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Last Updated on December 4, 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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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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    Featured photo credit: William Iven via unsplash.com

    Reference

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