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Published on June 2, 2020

6 Delegation Examples that you can Follow

6 Delegation Examples that you can Follow

As useful as delegation is, this idea isn’t the easiest to fully understand. But to become a successful leader, you must be able to delegate effectively.

If you’re confused about how to apply delegation in your work environment, you should look at some examples.

The best way to understand this idea is to observe a real-life scenario. So, if you have access to another department in your organization or another organization that implements delegation, be sure to check them out.

If not, the following delegation examples will give you as close as possible of an idea to real-life situations.

Go through these examples to clarify your confusion so that you can implement delegation in the best form!

1. Developing Strategies

Strategies are an important part of every business. No matter what the niche of the project is, smart strategies are vital.[1]

With that being said, it is not a piece of cake to design successful strategies. It is a process of extensive research, analysis, and creativity. Meanwhile, you also have to keep in mind the vision of the organization and the allocated budget.

If your project is on designing marketing strategies, it isn’t as simple as forwarding the task to the advertising department of your organization.

For a campaign, you will have to delegate to extreme ends. Firstly, you have to come up with an advertising motive.

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Do you want more sales or do you want only aim to build your brand image? An advertising executive will do the research in this regard to figure out what your organization needs the most.

With this information in mind, a copywriter will come up with taglines, scripts, jingles, and other written content. What will go on the screen, what is written as a social media caption, what is spoken, etc. are all this person’s job.

Another subordinate will be a person with good contacts – somebody who can work as a lobbyist. This person will approach media platforms, influencers, and other relevant third parties to negotiate deals.

Similarly, you also have to delegate to someone the designing of the visuals. Billboards, social media posters, video advertisements, and all other forms require a photographer, graphic designer, editor, and illustrator. You can either get one person to do the job or, if possible, delegate to individual experts.

With all these people, a budget expert will have to work along. This person will make sure that the allocated resources are used effectively. Simultaneously, you or a PR manager will keep checking in to confirm that none of the elements go against ethics, violate the organization’s vision, or cause a backlash.

2. Full Delegation

Repetitive and recurring jobs in an organization are fully delegated.

What this means is that the leader adopts level 5 delegation. At this level, once the task is delegated, the subordinates are not required to come back regularly to get their progress checked. The leaders have minimal interference whereas the subordinates are given maximum authority.[2]

In a scenario like this one, effective delegation every step of the way is extremely important to ensure a good result.

So, if your organization sells a particular product, it is highly likely that you conduct market surveys quite often. These surveys give you an insight into what’s going on in the heads of the consumer. These surveys also let you know whether the consumers are happy with the product or if they expect more.

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Similarly, such surveys are also great sources for figuring out the best marketing methods. You ask consumers where they found out about you and this way, you know where to allocate most of the budget in the next marketing campaign.

Let’s assume that you’ve been conducting research this way for many years now. So, it is safe for you to let a research team do another survey.

You communicate that your goal is to find out how to improve the product and the deadline for the task is 2 weeks. They can design the survey questions, choose the platform, and collect information their own way. After 2 weeks, the team will come to your office with the final results.

3. Delegating Half of a Task

Generally, it is a major no-no to delegate half a task. So let’s first clarify what this means.

Most jobs have various aspects. As an example, consider a certain project that requires mathematical skills as well as technological expertise. If these two aspects are so closely related that they overlap, delegation is useless.

In a scenario like this, it is required that the output from both the mathematical and technological work is coherent and similar. That isn’t quite possible with delegation.

On the other hand, some projects are extensive. Such jobs can be easily divided into parts that aren’t co-related or can be easily fulfilled separately. Delegating a part of such tasks while keeping the rest for yourself is totally okay.

A delegation example of half a task is when hiring new employees. Your organization posted about a free vacancy online, and thousands of people responded with their CVs. You as a leader or manager just don’t have the time to go through each one but at the same time, you want to look through all the options.

You delegate the job of looking through CVs to shortlist them to a few senior employees. You communicate the shortlisting factors and qualities so that the subordinates select the right people.

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Usually, important decisions like hiring new personnel should never be delegated to maintain honesty and fairness. However, in cases when you are overloaded with work or when it is too time-consuming, you can delegate half of it.

Some steps you can take to ensure a fair output is to hide out the names on the CVs. This will give you the peace of mind that the subordinates will only shortlist applicants based on their skills and experience.

Most importantly, the final decision still remains in your hand. So, you’re not losing any authority at all.

4. Outdoor Delegation

Managers and leaders generally do not have the time to take care of work things outside of the office. This is where outdoor delegation comes to the rescue.

This delegation example is most useful in the case of collaborations. If you’re planning on working side by side with another company, use delegation to its full potential.

Most of the initial discussions can be done through email so you can communicate your agenda first hand. But when the other party wants to meet regularly for check-ins on the project, send your best negotiators.

They can discuss all the details of the project – the reasoning behind each element suggested changes, etc. You can receive the brief with the details of the discussion to make the final decision without having to spend hours and hours on the commute and in meetings.

5. Intervention

This delegation example is the complete opposite of full delegation. For when you’re short on time but the task at hand is highly important, intervention is the way to go.

It is level 1 delegation where the subordinates do the work but you can check in now and then to keep them on the track you want. It is also most useful with new employees who aren’t as skilled or experienced yet.

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You can use intervention when designing a new product. Ask your creative designer to come up with ideas and meet you every week to get approvals.

This way you’re not risking a whole lot of time wasted on designing something you might not even like. At the same time, you haven’t taken on the full responsibility of sitting down with the creative designer to produce what you want.

6. Creative Delegation

Projects that require innovation should always be delegated.

The simple logic behind it is that when more people are involved, there is a higher chance of coming up with something unique since it is a mixture of every individual’s thought process.

In case a manager wants to plan an office party for the 25th anniversary of the organization, it can be done in two ways. Either the manager can make the entire plan and ask everyone else to execute it, or the manager can ask everyone to pitch in their ideas.

Both these are forms of creative delegation. However, the level of authority varies. This allows you to decide depending on the environment of your office and the nature of the project.

Final Thoughts

The bottom line is that delegation is no rocket science, But at the same time, you have to follow some technicalities to ensure success.

These delegation examples may not fit in your work-life exactly. Try to find similarities and improvise the rest. It is totally up to you to get creative with how you delegate as long as it’s working for you.

So, put these examples to use in your real-life from today to make your life as a management leader way easier!

More Tips on Delegation

Featured photo credit: Annie Spratt via unsplash.com

Reference

[1] Chartered Management Institute: Developing Strategy
[2] Inc: The 5 Levels of Delegation You Need to Know to Lead Well

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Leon Ho

Founder & CEO of Lifehack

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Last Updated on September 28, 2020

How to Create an Action Plan and Achieve Your Personal Goals

How to Create an Action Plan and Achieve Your Personal Goals

There’s no denying that goals are necessary. After all, they give life meaning and purpose. However, goals don’t simply achieve themselves—you need to write an action plan to help you reach your goals.

With an action plan, you’ll have a clear idea of how to get where you want to go, what it will take to get there, and how you’ll find the motivation to keep driving forward. Without creating a plan, things have a way of not working out as you waver and get distracted.

With that in mind, here’s how you can set goals and action plans that will help you achieve any personal goal you’ve set.

1. Determine Your “Why”

Here’s a quick experiment for you to try right now: Reflect on the goals you’ve set before. Now, think about the goals you reached and those you didn’t. Hopefully, you’ll notice a common theme here.

The goals you were successful in achieving had a purpose. Those goals you failed to accomplish did not. In other words, you knew why you put these goals in place, which motivated you to follow through.

Simon Sinek, author of Find Your Why: A Practical Guide for Finding Purpose for You and Your Team, explains:

“Once you understand your WHY, you’ll be able to clearly articulate what makes you feel fulfilled and to better understand what drives your behavior when you’re at your natural best. When you can do that, you’ll have a point of reference for everything you do going forward.”

That, in turn, enables better decision-making and clearer choices.

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I’ll share with you a recent example of this in my life. Earlier this year, I decided to make my health a bigger priority, specifically losing weight. I set this goal because it gave me more energy at work, improved my sleep, and helped me be a better father—I really didn’t care for all that wheezing every time I played with my kids.

Those factors all gave me a long-term purpose, not a superficial short-term goal like wanting to look good for an event.

Before you start creating an action plan, think about why you’re setting a new goal. Doing so will guide you forward on this journey and give you a North Star to point to when things get hard (and they inevitably will).

2. Write Down Your Goal

If you really want to know how to create an action plan for goals, it’s time to get your goals out of your head and onto a piece of paper. While you can also do this electronically through an app, research has found that you’re 42% more likely to achieve your goal if it’s written down[1].

This is especially true for business owners. If they don’t schedule their time, it’ll be scheduled for them.[2]

When you physically write down a goal, you’re accessing the left side of the brain, which is the literal, logical side. As a result, this communicates to your brain that this is something you seriously want to do.

3. Set a SMART Goal

A SMART goal pulls on a popular system in business management[3]. That’s because it ensures the goal you’ve set is both realistic and achievable. It can also be used as a reference to guide you through your action plan.

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Use SMART goals to create a goal action plan.

     

    By establishing a SMART goal, you can begin to brainstorm the steps, tasks, and tools you’ll need to make your actions effective.

    • Specific: You need to have specific ideas about what you want to accomplish. To get started, answer the “W” questions: who, what, where, when, and why.
    • Measurable: To make sure you’re meeting the goal, establish tangible metrics to measure your progress. Identify how you’ll collect the data.
    • Attainable: Think about the tools or skills needed to reach your goal. If you don’t possess them, figure out how you can attain them.
    • Relevant: Why does the goal matter to you? Does it align with other goals? These types of questions can help you determine the goal’s true objective — and whether it’s worth pursuing.
    • Time-bound: Whether it’s a daily, weekly, or monthly target, deadlines can motivate us to take action sooner than later.

    Learn more about setting a SMRT goal here: How to Set SMART Goal to Make Lasting Changes in Life

    4. Take One Step at a Time

    Have you ever taken a road trip? You most likely had to use a map to navigate from Point A to Point B. The same idea can be applied to an action plan.

    Like a map, your action plan needs to include step-by-step instructions on how you’ll reach your goal. In other words, these are mini goals that help you get where you need to go.

    For example, if you wanted to lose weight, you’d consider smaller factors like calories consumed and burned, minutes exercised, number of steps walked, and quality of sleep. Each plays a role in weight loss.

    This may seem like a lot of work upfront, but it makes your action plan seem less overwhelming and more manageable. Most importantly, it helps you determine the specific actions you need to take at each stage.

    5. Order Your Tasks by Priority

    With your action steps figured out, you’ll next want to review your list and place your tasks in the order that makes the most sense. This way, you’re kicking things off with the most important step to make the biggest impact, which will ultimately save time.

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    For example, if you have a sedentary job and want to lose weight, the first step should be becoming even a little more active. From there, you can add more time to your workout plan.

    The next step could be changing your diet, like having a salad before dinner to avoid overeating, or replacing soda with sparkling water.

    Learn these tips to prioritize better: How to Prioritize Right in 10 Minutes and Work 10X Faster

    6. Schedule Your Tasks

    Setting a deadline for your goal is a must; it prevents you from delaying the start of your action plan. The key, however, is to be realistic. It’s highly unlikely, for example, that you’ll lose 20 pounds within two weeks. It’s even less likely that you’ll keep it off.

    What’s more, you should also assign tasks a start and end date for each action step you’ve created, as well as a timeline for when you’ll complete specific tasks. Adding them to your schedule ensures that you stay focused on these tasks when they need to happen, not letting anything else distract you.

    For example, if you schedule gym time, you won’t plan anything else during that time frame.

    Beware the temptation to double-book yourself—some activities truly can be combined, like a run while talking to a friend, but some can’t. Don’t trick yourself into thinking you can both write and catch up on Netflix simultaneously.

    While you can use a paper calendar or planner, an online calendar may be a better option. You can use it to set deadlines or reminders for when each step needs to be taken, and it can be shared with other people who need to be in the know (like your running buddy or your mentor).

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    7. Stay on Track With Healthy Habits

    Without healthy habits, it’s going to be even more challenging to reach your goal. You could hit the gym five days a week, but if you’re grabbing burgers for lunch every day, you’re undoing all your hard work.

    Let’s say your goal is more career-oriented, like becoming a better public speaker. If you practice your speeches at Toastmasters meetings but avoid situations where you’ll need to be unrehearsed—like networking gatherings or community meetings—you’re not helping yourself.

    You have to think about what will help transform you into the person you want to be, not just what’s easiest or most comfortable.

    8. Check off Items as You Go

    You may think you’ve spent a lot of time creating lists. Not only do they help make your goals a reality, but lists also keep your action plan organized, create urgency, and help track your progress. Because lists provide structure, they reduce anxiety.

    There’s something else special about lists of tasks completed. When you cross off a task in your action plan, your brain releases dopamine[4]. This reward makes you feel good, and you’ll want to repeat this feeling.

    If you crossed out on your calendar the days you went to the gym, you’d want to keep experiencing the satisfaction of each bold “X.” That means more motivation to go the gym consistently.

    9. Review and Reset as Necessary

    Achieving any personal goal is a process. Although it would be great if you could reach a goal overnight, it takes time. Along the way, you may experience setbacks. Instead of getting frustrated and giving up, schedule frequent reviews—daily, weekly, or monthly—to see how you’re progressing.

    If you aren’t where you’d hoped to be, you may need to alter your action plan. Rework it so you’re able to reach the goal you’ve set.

    The Bottom Line

    When you want to learn how to set goals and action plans—whether you want to lose weight, learn a new skill, or make more money—you need to create a realistic plan to get you there. It will guide you in establishing realistic steps and time frames to achieve your goal. Best of all, it will keep you on track when you stumble, and we all do.

    More on Goal Action Plans

    Featured photo credit: Estée Janssens via unsplash.com

    Reference

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