of the most coveted positions to help managers balance their workload. Hire someone to manage your calendar, meetings, correspondence and similar daily chores to clear your day for more vital assignments.

Tech up your game

So many managers say that they simply don’t have the time to delegate. If that’s your current issue, then why not use all those fast-advancing technology innovations to speed up the process? There are so many useful project management tools that can help you keep track of everyone’s contribution, as well as their areas of expertise.

Platforms such as Basecamp or Asana are ideal for teams of various sizes, so you can look into their capabilities and see which solution fits your bill. Without writing and monitoring lengthy emails, you can easily assign, reassign, manage tasks, and delegate entire projects to team leads of your choice. It will make your process a much smoother one, to prevent delays and bottlenecks in each project.

Match employees with tasks

You already know not to ask for a financial report from your graphic design expert, but there are many ways in which you can further refine the match-making process of delegating. First of all, you need to know your employees’ skills well and be in the loop when it comes to their current engagement levels. Some might be working longer hours than others, while some might handle a single task which is far more complex than a dozen others.

Delegate with fairness in mind and choose people with the right skill set to make them feel appreciated and involved. Perhaps this will be a perfect chance for someone to finally get more responsibility and showcase their knowledge of the matter. Pro tip: train your team leads to be able to delegate like this, and you’ll likely delegate delegation in its entirety soon enough.



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