664 Words
"Wrong! It came back wrong again. I told Pat I wanted this typed in rough form and it was given back to me single spaced instead of double. What's wrong with Pat?"
Does this sound familiar? Have you ever delegated a task only to have it returned differently than you expected? I have. Too many times.
What I have learned, regretfully, is that the reason many of my tasks are returned wrong is that I gave the instructions wrong. Either they were incomplete or misleading. I assumed the delagatee knew what I meant, and I hadn't confirmed the understanding.
Sometimes staff members are timid about admitting when something is unclear or s/he feels s/he knows what to do. The following are guidelines I've developed from my own experience as well as from others who have learned how to delegate the hard way.
1. Don't fall into the "I can do it quicker and better" syndrome. If you do, you are not managing. You will stay stuck in a rut and keep your subordinates in a rut, too.
2. Clarify the task in your own mind. Visualize what the finished task/product would look like. Many times supervisors are disappointed with the work their subordinates return to them because the supervisors themselves weren't clear on what they wanted.
3. At first, write an outline or sketch what you want. You may feel silly, but you'll find it helps clarify your wants. Soon you'll be verbally expressing what you want more clearly.
4. Do the task in your mind--walk through the various steps. This way you'll know to point out specific details that your delegatee may not know about.
5. Enlist your delegatee's help. Tell her you're improving your skills in giving instructions and would like her assistance.
6. Have him write out the instructions you give verbally. Ask him to repeat what he heard so you can make sure you're being clear. Don't just ask him to repeat what you've said--you'll sound condescending.
7. Don't be a perfectionist. If you get back work that is different than you expected, discuss the problem so you can fix the misunderstanding. If the work is acceptable, say, "This is fine for this time, however, next time I would like it done this way." Having someone continually redoing acceptable work so that it's perfect is demoralizing, frustrating, and a waste of time.
8. Write out instructions if the delegatee is not available for discussion, has a language barrier, or forgets easily.
9. Put a due date and time on your requests. If it is not possible to complete the task within the deadline, the delegatee must get back to you an re-negotiate the time or have you give the task to another person.
10. Log tasks on an Assignment Tracking Sheet listing what was assigned and when it is due. Keep copies of instructions/due dates so things will not fall through the cracks.
11. Follow-up. Agree on check-in points. If your delegatee was given a week to complete a task, check in with her in three days. Ask: "How are you doing on X?" Rather than "Have you finished yet?" The latter puts her on the defensive and raises pressure. You can catch potential snags in the task by checking early.
12. Acknowledge good jobs, no matter how small. Work on improving bad ones. Ask, "How can we make sure this is done on time next time?" Form a team with your delegatee.
13. Allow him to use his own method after you trust the delegatee. You should care about the results, not the method. If you do this, your people will be more productive and creative and have more self-respect.
If you have the patience to follow these guidelines, your staff member will feel better about him/herself, you will get more accomplished, and reduce your chances of a heart attack. It's not easy, but it's worth the effort.
Copyright 1988, Morgan Seminar Group
Rebecca L. Morgan, CSP, is a dynamic speaker and seminarist. She is the author of four books, "TurboTime: Maximizing Your Results Through Technology," "Calming Upset Customers," "LifeÕs Lessons: Insights and Information for a Richer Life," and "Professional Selling." For information on her speaking services, books, and tapes contact her at 1440 Newport Ave., San Jose, CA 95125, 408/998-7977, 800/247-9662, fax: 408/998-1742, rebecca@RebeccaMorgan.com, www.RebeccaMorgan.com. Please contact Rebecca for permission to reprint or repost this item.
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