Sooner or later, every business owner comes to the point where their work starts to take up too much time, and some of it needs to be delegated to someone else. But usually, there are a lot of tasks, and how do you know which ones to delegate and in what order? Let’s find out.
There are a few principles you should follow to delegate your work the right way:
1. Identify and write down the tasks you actually do on a regular basis. Use a list on paper or a digital mind mapping tool like Xmind and write down all the responsibilities you fulfil within your business. Avoid general descriptions such as “sales” or “order fulfilment”. Instead, be as specific as possible and break down each major process into small steps. In the case of sales, these might include tasks such as “qualify a prospect”, “calculate a quote”, “answer prospects’ questions”, “issue an invoice”, “check payments”, and so on. After you have broken down all your responsibilities into small tasks and recorded them, it’s time to figure out which of them you should delegate.
2. Delegate the “cheap” tasks first. Every worker has their hourly rate, and it doesn’t matter if you work in your own business or some corporation. To determine your hourly rate, divide the average amount of money you generate monthly by the average number of hours you spend on your job each month. Once you know your hourly rate, review your list and group the tasks you can delegate to someone whose hourly rate is lower than yours. If you are not familiar with the market price for some of your tasks, use Upwork.com or Fiverr.com to check. But to make it easier, here is a benchmark for you: if your hourly rate is higher than €15, almost all your tasks that don’t require specific expertise can be delegated.
I this video, I find out which tasks should I delegate first in my case
Sometimes, it can be hard to write down the tasks and group them without outside support. If you find yourself in such a situation, don’t worry. I can help you for free! To request our support, book a free call with me.
3. Delegate tedious tasks. Run through all the tasks again and group the ones you don’t like doing. We’re talking about those tasks where you literally feel like your energy and good mood are draining away while you’re doing any of them. Life is too short, and there’s no sense in doing what you don’t like to do. First of all, it’s not healthy, and secondly, you can’t be really good at something you don’t like doing. It’s better to focus on the things you really enjoy.If you have grouped your tasks, but you don’t know whom to delegate them to, read the article ‘The main responsibilities of an e-commerce assistant’. Maybe this is just the person to handle your tasks.
4. Delegate complicated tasks. We can’t be an expert at everything, and it’s important to look realistically at your capabilities. If you know you will need several months to learn a particular subject to perform some of your tasks at a high level, and it is not something you need to know to achieve your main goal, then it’s better to delegate it to an expert. So, once again, check all your tasks and group the complicated ones.
This is what I’ve got after analysing my tasks. BTW, I used the Xmind mind mapping tool
5. Move from non-expert tasks to those that require the highest level of your expert input. To develop as an expert in something and boost your authority in the marketplace, you need to use your expertise as often as possible. To do that, you must get rid of the tasks where your expertise is not needed. Also, the less expertise a task requires, the easier it is to delegate because you don’t need to spend a lot of time teaching the person. So, if you are thinking about whether you should delegate “data collection” or “building a business strategy” first, it makes sense to delegate the former task sooner.
Now, look at the list. What do you see? Are there tasks that fall into all three categories? Those should be delegated first. Then, look for tasks that fall into two categories. These should be delegated next, and so on. If there are two tasks that fall into several groups and you can’t delegate them to the same person, prioritise the ones that are cheaper.
Keep these principles in mind when you start delegating your tasks, and they will help to keep you moving in the right direction.
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