Delegation is the process when one person transfers some of their tasks or responsibilities to another person.
One of the biggest problems for people when it comes to delegation is that they are not sure about the quality of the work done through a delegation process. They are not confident that everything will be finished with appropriate quality and in an appropriate time frame. In such a situation, the quickest and in the same time the worst solution is deciding not to delegate.
But, such a decision will hurt you. What you can make to escape such a situation?
The other solution, which is much better for your overall productivity is to track the tasks that you delegate to others.
Let’s look as some things that you can do.
1. As a First You Need to Delegate Task
Logically, before you start tracking tasks you need to delegate them to other people. What you can delegate?
Think about some tasks on your to-do lists that’s repeatable, easy to do and don’t ask for your direct influence in doing them. Start the delegation process with such a task.
You need to start from somewhere, and this process can be done best if you start exercising delegating.
2. Add Note in Your Tasks Management Software
Each task that you will delegate need to be marked in your task management software. Personally, I use OmniFocus with which easily can attach a note to that tasks. In most cases, the note is connected with Evernote because as I explain about my GTD system, I use Evernote and OmniFocus.
3. Inform the Person That Will Work on Task
Next thing that you need to do is to inform the person who will be responsible for the task. This is an important step in your delegation process because if they are not informed properly you risk that task to be poorly completed or not completed at all.
What that information needs to contain? At least, you need to include following things:
- description of a task,
- expected results and
- time frame in which the task must be completed.
4. Put Your Task in Waiting For Folder
When you inform the person responsible for the task you need to follow that task to know that it’s something already delegated. The best way to do this is to put that tasks in the special folder in your task management software that will represent a waiting list for delegated tasks.
5. Add Due Date
I don’t use this option for my own tasks because they make a pressure on me to decide to delete the task or to escape using the software. But, for delegated tasks this is an important feature, especially when I want to follow them.
6. If it is Important Use Flags
If the tasks are so important to be completed on time, you can use the flagging feature that exists in each task management software. In such a way, you can easily see it every time when you look in your task management software.