How to Delegate Tasks More Effectively in Project Management
Successful project management involves delegation, even if you are a solo business owner. Being aware of what tasks you are the best at and where you shouldn’t be using your time can make or break your project. In other words, just because you can do something or it is more affordable doesn’t mean you should. Successful project management requires understanding who should complete the different tasks and why. Know your resources. Using independent contractors, employees or technology can help simplify, streamline, and improve the overall outcome of your project.
Here are five tips for delegating small business project management tasks more effectively:
Be Aware of Your Strengths and Weaknesses
The tasks to delegate are the ones you struggle with the most. However, be sure the person you assign it to is an expert in the field. The last thing you want to do is push the work off to someone who doesn’t have the experience. This can make it hard to determine if the work was finished correctly. Have a validation process in place so that you can assure the work is done correctly.
Find the Repetitive and Time-Consuming Tasks
Next, free yourself from tasks that take up too much of your time and don’t require expertise or your guidance to get done. This can include tasks like responding to stakeholder emails, keeping track of resources, or paying fees. Each of these tasks can be delegated to someone else or be the responsibility of software.
Be Clear About Expectations and Deadlines
The number one reason why delegation fails is due to poor communication. If you want to finish the task right – supply the correct information. Be crystal clear regarding the standards of a project and what constitutes “done.” Always provide deadlines, and make communication as open as possible throughout the duration of the project. If people on your team are too afraid to speak up, vital information will fall through the cracks. Incorporate a daily huddle so that you can keep up to date and informed.
Keep Track but Don’t Micromanage
Delegating is not about controlling or micromanaging. It is about getting and finding the help where you need it to simplify, streamline and enhance the productivity of your project management systems. If you use too much of your time focusing on others, you might as well do the work yourself.
Determine Whom or What is Best for the Job
Ask yourself, can this task be better done with technology or another person? Using technology is also another way to delegate. You don’t need a team to do so. You can find an independent contractor to do the work or use automation. You’re not alone.
As you can see, proper delegation takes full awareness, not only of the scope of the project but also of what others need to do. In the end, delegation is about assigning the right job to the right person. It doesn’t include micromanaging or expecting perfection. Keep these tips handy when you need to manage a significant business project to ensure you have the right people, resources, and technology for the job.
Get happier at work, by delegating what you don’t enjoy, aren’t very good at or simply don’t have time to do! This coaching exercise helps you bring MORE of what you love, CUT OUT what you loathe – and get very clear on what to delegate in your business.
If you need help deciding what to delegate, email me at firstname.lastname@example.org or text me at 480-442-2014 and I will send you a handy tool to help you identify what tasks are best for you to delegate.