It seems that at least once a week I hear the same five words from friends and clients: “I need to delegate more.” And then, immediately afterward, they say, “But I don’t think there’s anybody who will understand my work, take it as seriously as I do, and do a really great job.”
As a result, nothing gets delegated and they are left doing everything for themselves.
The problem, I’ve discovered, is not a lack of capable and committed people willing to help. It’s that people simply don’t know how to delegate and are afraid to let go, even a little. So they assume there’s no way forward.
Here’s what I recommend for becoming a delegation rock star:
1️⃣ Do Your Homework
It’s important to know what skills are needed by the person you’re going to hire. Just like hiring an accountant to do your taxes, you’ll want to find someone with expertise. If you need to delegate setting up your newsletter, find someone with experience using Mailchimp, Constant Contact or a similar program.
This may sound obvious, but I often hear solo professionals say they are thinking about hiring very smart friends, but I discover after a few questions they don’t have any relevant experience. You wouldn’t hire a “very smart friend” who knew nothing about cars to act as your auto mechanic – delegation of your business needs works the same way; specific skills are required.
2️⃣ Plan Ahead
Good work takes planning. Give the person helping you enough time to fit it into their schedule. “Would you have time for this on Tuesday afternoon or Wednesday morning?” Small check-ins like that build trust and reliability. Ask for availability instead of assuming. You need to be prepared, too, for the answer to be “no” or “not this week.”
3️⃣ Be Clear and Specific
“Can you handle this?” is not enough information for the person you’re delegating to – even if it’s a simple and (in your mind) self-explanatory task. Include details, timelines and any supporting information. For example: “I’m ready to publish my next newsletter. Attached is the word document and the images I’d like to use. Can we schedule it for this Friday at 6:00 am?” Be thorough: include deadlines and guidelines about how you’d like the work to be done.
4️⃣ Create Checkpoints
If you’ve delegated a project, schedule check-in points for milestones to make sure things stay on track. Sometimes there can be misunderstandings about the required tasks even when you both think you understand. Regular meetings will help with discovery and allow for adjustments.
5️⃣ Develop a Communicative Relationship
When you work with someone you are in a relationship with them. I don’t mean you need to be BFFs, but simple things that work in your other relationships will work in this one too. A simple, “Thank you – great job,” or “How was your weekend?” will go a long way. Be sure to answer questions about the project quickly so that it can stay on track and on time. Your work together will require conversation – either written or verbal.
💡 The Takeaway
Most people you delegate to want to do a great job. If something’s not clicking, review these five steps — there’s usually a fix in one of them.
Delegation is a powerful way to leverage your time and get help with areas of your business where you might not have expertise. Done well, it can be a big win for you and your business.
🚀 Next Step
Think about one small task on your to-do list that’s been hanging around for too long. Write a short, clear description of what needs to be done — that’s your first step toward freeing up time for yourself.
If you’d like a little help writing your first delegation brief, just hit reply! I’ll send you a quick template.