How to make sure delegated tasks get done

As you likely already know, I love to delegate anything I can. Recently, I was handing off a task when I caught myself doing something that triggered an AHA moment.

I learned a simple trick that made it easier for delegated tasks to not get missed, or more importantly, get done!

You see, the best way to make sure you complete something on your list is to time-block it. However, you cannot expect others to embrace time-blocking... or so I thought.

I was in the process of sending an email to a team member, asking them to make a list of all their perceived responsibilities. Now, this type of task can (and often does) slip through the cracks because it’s not very actionable on its own.

So, in the email, I listed 5 actionable steps. The first step was the AHA moment.

1. Block out 40 minutes in your calendar
2. Do a brain dump and list out all of the things you believe you’re responsible for
3. Group each item into a project or accountability (to the best of your ability)
4. Clarify how often each accountability has to get done
5. Respond to this email with your list (bullets are fine)

Step 1 was critical and it can be used for any task that you’re delegating. I now do this, often.

I’m not asking them to time-block everything in their world, or completely change the way they operate (that's difficult in one shot). I’m only asking them to time-block this one task.

This was amazing for 3 reasons:

1. Made the first step to completing the task actionable
2. Clarified how long I think they should spend on the task
3. Made them take a look at their calendar and make sure that they had time available

Adding this first step will significantly increase the probability of one-off delegated tasks getting done.

It also doesn’t have to be an email. It can be a voice note, Slack message, or phone call. Just make sure to clarify that first step.

Go ahead and try it:

• Identify a task you’d like to delegate
• Clarify the necessary steps (if applicable)
• Make the first step to block out time in their calendar

See you all next Thursday 👋

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