Delegation Excellence

MAP IT OUT

Get a pen and paper or Google Doc and write down every single activity & process in your business.

Start with these 6 Business Categories:

  1. Marketing
  2. Sales
  3. Customer Service
  4. Operations
  5. Finance
  6. Team

BREAK IT DOWN

Take a look at the list of activities you’ve written above and break each activity down into tasks, subtasks and deliverables.

  • Task: This is the main activity under each pillar.
  • Subtask: This is something more specific within the task.
  • Deliverable: Think of this as a sample instruction on how to complete the subtask.

Ex. Finance

  • Task: Manage Quickbooks
  • Subtask: Invoice clients, reconcile financials monthly, generate P&L report monthly
  • Deliverable: Invoice clients on the 15th and 30th of every month and follow up with a reminder email if still unpaid 1 week past due date; etc.

CREATE SOPs

Write up step-by-step instructions on completing subtask above. It should be detailed that you could hand it to a high school student and they could complete it just as well as you!

Ex. Invoice Clients on the 15th and 30th of every month

  1. Login to QBO account and navigate to the “invoice” tab
  2. Click on the “customer” tab and type in the first client you are going to bill
  3. Fill in the type of work performed in the Services section
  4. Enter the amount to be charged next to the client’s name
  5. Check for accuracy and press “send and new”
  6. Repeat steps above with remaining clients to be billed until complete
      • Make sure to include all resources necessary to complete the subtask” logins, docs, links, pdfs
      • Enter your SOPs into your project management tool for easy onboarding and training
 

PRIOTITIZE THEM

Rank the subtasks in each area based on order of importance.

Ex. Fundamental: Finance

  • Task: Manage Quickbooks
  • Subtask 1: Invoice clients 2X per month – 4
  • Subtask 2: Reconcile financials monthly – 2
  • Subtask 3: Generate P&L report monthly – 2
  • Subtask 4: Email for overdue invoices – 4
 Two subtasks above are ranked as a 4 (high value) because they are directly related to bringing in revenue.
 

PICK YOUR PERSON

Go through and highlight in 3 different colors:

  1. What can be automated and removed 
  2. What can be given to a VA
  3. What you need or LIKE to do 
Once you know these points, you can then prioritize what needs to be outsourced first. 

TIP: Think about:
What is taking up most of your time right now + low value task + VA task = outsource

COMMUNICATION

Slack is a great tool for general communication with your team. You can have channels for each area which helps keep conversations from getting lost. Channels can be invite-only and even private (hidden from others) if needed. You can even have channels per client (works well with service based industries like Website Development).

Ex. (these are my actual channels)

  • Facebook
  • Instagram
  • LinkedIn
  • Blog
  • Emails
  • Pinterest
  • Fb Group
  • Publicity
  • Clients
  • Timecards
  • General
 

Click Up/Asana/PM Tools – utilizing these fully will keep you from asking “where are you” to members of your team. When you delegate or assign a task, make sure to fill out as much information as possible, such as: due date, tools required, dependencies, priority rank, etc.

 
Example from Asana: Creating a task (image on the right shows more options when clicking “…”)
image1
image2

Leave a Comment

Your email address will not be published. Required fields are marked *