How to delegate in order to increase your time and reduce your stress
There are two main reasons to delegate tasks in the work environment. The most common and the most frequent is when you are overloaded with work.When you become overloaded with work it is time to delegate.Delegating tasks not only benefit you but benefit the company as well. When you have too many tasks to complete the quality of your work may suffer and you also may begin to miss deadlines. By delegating some of your work tasks, you are helping to maintain quality work and completion of tasks before missing deadlines. Delegating tasks does not mean you are incompetent or that you are unable to handle the work load. In all reality it is the complete opposite. Delegating tasks shows that you have dedication to the company by ensuring the work is done on time and that it is done correctly.
The second reason to delegate tasks is when you need to distribute work more evenly among coworkers. This can be a little more difficult to determine when the appropriate time to delegate tasks may be. Many employees/coworkers will not let you know if their work load is too light, you will need to keep an eye out for who employees with to much free time. You may need to delegate tasks to these employees to maintain productivity in the work place.
There are several steps to delegate effectively, the first being decide what tasks need to be delegated. Tasks that others may be able to perform better are tasks that should be looked at to delegate.
Choosing the right person for the task is the next step to delegating effectively. Assess the skills and capabilities of employees, then assign the task to the most qualified and appropriate person. Delegating tasks to employees that are not capable or qualified can be disastrous.
Clearly define the work and set expectations. Give a detailed explanation of the work that needs to be done. Write all the information down along with your expectations. Make sure the person appointed understands the work that needs to be done and when it needs to be done. Set a reasonable deadline, many times people will procrastinate if no deadline is set.
Another step in effective delegating is to follow up on employees work performance. Set a time to review the employee's progress, use that time to answer questions and offer further training, if needed.
Evaluating performance can also help in delegating tasks effectively. After the task is completed evaluate the results. Work with employees to determine how the performance turned out and how it can be improved. Always give recognition and praise for the work that has been done properly. By showing appreciation and recognition to employees they may take greater pride in their work and also be more willing to help with future assignments.
Knowing the delegation process can also help you to delegate tasks more effectively. The delegation process has five phases, knowing these phases will only increase the effectiveness of delegating. The first phase is to prepare the task that needs to be accomplished and who will accomplish it. The second phase is planning of the task to be accomplished. This involves explaining in detail to the chosen employee what needs to be done. The third is discussing the task and the expectations with the employee. The fourth is auditing the employee's progress. And the fifth is acknowledging the employees efforts in completing the task.
Keeping in mind the five phases of delegating and the steps that go along with these phases you will increase your time and relieve some of your stress.