In today's hectic workplace environment, particularly with the current economic climate resulting in many redundancies, the art of time management is becoming an increasingly important part of getting tasks completed and improving efficiency. There are many time management skills useful for increasing productivity including managing distractions, prioritising work and learning how to delegate effectively when appropriate.
Time Management and Delegation
Delegation within the workplace simply means getting a task done through distributing the necessary work rather than dealing with it all alone. When this is properly executed much time as well as energy may be spared. While some employees may see this as a power trip, this should certainly not be the case. In order to delegate effectively it is vital that delegation is handled correctly as simply shouting orders is unlikely to help with getting a job done and will probably result in reduced staff morale akin to shooting oneself in the foot.
Workplace Delegation Process - Making Decisions
In order for delegation to achieve the desired outcome of saving time, it is important to first take time to think which tasks are going to benefit most from being delegated and which jobs are better being completed by oneself. After having made a list of tasks in priority order, consider which employees in the office have the most suitable sets of skills to handle specific tasks. The simple rule of thumb is to keep the most important jobs and delegate the tasks which one believes others can comfortably handle.
Workplace Delegation - Provide Specific Instructions
It is not good spending time selecting the right person with the appropriate skills to complete the task and failing to then provide clear, specific instructions on how it should be carried out. Begin by explaining precisely what is required, why the task is necessary and offer clear time limits. Once clear instructions have been provided let the person go and get on with the task, so one can focus on other projects.
Communication Skills Help Delegate Effectively
Before one leaves the individual with his or her delegated task, it is worth letting the individual know that should problems arise to contact either oneself or a line manager if appropriate. Attempting to strike a balance between being open for questions but encouraging the other person to come up with their own solutions is an integral part of the delegation process.
Upon successful completion of the delegated task, do not forget to praise the individual for their work and this will likely help improve morale and reduce workplace conflict.
As highlighted above, it will save much time in the long run if one learns useful time management skills such as delegation and effective communication. When delegation is handled correctly it can be a real benefit for both sides offering others the opportunity to improve key skills.
Source:
Adams, B. (2001) The Everything Time Management Book Avon: Adams Media
Kate Le Page - Kate Henning-Le Page writes about eating disorders, body image and recovery issues. She specializes in anorexia recovery.
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