Delegating Tips From An Entrepreneur
There’s a point when starting a business where you’re stuck somewhere in between being the queen bee... and the worker bee.
Welcome back, everyone! For those who don’t know me, I’m Yasmine. The owner of Robles Designs and the founder of Digital Hustle Tribe. I want to chat today about how to delegate your tasks.
One minute you’re going to a luncheon, making connections and doing the work. The next minute you’re trying to figure out how to send an invoice in Quickbooks. Everything is great until… it’s not... and things start falling through the cracks. You take too long to respond to leads, you don’t send out an invoice (and don’t get paid) or you’re just so into a project that you forget to set up your social media schedule for the next week.
So you decide: It’s time to start delegating.
Congrats, you’re now THE BOSS!
Then come all the hurdles. You feel like you’re spending too much time explaining, correcting or asking for things. You’re wondering if this is even worth it. So, here are my top tips to help you delegate better. Want to know how I know these? Because I’m the WORST delegator on earth. My assistant Ally will likely testify that I try to do things on my own, only to give up and ask her to do them at the last minute which bites us BOTH in the butt! Sorry, Ally!
I am here to tell you that it can be a difficult topic and it isn’t always easy but here are my go my top tips to help us not only delegate, but to delegate #likeaboss (learned from doing it the wrong way):
1. Know your processes!
Yes, I know. You hired someone and they should just be able to hit the ground running, right!? But, eliminating the fact that it rarely happens, it’s also likely that it’s not in your budget to get someone with X amount of experience in the exact thing you’re looking to get done. Even so, here’s where your PROCESS DOCUMENTATION (yes, scary business words) comes in. Pretty much, you write down how you do the thing and then you give that to your new person.
If you are still a little unsure what I mean, let me give you a couple examples.
Example 1: What is the process that you take in order to get your content out?
How do you create your content? Where/how do you upload it? Who do you display it for? What social media outlets do you use? Do they need a password?
Example 2: What is your process for invoicing clients?
Where is your client list? When do they each get invoiced? What method do you use to send the invoice? Is there a late fee? What is the late fee? Do you send a confirmation when it’s been paid? How do you keep track of this?
When you are completing these tasks, it may sound simple and your new assistant will probably be familiar with these processes but just not understand YOUR process. This can make or break your new working relationship! It can be very frustrating for them to have to go back and forth to get what they need in order to help your business flourish. So, for the ladies in the back: WRITE DOWN YOUR PROCESSES. All of them! Including your passwords! You may not need to delegate something this month, but you’re doing yourself a favor for the future.
Okay, hold up… You’re super into what you’re doing or only have 5 minutes to do it and now you have to write it all down? WTF? I get it. I’m there ALL. THE. TIME.
Here’s something I discovered: Loom. A video app that I downloaded on my laptop and whenever I need it, I click the icon, record my screen, voice, face, whatever and send a link. You can check out Loom, it’s free! Want to know how else we use it? Comment below with “LOOM tutorial, please!” and we’ll get right on it.
2. Be specific about your requests and make sure expectations are clear.
Don’t assume that your assistant knows what you’re talking about or how you like to name your files. Psst: This is easier if #1 is done!
Expectations you NEED to get specific about? Deadlines for test, runs, first look at drafts, when the post gets to go out, who is doing what tasks, what is the main communication method, what your subject lines sound like, all the way to the type of food you like to get delivered to you in a hotel when your assistant books it for you.
Wait a second… You don’t know what your assistant doesn’t know? Be open to getting questions and understand when your assistant asks questions, it’s because he or she is wanting to get the job done right. You can even ask your assistant to keep track of the questions and answers to start to create a process document in case it’s ever needed.
3. Know that there’s a learning curve!
You’re learning to work together and it’s only natural to have a few hiccups. The learning curve, at least in my opinion, is typically about 3 months. By then, the basic systems should be in place and you should know each other well enough to know the quirks.
Are you in the learning curve right now? Have a feedback meeting. Be open to the feedback that you’re getting from your assistant and see where either you or your assistant get to shift.
Are your requests always last minute? Are they still unsure about using a particular program? Feedback sessions are perfect ways of seeing where the gaps are and, if you’re like me, you’ll find out what else you can get support in.
Remember, it will almost always work out. Learn to let it go and give support when questions come up. Have more, or better, tips on delegating? Comment below! We’d love to know how you delegate like a boss!
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