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2 Simple Steps to Boost Productivity and Avoid Burning Daylight’

2 Simple Steps to Boost Productivity and Avoid Burning Daylight’

We all know what it feels like to slave away at work all day long and still have the feeling like we didn’t accomplish what we wanted.  Many hours spent, but feeling like there’s not much to show for it. Worse than that are those days and weeks where you feel like you are just constantly putting out fires and barely staying above water. Unfortunately, this describes a common day for many, where results are undermined and time and money is wasted.

I never took a time management class in school or learned key skills to help me manage my time better, and I am sure you didn’t either. Yet, without the right skills and proper tools, each day can feel like a constant struggle and it really doesn’t need to be this way.

The problem in fact, is not a lack of time, but rather a lack of skills and tools to manage time more effectively. Most people don’t even know how they spend their time; let alone, how to optimize it.  If you want to finally master your time, free up hours a week, and feel more in control of your results, it is easier than you think.

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Here are two simple and very effective steps you can take:

1. Face the hard truth (Seeing is believing)

Imagine what it would be like to have an extra half a day a week. Did you know that you can do this by making a small improvement of 10% in how you spend your time? That is an extra 6 minutes an hour which is an extra half a day per week!

The only way to create more time for yourself is to face up to the hard truth of how you’re currently spending it. The most effective way to do this is to track what you work on and see how your days fill up.

Spending a lot of time in an effort to optimize your time defeats the purpose. I’m a huge fan of using the time tracking tool Klok because I can quickly and easily see where I’ve spent my time. Klok takes the headache out of time management and instead makes it enjoyable.

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Using Klok’s simple work timer, capture the different tasks you work on as you go about your day and do this for at least a week. Include your coffee breaks, those office chats or social media distractions. Don’t leave anything out, otherwise at the end of the day, you’ll only be cheating yourself. You’ll begin to see your blind spots, your time thieves as well as opportunities to increase productivity and optimize your time.

I love this tool because the visual calendar and dashboard reports make it so easy to see the total time spent on different tasks and compare how I actually spent my time against how I intended to spend my time.

The next step is to put your thinking cap on and strategize the best ways to optimize your time now that you know where it is going.

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2. Strategize the best ways to avoid burning daylight

We all have 24 hours a day, what you decide to do with those 24 hours is going to be the difference between getting the results you want in the time you want or not.

Think about going to the gym, if you want to see results in a shorter time, you need to have an exercise regime that is designed specifically to get the results you want. You will never achieve the same results if you simply go the gym and just follow the motions without a clear program. The same is true for time management.

If you want more time, money, better results and higher productivity, start optimizing your time more.  Now that you know where your time is being spent, you can start to make decisions on how to better optimize your time and become more productive.

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To get you thinking more strategically, ask yourself the following key questions.

  • Where does most of your time go?
  • How productive are you overall?
  • Are you spending more time on certain tasks than you should?
  • What is one small change you can make to your time that will make the biggest difference for you right now?

Klok’s dashboard reports and visual calendar display provide information in a graphical format which make it easier to answer these questions and identify opportunities to optimize your time better. You can also gain valuable insights by comparing estimates against actual time spent and use the information to improve overall time management which will result in more free time for you.

Tracking, analyzing and strategically optimizing how you spend your time is an on-going exercise, but one which will undoubtedly add hours to your weeks, add days to your months and over time, add months to your years.

Nobody else is going to create the results you want in life, you decide every day by how you spend your time.

“You can’t make up for lost time. You can only do better in the future.” – Ashley Ormon

More by this author

Kirstin O´Donovan

Certified Life and Productivity Coach, Founder and CEO of TopResultsCoaching

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Last Updated on September 17, 2019

How to Delegate Work Effectively (Step-By-Step Guide)

How to Delegate Work Effectively (Step-By-Step Guide)

All managers and leaders must master the art of delegation. Understanding how and when to allocate responsibility to others is essential in maintaining a high level of productivity, both on a personal and organizational level. Knowing how to delegate is also essential for an effective leadership.

To learn how to delegate is to build a cohesive and effective team who can meet deadlines. Moreover, knowing when and how to delegate work will reduce your workload, thus improving your wellbeing at work and boosting your job satisfaction. Unfortunately, many leaders are unsure how to delegate properly or are hesitant to do so.

In this guide, you will discover what delegation really entails, how it benefits your team, and how to delegate work effectively.

The Importance of Delegation

An effective leader knows how to delegate. When you delegate some of your work, you free up your time and achieve more on a daily basis. Effective delegation also promotes productivity within a team by drawing on the existing skill set of its members and allowing them to develop new knowledge and competencies along the way. The result is a more flexible team that can share roles when the need arises.[1]

When you are willing to delegate, you are promoting an atmosphere of confidence and trust. Your actions send a clear signal: as a leader, you trust your subordinates to achieve desired outcomes. As a result, they will come to think of you as a likeable and efficient leader who respects their skills and needs.

Delegation isn’t about barking orders and hoping that your staff falls in line. A manager’s job is to get the very best from those under their supervision and in doing so, maximizing productivity and profit.[2]

Here’s an example of bad delegation:

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    Careful delegation helps to identify and capitalize on the unique strengths and weaknesses of the team members. Delegation also boosts employees’ engagement as it proves that the managers are interested in drawing on their talents.[3]

    The Fear of Delegating Tasks

    Delegation boosts productivity, but not all managers are willing or able to delegate.[4] Why? Here’re some common reasons:[5]

    • They may resent the idea that someone else may get the credit for a project.
    • They may be willing to delegate in principle but are afraid their team won’t be able to handle an increased degree of responsibility.
    • They may suspect that their staff is already overworked, and feel reluctant to increase their burden.
    • They may suspect that it’s simpler and quicker just to do a task themselves.
    • They dislike the idea of letting go of tasks they enjoy doing.
    • They fear that if they delegate responsibility, their own manager will conclude that they can’t handle their workload.

    Delegation vs Allocation

    Most people think that delegation and allocation are synonymous, but there is an important distinction to be made between the two.[6]

    When you allocate a task, you are merely instructing a subordinate to carry out a specific action. You tell them what to do, and they do it–it’s that simple. On the other hand, delegation involves transferring some of your own work to another person. They do not just receive a set of instructions. Rather, they are placed in a role that requires that they make decisions and are held accountable for outcomes.[7]

    How to Delegate Work Effectively (A Step-By-Step Guide)

    So what’s the best way to delegate work so you can fight the fear of delegation, build an efficient team and work faster? Here’s a step-by-step guide:

    1. Know When to Delegate

    By understanding how much control you need to maintain over a situation, you can determine the best strategy for empowering workers. There are 7 levels of delegation that offer workers different degrees of responsibility.

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    This brief video explains these levels and offers examples of when it’s appropriate to use each one:

    Delegation occurs along a spectrum. The lowest level of delegation happens when you tell other people what to do. It offers little opportunity for employees to try new approaches. The most empowering form of delegation occurs when you are able to give up most of your control over the project to the employee.

    Knowing how to delegate work helps you understand how to connect people with tasks that make the best use of their talents. When done properly, it ensures that you will get the best end-result.[8]

    When you’re deciding how to delegate work, ask the following questions:

    • Do you have to be in charge of this task, or can someone else pull it off?
    • Does this require your attention to be successful?
    • Will this work help an employee develop their skills?
    • Do you have time to teach someone how to do this job?
    • Do you expect tasks of this nature to recur in the future?

    2. Identify the Best Person for the Job

    You have to pass the torch to the right team member for delegation to work. Your goal is to create a situation in which you, your company, and the employee have a positive experience.

    Think about team members’ skills, willingness to learn, and their working styles and interests. They’ll be able to carry out the work more effectively if they’re capable, coachable, and interested. When possible, give an employee a chance to play to their strengths.

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    Inexperienced workers may need more guidance than seasoned veterans. If you don’t have the time to set the newer employee up for success, it’s not fair to delegate to them.

    You also have to consider how busy your employees are. The last thing you want to do is overwhelm someone by giving them too many responsibilities.

    3. Tell and Sell to Get the Member Buy-In

    After you’ve found the perfect person for the job, you still have to get them to take on the new responsibility. Let them know why you chose them for the job. [9] When you show others that you support their growth, it builds a culture of trust. Employees who see delegated tasks as opportunities are more likely to be invested in the outcome.

    When you’re working with newer employees, express your willingness to provide ongoing support and feedback. For seasoned employees, take their thoughts and experiences into account.

    4. Be Clear and Specific About the Work

    It’s critical to explain to employees why the project is necessary, what you expect of them, and when it’s due.[10] If they know what you expect, they’ll be more likely to deliver.

    By setting clear expectations, you help them plan how to carry out the task. Set up project milestones so that you can check progress without micromanaging. If your employee has trouble meeting a milestone, they still have time to course correct before the final product is due.

    This type of accountability is commonly used in universities. If students only know the due date and basic requirements for completing major research papers, they might put off the work until the eleventh hour. Many programs require students to meet with advisers weekly to get guidance, address structure, and work out kinks in their methods in advance of deadlines. These measures set students up to succeed while giving them the space to produce great work.

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    5. Support Your Employees

    To see the best possible outcomes of delegating, your subordinates need resources and support from you. Connect them with training and materials to develop skillsets they don’t already have.[11] It may take more time up front to make resources available, but you’ll save time by having the work done correctly. For recurring tasks, this training pays off repeatedly.

    Sometimes employees need a help to see what they’re doing well and how they can improve. Giving and receiving feedback is an essential part of delegation. This is also a good way to monitor the delegated tasks as a leader. While you can keep track of the progress of the tasks, you are not micro-managing the employees.

    Throughout the project, periodically ask your employees if they need support or clarification. Make it clear that you trust them to do the work, and you want to create a space for them to ask questions and offer feedback. This feedback will help you refine the way you delegate work.

    6. Show Your Appreciation

    During periodic check-ins, recognize any wins that you’ve seen on the project so far. Acknowledge that your employees are making progress toward the objective. The Progress Principle lays out how important it is to celebrate small wins to keep employees motivated.[12] Workers will be more effective and dedicated if they know that you notice their efforts.

    Recognizing employees when they do well helps them understand the quality of work you expect. It makes them more likely to want to work with you again on future projects.

    Bottom Line

    Now that you know exactly what delegation means and the techniques to delegate work efficiently, you are in a great position to streamline your tasks and drive productivity in your team.

    To delegate is to grant autonomy and authority to someone else, thus lightening your own workload and building a well-rounded, well-utilized team.

    Delegation might seem complicated or scary, but it gets much easier with time. Start small by delegating a couple of decisions to members of your team over the next week or two.

    More About Delegation

    Featured photo credit: Freepik via freepik.com

    Reference

    [1] BOS Staffing: 5 Benefits Of Delegation – Empower Your Team
    [2] Brian Tracy International: How to Delegate The Right Tasks To The Right People: Effective Management Skills For Leadership Success
    [3] MindTools: Successful Delegation: Using The Power Of Other People’s Help
    [4] Fast Company: The Three Most Common Fears About Delegation: Debunked
    [5] Leadership Skills Training: Delegation
    [6] Abhinav Jain: Delegation of work vs Allocation of work
    [7] Anthony Donovan: Management Training: Delegating Effectively
    [8] Management 3.0: Practice: Delegation Board
    [9] Focus: The Creativity and Productivity Blog: A Guide to Delegating Tasks Effectively
    [10] Inc.: 6 Ways to Delegate More Effectively
    [11] The Muse: The 10 Rules of Successful Delegation
    [12] Teresa Amabile and Steven Kramer: The Progress Principle

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