discerning urgent and important tasks

How to delegate for Effective Time Management

Effective leaders and managers know the value of time and utilize this precious resource effectively and efficiently to create results.

Things can go haywire when our productivity is dependent on others. That is what happened with this particular client of mine.

During a recap of the previous week’s action plan with a client of mine, a new problem surfaced which he had not associated with the original need to get a grip with his time mismanagement.

A hardworking individual who managed to fit in a lot during the course of the day, but still wondered where his day went, there was utter chaos. Our common goal was to bring order back into his day so that he had a chance to step back and look at the big picture like a true business owner and leader.

A whole session of brainstorming with 22 action points was produced. The client was given the option to implement any 3 of them based on his own priorities and what he thought he could achieve. One of the actions he chose was the To Do List.

A week later, he was able to confirm that the days when he prepared his To Do list were much better and more productive for him. He was directed to celebrate and give himself a pat on the back.

But by Friday of the week, he had slipped from the wagon. He hadn’t prepared the list since his Thursday had been a day from hell.

Even with a robust To Do list, why did the day become so bad?

There were many reasons, which included putting in too many things for action.

But more importantly, there were tasks that had to be urgently completed. The employee responsible for preparing it had not done it. The excuse?

He had other things to do compelling him to go into a firefighting mode at 6 pm since the documents had to be submitted to a statutory authority.

This brings me to the point for this week on two aspects of efficient time management:

Firstly, the number of tasks on a To Do list should never be more than 8 or 10 unless the tasks can be completed quickly. More than 12 in a day is a sure way to fail and the associated feelings are not worth it.

Secondly, where a particular task requires inputs from others, make sure that the other person knows the necessity of his input to get the task done.

What may be an urgent and important task for you may be an urgent but not important task for the other person who will find ways to be busy with less important tasks which are worth doing but which are low on the priority list for you.

This is the combination of the arts of delegation and assertive behavior.

In other words, the strategy for time management where your success depends upon others requires, they be made aware of their responsibility to get the job done. Be more specific, give timelines and THEN follow up at the specific appointed time.

Do not sit down to do the task yourself but insist that it be done. Your subordinate or colleague or even family member may slip up a couple of times but the message that you are being firm and assertive will get through.

Assertiveness is a key ingredient in this type of time management.

Instead of doing the task, you have a talk with the other person. Do not ask why the task was not done, which would put the other party on the defensive. Excuses such as ‘I was busy doing other things’ or ‘Sorry, I made a mistake’ will only provoke you into further frustration and reaction which you might not like when the dust has settled.

Instead, say ‘This document/report/letter had to have gone out by the end of today. What exactly stopped you from completing the task?

The answer could be anything from their not realizing the importance or even that someone else had delegated a task to them with a clearer sense of urgency. Worse still, they might know that if they delay it long enough, they won’t have to do it since you will get around to it.

In the meantime, reassess your method of delegation. Give clear and concise instructions and set deadlines. Having been assertive, stick to your guns no matter what the provocation.

More importantly, the message that you are sending out will be clear.

As you can see, my client’s efforts at time management hit a roadblock when it came to managing others to manage his own time and he had to set up boundaries and conditions while delegating tasks.

What barriers come up for you when your productivity is dependent on other colleagues?

Are you a career professional, independently practicing professional, consultant, or freelancer who’s overwhelmed with all the tasks you need to complete during the day?

If yes, then you need to check out this course

5 Simple steps to win your Time Management Challenge