“No one can do it the way I can, so it's best I keep doing it myself.”
“This is too small a task to delegate.”
"By the time it would take me to explain and delegate this task, I might as well have completed it myself!"
If you have caught yourself saying any of the above, then rest assured that you are not alone. Delegation, a vital aspect of business success, often finds itself overshadowed by the looming cloud of anxiety and fear.
3 helpful steps
If you know deep down that you would benefit from having a helping hand but you can't seem to motivate yourself to delegate, start with these 3 steps:
1. Identify the fear
2. Minimise the risk
3. Identify where to focus
First: identify the fear
You know the expression 'Face your Fears'? Identifying your main fear when it comes to delegating will allow you to address it and overcome it.
Here are some common fears:
- The fear of work not being done on time;
- The fear of work not being done to the high standard you and your clients expect;
- The fear of delegating tasks that are 'too mundane';
- The fear of letting an unknown third-party into your world.
Can you relate to one of the above fears? Could you perhaps add one to the list?
Second: minimise the risk
Take a pen and paper, or an electronic device, and make a note of all the fears and 'worst case scenarios' that are stopping you from delegating.
Then take each point one after the other, and ask yourself: 'what would prevent this fear from coming true?' Here are a few examples:
- The fear of work not being done on time: maintain clear communication with the person actioning the task. Ensure that you have clearly communicated your expectations and required timeframes. Ask that they send you regular updates, or arrange for weekly check-ins, so you can ensure that you are both on the same page. Perhaps they could regularly update a file or spreadsheet on a shared drive that would also keep you informed.
- The fear of work not being done to the high standard you and your clients expect: always work with someone who has either come highly recommended by a person you trust, or who is part of a reputable company like Calibre. Ensure they can provide you with case studies or previous examples of their work. Request testimonials and ensure that the person has both the experience and the formal qualifications necessary to complete the job. A final way to overcome this fear is for you to have previously documented how you wish tasks to be completed, so that you can then provide your growing team with a clear roadmap to follow. This is what Standard Operating Procedures (SOPs) are for.
- The fear of delegating tasks that are 'too mundane': for every task you hate doing, remember that there are at least 10 people who thrive on completing them! In the remote admin world, no task is too mundane as each and every task contributes to the overall success of your business. One way to overcome this fear is to take the time to explain the bigger picture to the person completing these smaller tasks. That will contribute to establish a genuine team spirit of appreciation and collaboration.
- The fear of letting an unknown third-party into your world: This ties in closely with the previous point of ALWAYS working with someone who has either come highly recommended from a person you trust, or who is part of a reputable company like Calibre that runs all the checks for you. Take the time to meet with them for an interview so you can get to know them, not only on a business level, but on a personal level also. Make sure they understand your company culture and share your core values. Ask them what there own values are and how they would react in certain situations, how they would resolve conflict, their previous experiences working with similar businesses. Focus on building a genuine relationship with them, so you can ascertain whether they are right for you and your business.
Third: identify where to focus
Take a moment to reflect on 5 main activities that are closely related to your business growth and which you would like to focus more strategic attention on. Focus on the activities that have the most impact on your income and client base. Write these activities down, including what each activity involves and the approximate time each activity requires from you each week.
Anything outside of this list can be considered 'lower impact'. Lower impact does not mean insignificant. It simply means that these otherwise essential activities are not where you should personally be spending your time, particularly if your goal is to take your business to the next level. These 'lower impact' activities are the ones to be delegated.
Something to keep in mind
Remember, if you continue to be an overworked business owner, this will in time have a negative impact on your mental health and business results.
Take a moment for self-reflection and don't let self-limiting beliefs get in the way of your success. Ask yourself, what is your 'best case outcome' from delegating?
Effective delegation is closely tied into your vision for your future. Once that vision is clear in your mind, it will be easier to overcome common fears when it comes to delegating.
