Assigning Tasks To An Assistant

It’s no secret that outsourcing can really help you grow your business. It allows you to hand over some tasks to an assistant, which frees up your time, enabling you to work on projects that will actually grow your business.

The whole process of delegating can be scary – especially if you’ve never done it before. Here are some tips on how to delegate tasks:
Delegating responsibilities is just good business.  If you have an assistant, particularly a good one, it is important to keep them busy and to make sure that they are communicated with and respected particularly when assigning tasks.  Here is how to handle assigning tasks to your assistant for optimal results:

Step 1.  Establish a system of communication, including checks, balances, and deadlines.  There are many software tools and programs that make this process automatic including Microsoft Outlook.  It is important to establish a system of communication so that deadlines can be set, expectations can be outlined and your assistant can take on the task with little management from you.  If you, as the manager, have to spend too much time facilitating it reduces or eliminates the benefit of having an assistant.

Step 2.  Communicate the task.  Using your established communication system, email, or telephone communicate the required task.  Make sure that all deadlines, resources, and task responsibilities are thoroughly communicated.

Step 3.  Ask questions to make sure task is understood if yes then move on to

Step 4.  Let go.  This is critical.  If you’re unable to let go of a task, you turn into the worst type of manager – a micromanager.  This is someone who must have there fingers in every aspect of the business and is unable or afraid to let go of some tasks.  When you let go, you can focus on tasks required to grow your business and improve profits.

Step 5   If the task is unclear make sure your assistant is comfortable asking questions and seeking clarification.  It may be with some tasks that training is required.  If training is required, establish a method of completing the training and potentially compensating them for their training time.

Step 6.  Follow up as defined when task was assigned to make sure there are no problems or questions about the task and to ensure that it is on track.

Step 7.  Upon completion of the task provide feedback.  If it is all good
feedback – great!  If some constructive criticism is required, remember to sandwich it between positive feedback for best results and to ensure a quality working relationship.