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Last Updated on September 9, 2021

The Careful Art of Delegation: How to Delegate Effectively

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The Careful Art of Delegation: How to Delegate Effectively

Do you find yourself constantly feeling busy? Or, maybe you feel like you have too much on your plate? Perhaps you have a to-do list with no end in sight, or many responsibilities to juggle on a daily basis at work. When you get home, you have household responsibilities to take care of, too, and it just seems like you never have much time for a breather.

Being busy is good, it’s better than not having anything to do and letting time slip away. But, what many people don’t realize is, being busy doesn’t always mean you’re being productive. The more time you take to complete something does not equal to more success. Many people end up falling into this trap as they pack their day with tasks and errands that may sometimes produce little outcome or output for the effort that they’ve put in.

For example, let’s say that your washing machine at home broke down and you need to fix it. Instead of calling the handyman to come, your husband decides he’s going to fix the machine. He ends up spending half a day figuring out the machine, and does eventually fix it. He did however have to make a trip to the tool shop to buy some extra tools and parts for the machine. Now, if you had called the handy man, it would probably have taken the handyman much less time, and he would have all the necessary tools and parts already, because that is his job. So in this instance, was your husband’s time and effort worth it? Oh, and because he took half the day fixing the machine, you now had to take over his duties of dropping the kids off at soccer and swim practice.

We Need Not Be That Busy

I hope you would agree, that it would have been ideal to delegate this task to the handyman. That would have saved you time and effort, so that you and your husband could focus on doing other things that were more important to you, like being there for your kids or spending time with each other. This is just one example of how we often impose busyness on ourselves without us even realizing it.

But, I’m going to show you just how you can gain quality time from external sources. Whatever big goals or ambitions that you may have, it’s normal for them to involve a lot more of your time than you first expect. I’m talking about things like starting a new business, changing careers, perhaps even moving to a new city. New challenges often involve things that are outside of our experience and expertise, so covering all the bases ourselves is sometimes not feasible as it takes too much time to learn and do everything.

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You Are Just One Person

At the end of the day, you are just one person, and you have a limited amount of time. So, you have to do things that are meaningful to you. While an overall goal may be meaningful, not all of the milestones needed to get there may be meaningful. Because we all have our strengths and weaknesses, likes and dislikes, not every task will be enjoyable or all fun & games. Some simply require pure willpower and discipline to grind through. And that is where delegation comes in.

What is Delegation?

You may hear this term a lot in the business or corporate world; it’s an effective way for managers to distribute (or sometimes avoid!) work. But, that’s not what I’m referring to. Instead, delegation means leveraging time from an outside source to give you opportunities to increase your quality time. By outside source, we simply mean that it’s not your own time that you’re spending.

What Should You Delegate?

To delegate effectively, it has to be done with deliberate intention. So the aim of delegation is to create more quality time for yourself. There are 3 types of tasks that you should generally delegate, called the Delegation Triangle.

The first are tasks you don’t enjoy doing. These are things that you know how to do, but don’t enjoy. Second, are tasks you shouldn’t do. These are things you know how to do and may even enjoy, but may not be the best use of your time. Third, are tasks you can’t do. These are things that need doing, but you don’t have the skills or expertise to follow through with them at this moment.

Have a look through your daily tasks and responsibilities, and see if you can fit them under these 3 categories.

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Pitfalls of Delegation

Using the Delegation Triangle, you can decide which tasks are worth delegating. In theory, it might look easy to sort actions at first glance; but often, it’s actually harder than you think!

One such example, is diverting time on tasks you shouldn’t do. Let’s go back to the washing machine example. Your husband decides to fix it on his own instead of simply getting an expert to fix it. Why? Because it’s probably a challenge he enjoys, and it’s an accomplishment that would bring him satisfaction. However, if the value of the task is too low, you really ought to delegate it to others.

Sometimes, when you have a larger goal in mind, you might have to sacrifice some actions in return for making progress. Always think about the bigger picture! One thing that can help you avoid this pitfall is to keep your deadlines in mind whenever you set milestones for a project or task.

Deadlines are a commitment to yourself, and every bit of time is precious. So if an activity you’re focusing on is taking time away from progress towards your goal, it may be time to let go of it for now. You can always decide to pick it up again later.

Then there’s the other extreme of delegation. And that’s when you start delegating everything you dislike doing to external sources.Sometimes it’s tempting to abuse delegation and get carried away outsourcing everything on your “don’t like doing” list.

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Some people are too picky on what they’re going to do. But sometimes, if you don’t like doing so but you’re the only one who can do it, you still need to finish the job. At the end of the day, it does take your own hard work and effort to achieve the success you want.

So if you find that you’re constantly running into this problem of over delegating, then it may be time to re-evaluate your motivation, or reason for doing whatever it is that you’re doing.

Ask yourself, “Is this task contributing towards a meaningful objective that I want to achieve?” and “what kind of progress do I make each time I carry out the task myself?” If the task is both meaningful and creates progress, then the next step is to ask yourself questions that can help you create actions.

What obstacles are causing you to avoid this task? Is it because of low confidence in your ability? Do you think someone else can do a better job? Is it your level of focus? Or is there an alternative action you can take that can produce the same results?

Take Action Now

Take a look at your current tasks or to-do’s that you have planned this week. Which tasks are possible candidates that fall under the Delegation Triangle? Are there any that fall under the pitfalls mentioned above? Which tasks can you immediately identify that should be delegated out right now?

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I hope this exercise helps declutter your tasks and responsibilities a little and allows you to see how much more time you can be saving for more important things. But, this is not the end of delegation. After you’ve sorted out the tasks that can be delegated, the next step is to determine who it should be delegated to. Besides people like your co workers, or spouse/family members, did you know that there is a whole delegating industry out there?

If you’re keen to find out what else you can do to achieve more in less time, learn more about our ultimate solution here!

We will help you discover many more skills that will boost your productivity by leaps and bounds!

Featured photo credit: rawpixel via unsplash.com

More by this author

Leon Ho

Founder & CEO of Lifehack

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Last Updated on October 4, 2021

How to Stay on Task And Avoid Distractions

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How to Stay on Task And Avoid Distractions

It has become more challenging to stay on task and avoid distractions. Unfortunately, the great benefits of today’s technologies have also become the biggest enemies of focused action. The pandemic has, of course, made its own corrections in the way we manage our time, business, family, and life. Did you know that the time-tracking market will increase worldwide by roughly 21 percent by 2025?[1]

With more and more distractions appearing in our daily lives, it’s understandable that people keep pushing themselves to squeeze every minute out of the day. But only a few realize that outside distractions are fairly easy to avoid compared to our inner triggers.

Mistakenly, we blame only outside distractions, thinking that they mess with our ability to stay on task and make it almost impossible to avoid them. However, our inner triggers are what play the biggest role in focused and productive action. While external triggers are cues from our environment that tell us what to do next, inner triggers are cues from within us. For example, when we’re hungry, we are cued to get something to eat and so on. Understanding what kind of trigger is pursuing you to take certain actions will help you determine the best solution to stay on task.

While distractions are everywhere, it’s not impossible to minimize them. Distractions itself is a topic long, wide, and deep enough for a book at least. On Amazon alone, there are more than 9000 books with a “distraction” on the cover. This once again proves our need for solid tools, systems, and new approaches to help us stay on task and avoid distractions.

Here is my formula for you to stay on task. It is not your typical “turn off your phone” and “close your emails” type of list. This formula has been crafted over years of experience, research, and knowledge. It looks deeper than external pings, rings, and dings.

I aim to give you a different perspective on how you are managing your time, attention, and decision-making. If used with one mind and willingness to truly build a skill to stay on task, this formula might be just the right read for you.

1. Manage Your Attention Before Trying to Manage Your Time

We can manage our time better if we can manage our attention. Time management depends a lot on attention, focus, and flow management, rather than planning and scheduling. Although technical support is a big part of focused action, if we lack prioritizing and attentiveness, we will eventually waste time one way or the other and make it difficult for us to stay on task. Therefore, getting clear on our intention behind the task is crucial for staying on it and not getting distracted.

Do you want to be more productive and feel good about what you accomplish at the end of the day? Do you want to have time to learn a new skill, building a better service so you can create more impact? Do you want to protect yourself from distraction, unwanted information, and more wasted time? Whatever your reasoning, if you can focus, you can get more important things done in less time. In that way, the focus is the ultimate “productivity hack.”

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We all have the same 24 hours. But what matters more than the length of time you put into a task is the intensity of focus because if you have an intensity of focus, you can reduce the amount of time spent doing it to get the same or better results. Even if you’re not in a state of flow, focus helps you get more out of the day.

A study from the University of California at Irvine found that, on average, participants (who worked in the tech field) could only work on a project for 11 minutes before being distracted. What’s worse is that it took them more than 25 minutes to regain their focus.[2]

Focus keeps you productive. It’s what determines whether you do what you want to or spend the day distracted. But it goes much deeper than this.

Being focused allows us to choose the life we want to live, not just react to what’s happening around us. So, let me give you some ideas on how to increase your attentiveness. If you want to improve your focus, you have to do more than just make yourself pay attention. Focus is as much about what you’re paying attention to as what you’re blocking out because unfortunately, the world around us is incredibly distracting and it makes challenging for our brain to focus on a task.

Learn How to Take Control of Your Technologies

There is no escaping from technology, but we need to understand that it is here to serve us, not the other way around. Many of the default settings on our devices are set to take our attention away, and it’s up to you to change them.

Create a Focus-Friendly Work Environment

This plays a massive role in your ability to focus., yet most of us don’t think much of it. Getting rid of clutter, organizing your stuff so you don’t waste time trying to find things, avoiding outside noise and unnecessary interruptions are what will help you stay on task.

Stop Multitasking

If you haven’t heard it enough times already, multitasking is a myth. When we try to do more than one thing at a time, we’re just quickly switching back and forth between the tasks. This isn’t very efficient, and it makes us more stressed. Even worse, the more you multitask, the more your brain looks for more things to do at once. It’s like your training your brain to be unproductive. However, focusing on one task at a time rebuilds your focus, lowers stress, and can even make you more creative.

2. Declutter Your Mind as Well as Your Desk

Clear space creates a clear head. It increases productivity and saves us from distractions. But clearing your desk is very technical. It’s fairly easy doable and repeatable. If you have a system in place that you love, you would only have to declutter once, and then you would just follow your path where clutter gets thrown away regularly. This allows for constant rotation of creative energy giving you space to evolve.

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However, a tidy space actually can keep you on the task only for that long. It can give you only that much of a clear head and distraction-less space. While it immensely helps to shift the energy, it will not keep you distraction-less forever, and this is where your mindset comes in. The “clear space creates clear head” is only partly true.

Clear space gives us more clear mind for that moment, but this is not your long-term solution. If you would have managed to keep your workspace clean, clutter-free, you would still have thoughts. According to research, an average person has 6000 thoughts every day![3]

Will a decluttered space be able to help you with all of them? No! But this is where the mindset work comes in. No tool, tip, trick, or hack will be able to solve your timing or focus issues. Only you can do that because you are the one in charge of your time, your commitments, your schedule, your plan, and also your mind.

If you ever tried to meditate, you know that it takes time to clear your head from thoughts, calm the mind, and thrive in presence. And it is definitely one practice that can help you understand how your mind works. If you are having difficulty staying on task, then it’s time to look for the cause.

If you think that another great new productivity app will solve your problems and you will finally be able to stay on task, it will not support your long-term vision. Yes, it might help for a month or two, but then what? Are you willing to go back and search for other solutions while your to-do list keeps growing and your time freedom is non-existent?

It is great to start by decluttering the mind. Support it with decluttered space on your way to great focus and productive work. Ask yourself: What is blocking you from undivided attention? Have you ever thought that you could be keeping yourself busy to feel worthy of your income? It’s a clue to your limiting beliefs! Imagine if you could replace that with a success mindset, how would your focus increase? It’s taking one mindset block at a time and working through it.

3. Work on Your Pain

What does pain have to do with focus? We waste our time when we get distracted, and we get distracted all the time. Imagine how much you would be able to achieve if you would stay focused on the task for that scheduled time, commit to that task and get it done. Who knows? You might even finish it in half the time you planned.

But let me explain to you something about pain. We allow ourselves to get distracted because it’s our decision to check that ping, ring, and ding. We decide to focus somewhere else when that ring comes knocking. We make that choice because of the pain. We feel discomfort, and we all love comfort, right? Our natural way of avoiding pain and discomfort is what makes us lean towards distractions rather than stay on task. It’s worth looking deeper and understand what are the underlying issues that you’re trying to avoid when distracted.

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Working on that pain will help you stay focused and committed to even the hardest of tasks. If you’re committed to your growth in all areas, it’s up to you to stay on task even when you don’t feel like it.

I challenge you to look where that pain is coming from that causes you to get distracted. Find it, and let it go so you can be attentive, present, and focused.

4. Rewrite Your Habits

We are in charge of building our success habits, so what are you working on today to allow yourself to stay on task with as little effort as possible? Below are the most common distracting habits that probably have been creeping into your daily routine as well.

Stop Adding Things to Your To-Do List

To-do lists give you too much flexibility, too much freedom of choice, and too much space for procrastination to creep in. Everything you’re planning to do, schedule it in your calendar instead. Plan your tasks, and put timing next to every task. Like that, you will create space for important tasks, prioritize wiser, and won’t be able to overbook your time.

If you think about it, putting your tasks into your calendar creates well-deserved peace of mind, gives you much more freedom, and keeps you productive. You’re no longer overshadowed by your never-ending to-do list that keeps growing by minutes and never gets completed. Staying committed to your calendar is a part that can’t be avoided if you want to stay on task. If it’s on your calendar, you have already committed to doing it. You have already decided that something is important enough to get on our calendar, so it’s worth your focus.

Stop Notifying Yourself and Scrolling Your Screen

Checking notifications, emails, messages as they come in. That “beep” sound distracts you in a fraction of a second, but unfortunately, it takes much longer to get back into your creative flow after an innocent “I will just quickly check-it might be urgent.”

For better productivity, you should set certain times when you allow yourself to check emails and it should not be more than twice a day. Seriously, it is enough times (I’m talking from experience). Scrolling through social media is nothing new, yet it still is the biggest time-waster. You get sucked into random posts only to realize that another 20 minutes have passed without creating results for your future. Mind your own business (literally), and create before you consume.

Stop Acting Like You’re Superhuman

Multitasking is not an admirable ability, it’s destructive behavior. You have probably heard about it, but let me remind you again: trying to do more than one thing at a time diminishes your productivity. The human brain simply isn’t designed to multitask. Your brain slows down as it switches between tasks, which takes more time and makes you less efficient.

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Focusing on one thing at a time will make you more effective. If you’re taking too many breaks, you end up lingering and not getting your focus back. Schedule your break to keep yourself in check and focused. Too many breaks lead to more wasted time. Oftentimes, it means working when exhausted. All it does is create more exhaustion and more mistakes. You may also end up facing burnout.

Do yourself a favor and make sleep a priority. The time you spend resting will pay off when you’re awake and ready to take on the world. Once you are clear on what wasted your time, create a to-don’t list to get clear on things you know you should not be doing.

5. Find Traction

We are used to thinking that the opposite of distraction is focus—where we are fully present, attentive, and focused on what it is that we are doing. But the opposite of distraction is actually “traction,” and traction from Latin is an action that pulls you towards what you want to do. So, distractions are actions that pull you away from what you want to do, and tractions are actions that move you towards what you want to do. This means that any action can be either a distraction or traction depending on what you intend to do with your time.

There’s nothing wrong with scrolling through your Facebook feed, watching YouTube videos, or playing a video game, as long as that’s what you intend to do. It’s when you do things unintentionally that you get into trouble. When you get pulled away from what you need to do to avoid discomfort, to avoid that hard work or that pressure dealing with a specific task, that’s when you allow yourself to get distracted.

So, if you’re asking if it’s possible to avoid distractions, the answer is yes. But you don’t want to do it! You want to notice these moments of discomfort and understand what causes you to get distracted. What are you trying to avoid? Why are you letting yourself get pulled away from things that you need to do?

If we dig deeper, we can see things for what they are, including ourselves, our believes, our thoughts, and anything that sabotages our focus without us realizing it.

Final Thoughts

Distractions are a very wide range of things. They are everywhere, looking for you to bring your attention to them. The good news is that you can stay on task if only you choose to. You are in charge, and now that you have a better insight into your triggers, it will hopefully allow you to get less distracted and more focused.

No matter what your distractions are, you are in control of your time, what you do with it, and where you spend it. Be sure to keep that control in your hands.

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More Tips on Improving Your Attention

Featured photo credit: Surface via unsplash.com

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