When it comes to being a manager, delegating a fair amount of work and tasks to your employees should definitely be one of your main priorities. Improper delegation can cause chaos and ill feelings between managers and their employees, which is not healthy for the office environment.
It can be a bit tempting to try and delegate the work to your employees who get the job done faster, but you should always remember to be fair and evenly distribute the workload to everyone. For this to be possible, you need to have a clear strategy laid out so you would not have to worry about it later on.
Today, we will discuss some of the things that you’d have to keep in mind when delegating workload across your teams and the whole company.
Familiarize Yourself With The Workload
Before anything else, make sure to familiarize yourself with the workload. This can get confusing if you have multiple plans, projects, and tools that you usually use on a daily basis. To get on top of everything, try following these simple tips:
- Make a list of the active and on-going projects that you and your team are handling. This will help you become organized and in control of all the tasks.
- Make a timeline of every single project that you are currently dealing with. Know which ones should be done first and which ones can be handled later on.
- Divide the projects into smaller tasks. Once you finally have a list of what should be your main priorities, try breaking the workload down into smaller chunks so you’d know how to properly delegate.
Discuss Their Roles
Your employees most likely know what types of work they are supposed to do based on their titles. However, sometimes, you just have to discuss the exact tasks that they are assigned to and what is expected of them.
Before a project starts, make sure to discuss every single detail with your team members. Be clear and concise about what types of tasks they are supposed to do and when they are expected to finish each. You should also make sure that you are assigning the right tasks to every team member so the outcome would be positive.
You can also discuss this with your team members or employees so you’d know if they are comfortable with the tasks that are being assigned to them.
Have A One-On-One
As a manager, you have to be open with talking to your team members individually. This will help you gauge their strengths and weaknesses so you can properly delegate the tasks amongst them. Talk to them about their goals, insights, blockers, and suggestions.
Some of your employees might have a difficult time saying no to you, so make sure to ask them if they can handle the workload or if they already have a lot on their plate. Let them know that it’s alright to be honest and say no rather than not being able to deliver on time.
It is also your duty as a manager to talk to your employees and ask them about certain blockers. Let them know that you are always willing to help and listen to them to get the job done faster.
When it comes to high performers, it can be quite tempting to give them all the tasks, especially if they deliver in a timely manner. However, you have to let them know that while you appreciate the work that they do, they also have to give way to their colleagues so everyone can do what they are expected to.
Communication is key, especially when it comes to managing teams and employees.
Create Your Own Routine
As a manager, it might seem easier to just go with the flow and delegate the tasks as you go. However, this practice is not healthy, and therefore, you should make it a point to create your own routine to get things done the right way.
Once you’ve properly allocated the tasks, make sure to check-in on your employees every day and by the end of each week. Know how they are doing with their tasks and ask about their progress. This way, you’d know when the project will be finished and what each of their blockers is.
Be Ready For Adjustments
Just as we have mentioned earlier, blockers can keep you from following the timeline. With this in mind, you have to keep an open mind when it comes to adjustments. This is the importance of knowing where your employees are with their tasks and asking them if they need extensions.
You can also ask them if they need any type of help with the project so you can assign someone to help them with it.
Try Using Some Tools
If you are still having a difficult time managing your teams and distributing the workload, then consider using tools that could help you get the job done. SaaS BPM is a software that can help you manage your teams responsibly and fairly. It can help you save time and effort by letting you know about the projects’ development without having to conduct daily meetings.
Additionally, communication is so much easier when everyone is using the same tool.
Know Your Employees’ Strengths And Weaknesses
If you have been working with your employees for quite some time, then you are probably already familiar with their strengths and weaknesses. If not, then you can talk to them one by one and ask them what they can bring to the table.
You should consider their professional experiences too, as this will definitely come into play later on in the project.
Managing a team of people, no matter how many persons you have in a team can be quite overwhelming. Make sure to put these tips into mind and practice them to make your workload seem a lot easier and enjoyable. Always talk to your team and keep everyone updated so you can expect a positive outcome with your projects.
SaaS BPM is the perfect solution for executives, entrepreneurs, and managers eager to increase performance internally and improve transparency toward their staff. Sign up today and include your recurring activities across different roles and individuals. Keep track of completion rates and communicate comfortably with your staff – all process additions will be marked automatically in their schedules.