Do you constantly have to provide instructions, each time you delegate a task? When you delegate a task, you are asking that person to follow a set of specific instructions. Unless a process changes, the instructions will remain the same for each person who carries out the task. Even if you are delegating to new employees, you should never have to walk them through the entire process. It is neither effective nor good use of your time. So, how can you make it easier to delegate, in order to free up your own time for more important work?
Whether you know it or not, every task in your business is a process. Each of these processes consists of a series of steps, which utilize your people and in-house systems. The purpose of a process is to achieve the same end result, every single time. So it stands to reason that documenting the process is the first step. By creating a set of clear, concise instructions for all your business processes, you will no longer need to train individual employees on every task within their remit. Having processes will also ensure consistency in how tasks are carried out. Every employee, from customer service agents to virtual assistants will perform tasks to the same standard, regardless of geographical location.
The best way to incorporate processes into your business is by making them accessible to the right people. Certain processes may contain information that you don’t want everyone to see, so you will need to consider data protection. A computerized database will allow you to set security levels, as well as giving you the functionality to manage the visibility of each process. A knowledge base, which contains all the processes for each role within the business, is an effective way to delegate tasks. Setting up to-do lists, scheduling meetings, and briefing your employers on business critical changes are just some of the functions that a knowledge base can help you delegate.
Once your processes are in place, building a hierarchy of responsibility will ensure the system is maintained. Creating roles, such as customer champion or quality assurance coach, will result in a fluid set of processes. These employees are responsible for updating processes and ensuring that they are being followed. The duties of your appointed champions and coaches will also need processes, so that as natural attrition occurs those employees will not take their knowledge and expertise with them. The most important aspect of using processes to help you delegate tasks is to take a systematic approach. Ultimately, these processes will free up your time and allow you to concentrate on running the business.