by Angela Chatham
As a busy entrepreneur, there are many areas that need handling on a daily basis, and it can be overwhelming. It is important to focus on the priorities in your business, continue to grow your business, and provide value to your clients. To run your business efficiently and not get wrapped up in time-consuming tasks it is important to build the right team.
There are two types of tasks that need to be done but can drain your time which are administrative tasks and specialty work.
Administrative tasks can be easily delegated by finding the right person and then putting steps in place to ensure success. Often entrepreneurs find themselves doing administrative tasks because they know how to do them, but it is not the best use of time.
Then, there is the specialty work that requires a particular type of skill such as web development or graphic design. To save money entrepreneurs will attempt these tasks on their own and spend countless hours trying to learn a program or get the project right yet end up with less than desirable results. More money is spent in the end because there is not only the expense of hiring someone after the fact but the time loss trying to do it in the first place.
Remember, time is money.
Therefore, this is not the best use of an entrepreneur’s time. Let the experts handle the specialty items.
To determine what tasks you need to begin delegating and to whom, follow these six simple steps:
1. Create a Chart to Lists Your Tasks
List all your tasks whether big or small by keeping a log for a week or two. This is a key component to analyzing where you are spending your time. You will be surprised how many tasks you are personally handling once you start logging them. You can create your chart either on paper or in a spreadsheet similar to the Google Sheets sample I created for you called Task Accountability.
2. Estimate the Time Spent on Each Task
Enter the estimated time needed to perform each task in the Hours/week column. You want to get the time as close as possible so you can see where your time is being spent.
3. Categorize the Tasks
In the Type of Task column, mark whether a particular task is “routine”, “as-needed”, or “value” based. The routine and as-needed tasks are the ones you will delegate as they need to be done and are important but do not require your expertise to get accomplished. The value based tasks are where you want to spend your time because they require your expertise and help build your business.
In the Type of Skill column, mark which ones are “administrative” that you could train someone else on. Mark any “specialty” tasks that an expert could handle. Next to the value based tasks, mark “my skills”.
4. Analyze Your List
Use this time to remove any tasks that no longer serve a purpose and that do not bring overall results and value to your business. Add any tasks not started, but need attention.
5. Assign the Tasks
Determine who can best handle the task according to their skill set. Fill in the person’s name in the Assigned To column. If you need to find someone, enter “recruit” until you fill the position.
6. Re-evaluate Your List Periodically
Again remove any tasks no longer needed. Add new tasks that you find yourself doing and those of your team to be sure the right person is doing the task. Adjust as necessary to bring out the best skills in yourself and your team to help build your business.
Your “Pressing Forward” Moment: What tasks do you need to delegate today? Share one below in the comments.
Angela Chatham is the founder of Pressing Forward, and she is passionate about helping individuals rise above mediocrity in their life and not settle for the status quo. She encourages people to find their purpose, take action, and fulfill their dreams and goals. She is a business and personal development coach and speaker, and she helps individuals pursue the career and life they desire. She believes it is never too late to live your dreams!
You can find tips and resources to help you succeed in life and business at Pressing Forward, and can join the Pressing Forward Community on Facebook for support and encouragement in your entrepreneurial journey.
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