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A Word or Three About Delegation

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One of the hardest things for a small business owner to do is to delegate. Giving up control, trusting employees to get things done right or even properly identifying tasks that can be delegated are just a few barriers to proper delegation. Sadly, I've been in some offices where the owner was printing off 100 letters and getting mailing labels ready while the receptionist was filing her nails waiting for the phone to ring. Something is wrong with this picture.

The first two hurdles require mental changes but the third can be solved very easily with this three step process.

Start with identifying every single task you perform. Write down everything you do in a notepad for a two to four week period. Everything! If you call prospects write it down, sign checks, stuff envelops, hold certain meetings, meet with suppliers, clients, employees, community leaders, write it down. Do you write or have input into your web sites content? Write it down. Lick stamps, clean the copier, sweep the floor, clean the toilet? Write it down.

Next, identify each and every task as to the impact it has on your business. What is its importance to the success or growth of your operation? You can use a Low, Medium and High coding for this and only consider the importance to the business, not whether you like to do it or not or have to do or not. For example, meeting with suppliers may be of high importance while meeting with community leaders might be a medium. Working periodically on your web's content may be of high or medium importance to your business while licking stamps might be a low. Code each task according to its level of importance.

Thirdly, look at each task again and code it based on YOUR level of interest. Do you really like or even love to do this task? Use the same Low, Medium or High and make this a third column as you go down your task list. Don't concern yourself with the last step as you do this. Just answer the question, "Do I like doing this". Maybe you love the taste of stamp glue and will code licking stamps as a high. Maybe you hate meeting with suppliers but love meeting with community leaders. Whatever the case, just go down the list and make the proper coding.

Spreadsheet geeks can use a three column spreadsheet with Task, Impact and Interest as the columns. This way you can do a final sort after you are done so that everything lines up nice and neat. First look for Low Impact and Low Interest items and delegate them to someone immediately! Make sure the person knows how and what to do and never do these things again. Avoid them like the plague. After you've delegated all of these you can look at Medium Impact, Low Interest items, followed by Low Impact, Medium Interest items and move through your list.

Ideally, only High Impact and High Interest items will eventually remain on your list freeing you up to do more of the High impact things you love to do to grow the business. Practically however, you will retain some Medium Impact, High Interest and High Impact, Medium Interest items from time to time. Everything else should be eventually delegated either to existing employees or new hires as your business grows.

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