Frustration with your administrative duties can cause annoyance and stress, therefore, it is important to learn to delegate job duties effectively.
During a business consulting interview, yesterday my client and I were discussing job frustration. We quickly established the fact that he felt taken advantage by his team. The client stressed (with stress in his voice) that he feels “put-off” by his job because his work which is keeping his team functioning like a perfectly oiled machine becomes derailed because of minor problems and annoyances.
Why do you feel this happens? What causes the frustration?
I never get to work on my projects because everyone believes I am the only person to solve their problems.
Why do you think this happens?
I am not sure.
It is because you have allowed them to become reliant on you instead of the systems you have created for the team to have their coding problems solved.
Why am I not following you?
You stated before that the system created to solve problems is simple. A coding problem occurs and the person who cannot fix flags it to the representative overseeing the project, it’s sent and DELEGATED to the person.
Why do you allow your team to by step the process and come to you first?
This system broke because you don’t have TRUST in your system. You feel that you must be involved personally in all projects. A simple system and you should let it work for your own sanity.
You need to stick to the plan created. To avoid frustration, annoyance, and burn-out ALWAYS remember:
- You have advanced from your position. You now manage the team and do not work with them.
- You are the overseer; therefore, you do not fix every slight problem your appointed team does this now.
- You must create a system and engage it, so you do not create a sense of dependency upon you to solve every problem.
- You are not a super-human and even if you were you would delegate. Batman had Alfred, Bonnie had Clyde, Jesus had the apostles.
Who and How do I delegate?
There are certain steps to follow in terms of delegating tasks.
Whom to delegate the task to:
1. First consider the experience, work ethic, and efficacy of the desired employee.
2. How much extra work can this employee handle without having to problem solve errors that are not directly related to her other job duties.
3. How competent are you with this person?
Consider taking the extra time needed to evaluate each of the persons on your team that you are choosing to delegate specific tasks too. Create a spreadsheet for each person detailing:
· Efficacy- do they trust their decisions and skills
· Time management
· Ability to handle stressful situations and problems
· Are they up to the task
· is the project close to the other work this team member is working on?
Once you have firmly chosen the team to delegate problems too based on sound judgment and character analysis you will be able to trust the choices you have made. This will lead to managing your stress and frustration. The team will not bother you unless of course, you are the last person who can fix it.
How to delegate properly:
1. Once you have chosen the team members to delegate certain tasks and problems too, you must be sure they understand their roles and function regarding solving problems.
· Give clear instructions and job descriptions for employees to follow
· File task summaries and detailed reports. This can serve as a swipe file for similar problems that arise and be easily accessed to help other similar problems.
· Make sure the team member understands you TRUST his work and decisions. He does not need your approval. Just FIX the Problem!
· Be sure the team member understands why you chose them for the task.
2. Meet regularly with the team chose to delegate problems and task too, in order to:
· Keep the team motivated by acknowledging the positive work ethics and results of their efforts.
· To address and fix problems with the system and delegation process
· To review the chain of command and reinforce the purpose and importance of each member of the team.
· Regular meetings will keep the system established and controlled you will be able to define and outline each member’s projects and function within the team
· You can address questions, problems, and approve requests at a scheduled time. This will alleviate frustration and annoyance because team members will not be disrupting the projects you are personally working upon randomly throughout the day.
· Complete tasks in a timely manner and properly, so problems do not escalate or become out of control or redo projects
· Allows you to let the team know your availability to help or handle larger problems.
· Most importantly the team understands that you’re are still ready to offer advice, guidance, and assurance.
Bringing it Together.
Being able to delegate tasks can reduce the amount of stress and frustration you experience at work. Creating a system that you can monitor will allow you to work on more important projects while resting assured that your team is functioning with precision and purpose.
Once the team understands the level of trust and confidence in their abilities it builds self-efficacy and the chance to develop their skills.
You will complete more projects quicker as your delegates become comfortable in their new positions. Your ultimate goal will be achieved as you enjoy your new position. Feeling less frustration and annoyance with your work will enable you to provide better advice and sound judgment to your team.
If you have superiors to report too they too will notice and feel the new energy emanating from your ability to delegate effectively. With improved results and positive emotions come a better outlook of your team and their abilities, and you will no longer feel overwhelmed and frustrated when you enter your workplace on Monday morning.
Still not sure you get it or maybe this is to job specific and you have other tasks to delegate? Then spend some time to figure it out and listen to this interview on Copyblogger with Chris Ducker and “learn how to delegate like a champ!”
How do you delegate and do you chose who is best for a specific job or purpose?
Share comments below.