The System is the Solution – Effective Delegation Part III

By Action Coach Dave Beam

Wouldn’t it be great when you are ready to delegate a task if you had a machine that could fully transfer your thoughts and brain into another person’s head with a simple flip of the switch!  Well, as far as I know, that one is still science fiction.

One of the key tools for effective delegation is systems.  How is it that McDonalds can deliver a consistent product from thousands of stores worldwide using teenage workers?  It is because they have created a detailed documented system for every detail of operating a franchise store.  You can create a written, documented system for your business as well.

At this point, many skeptics argue, “You don’t understand coach.  Our business is different.  Every situation is different.  Each customer’s need is unique.”  And on goes the mindset and kickback that keep business owners and managers chained to their work.  Over the last several years of coaching hundreds of clients in many different businesses, I have yet to find one that was not able to systematize a significant amount of what they do to facilitate effective delegation.  The rule of thumb is to “Systematize the Routine and Humanize the Exception.”  I can be sure that no matter what your business, around 80% of it is routine and repeatable and can therefore be systematized.

Here is a great place to start.  Make a list of the routine tasks that you perform on a regular basis.  What are those tasks that you do on a daily, weekly, monthly, or quarterly cycle?  Pick out one task that might be a bit tedious, laborious and time consuming, and that also doesn’t require a high skill level to complete.  Then create a simple stepwise checklist to complete that task.  You now have a system that will increase your likelihood of effective delegation.  It really is that simple and it does work.  The biggest challenge is between your ears.  Take the checklist, and perform each step while your employee observes and asks questions.  Then let them perform each step using the checklist while you observe.  Once you can see that they basically have it, let them do it without your oversight and then report the result to you upon completion.

It’s your choice.  You can continue to hold onto your beliefs that no one else can do it, or take action by creating a system, and then letting them make some mistakes as they learn to effectively do it for you.  As a coach, I can help you overcome the head trash and create the systems.  Call me if you want some help!  Your freedom is at stake.