delegation Archives - Page 2 of 2

Delegation Happens: Working with Friends Can Be Dangerous

June 17, 2009 by Liz

Ever End Up Doing Someone Else’s Work?

Susannah was an editor who worked me years go. She had a project that needed help and knew just the person she wanted to call … her friend Christie. Christie was an experienced editor on maternity leave.

A meeting was set. Christie came in to get the work. Susannah explained exactly what was entailed and when it was due.

When the due date arrived, the work never came. When the work came, it was less than what Susannah had described. Susannah ended up doing the work and paid her friend anyway.

Ever been there?

Some things to remember when you’re about to delegate work to a friend.

Prepare for a friend as you would for someone you’ve never met. One clear signal to your friend and yourself of the business nature of what you’re doing is to treat the conversation as a strictly “work” conversation.
Define the relationship as you would with a new client or a new employee. When we’re delegating to a friend, communication can complicate itself. Friendship filters can recast everything that’s said. State your expectations. Write out guidelines and share them.
Leave room for the possibility that you’ve misjudged your friend’s skill set. As you describe the task ask whether this sounds like something he or she wants to do and has the time to do well.
Explain everything as clearly and in detail. We tend to endow our friends with information they don’t have. Understanding is often assumed — we assume they know things because they’re our friends.
Take time to say what the work means to you and your situation. Let the friend know that you are depending on him or her for your success. State clearly why you’re delegating the work and what depends on part of the project that you’re handing over.
Talk about who will make corrections or revisions to things that get missed if the work is incomplete or incorrectly executed. If at all possible, have time in the schedule for sending it back to your friend for such revisions.
If your ability to communicate during this conversation seems difficult, call off the delegation. It’s better to find someone else than to move forward with what doesn’t seem to be a good communication already.

On the Internet, we meet and make friends easily, but sometimes we endow them with the “halo effect,” thinking their great personality is a sign of their great compentency.
Sometimes the only way to learn that we’ve gotten a wrong impression is by asking for help and finding out the person isn’t who we thought. Usually though, asking a few questions, and offering complete information can get us to a great working relationship.

We all have friends who are better than we are at so many things. Are you finding the right ones to help you when you need them?

–ME “Liz” Strauss
Work with Liz!!
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Delegation 2: I Can't Let Someone Else Do That!!

June 16, 2009 by Liz

No One Can Do This Like I Would

Delegation is the art and a science of communication needs. For most of us, it’s a skill we acquire, not a talent that comes naturally. Delegation takes practice in order to fully share
enough information for another person to complete a task successfully. Have you ever left a meeting sure you knew what to do, only to realize later that you didn’t understand. Yeah, me too.

More than that, it takes the ability to communicate the importance of the task and to negotiate a work agreement that shifts the accountability for making sure that the task is on time, complete, and of high quality.

Before you delegate a job, have a plan to communicate to the person who’s joining your project. Great communication will help in making sure that you pass on accountability and a sense of mission with the work that you’re handing over.

Start with the big picture. Decide what every person on the project must know. Offering the big picture context helps a new player immediately frame decisions and judgment calls properly.
Show where this piece fits. By placing the delegated assignment into the context. We communicate its importance to us and to the success of the project.
Explain and show exactly what a good result would look like. Write guidelines or goals for the task. Have examples of a prototype or something similar that you and the delegatee can discuss. Take the time to say what you want and what you like.
Invest more time if the meeting can’t be face to face. When a conversation isn’t face-to-face, communication degrades significantly. Some figures say it goes as low as 35% comprehension without visual reinforcement. Send an agenda or samples before you meet.
Know your goals and how you’ll check whether you’ve communicated clearly. Include and early sample to check that messages you think you communicated are the same ones that were heard. A quick look at a first step can save a project gone way off kilter.

The minute we delegate, communication becomes key. Unfortunately in an effort to show respect for other professionals we often tell them less than they need to know and still think we’re telling them too much. In like manner rather than looking like they don’t know, the often ask less than they might.

What’s the single biggest error you find you make when you’re asking someone to do work for you?

Tomorrow … Delegation Happens: Working with Friends Can Be Dangerous

–ME “Liz” Strauss
Work with Liz!!
Buy the Insider’s Guide. Learn how to write so that the Internet talks back!

Delegation: How Do You Scale Up and Still Do Your Best Work?

June 15, 2009 by Liz

DELEGATION 1

No One Can Do This Like I Would

The single social media questions I hear most is:

How do I find time do it all?

I usually answer, “You can’t and I don’t think you’d want to, even if you could.”

We all can only do what’s humanly possible.
We all get the same 24 hours in the same day.

So what’s the best way to get things done in the time that we have?

How Do You Scale Up and Still Do Your Best Work?

Communication might be easier, even quicker through technology, but more people further apart take longer to communicate with. Take, for example, a simple request for information. One message might get to 20 friends, but not all of them will get and respond to that message at the same time in the same way. Not all of them will respond completely. Some will not respond at all. Some will misread or not read the directions and send information that doesn’t help.

Time is an unrenewable resource. We can’t make more. So how do we make the best use of the time that we have?

Analyze the work you do to find your high impact value and core compentencies. Why do people hire you? What do you do that makes the most difference? Isolate those tasks and skills. No one is expert at every step of the process. Decide which steps are where you add the highest value. Is it planning, service, execution, design, management, writing, administration? Choose no more than two.
Identify the skills and tasks that you do least efficiently — those that you like least, those that you don’t do well, those that anyone can do.
Change the way you work to offer those tasks to someone who does them better than you do.

That’s right, the way to offer more of our best work is to delegate. It’s easy to think that no one would do it like we would. And it’s probably true.

But different isn’t the same as wrong and sometimes different is better.

The trick is knowing what to delegate and knowing that we don’t have to delegate the WHOLE task. We can delegate chunks.

Start with the obvious stuff. Let fresh eyes read your work for errors. Ask another person to key in the changes. Those are tasks that are easily isolated and executed by someone who’s probably more proficient at them than we are. We can check the final before it goes out.

When we pass on the tasks that we don’t like, don’t do well, and don’t need to do, we can put the best of our time where it makes the most difference — doing what only we can do.

How so you offer more of your best work when you’re scaling up?

Part 2 tomorrow … Delegation 2: I Can’t Let Someone Else Do That!!

–ME “Liz” Strauss
Work with Liz!!
Buy the Insider’s Guide. Learn how to write so that the Internet talks back!

Make Some Fun

October 9, 2007 by Liz

Hey! Happy Tuesday!

Have you got something that you were supposed to have started?

. . . some project that you haven’t quite gotten to . . .

You can’t delegate it because that wouldn’t be right.

You want the project to be stellar . . .

. . . despite the fact that it’s not where you shine.

Flying in the dark isn’t what folks usually want to do.

Is something like that nagging you?
Or maybe sitting on your shoulder whispering in your ear?

Turn it into a caper.

. . . Ask the kids in the neighborhood
to help make it an adventure . . .

Bet with their help you could find a way
to make that project fun.

What do you think?

–ME “Liz” Strauss
Work with Liz!!

Can’t Write? Improve Your Skill Set to Improve Your Job Security

August 21, 2006 by Liz

Improving Your Writing Skills Is an Investment

Straight talk on business writing is a crucial need in the 21st century. We do business with people we don’t meet. It doesn’t matter whether we work at home or in a Fortune 500 environment, being able to communicate effectively in writing affects our ability to get work; it affects our place in society.

Do you want that job as a police officer, designer, detective, cook,or landscaper? Do you need to write a deal memo or a letter of complaint? You have to express yourself well and clearly, and to know the form and style that best suits the information you’re presenting, or you won’t be heard.

“With the fast pace of today’s electronic communications, one might think that the value of fundamental writing skills has diminished in the workplace,” said Joseph M. Tucci, president and CEO of EMC Corporation and chairman of the Business Roundtable’s Education and the Workforce Task Force. “Actually, the need to write clearly and quickly has never been more important than in today’s highly competitive, technology-driven global economy.”

The National Commission on Writing also found that American corporations have been spending $3.1 BILLION annually on improving employee deficits in writing.

This fact alone has lead many companies to look on people lacking writing skills as unfit for hire and unlikely to last long enough for promotion.

“In most cases, writing ability could be your ticket in . . . or it could be your ticket out,” said one respondent.

How we write is how we are judged by others. It is often the only picture of us they see. Certainly many of the key people in our lives see more of our words than they see of us.

So I’m going to spend this series looking at communication in all of its forms as we interact with businesses — getting and giving work and talking about the work we do together — why it works and why it doesn’t. We’ll talk about targeting your audience, sounding professional and easy to work with, how to delegate properly, emails, deal memos, proposals, conversation, and when things should be in person, on the phone, and in text.

I’m interested in what else you think this series should include.It’s all about business communication. No one is perfect at that.

So comment away on the problems you see and I’ll add them to the list of what’s covered. Improving this single skill set is the quickest way to ensure job security.

–ME “Liz” Strauss
If you think Liz can help with a problem you’re having with your writing, check out the Work with Liz!! page in the sidebar.