There is a difference between delegating and going entirely hands-off. Delegation still requires some oversight, even if minimal. Going hands-off means you have no idea what is going on, and things can get out of control.
Getting Started
- Be an open book – transparency is key It is tough to let someone in and share details about your personal and professional pain points. If they don’t know, they can’t help.
- Communication about priorities Setting a dedicated and fixed time with your PA daily will help strengthen communication and trust.
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Be clear on the tasks you want them to handle/take over These tasks have to be something you can completely release control over. Your PA should be able to step in and take care of these tasks without you having much influence over it.
- Start with 2 minor tasks and 1 major task that you can hand over.
- Gradually increase each week, introducing a new task.
Types of Tasks to Delegate
Work Tasks You Can Delegate to Your Assistant
| Tasks you do out of habit |
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| Tasks that don’t directly influence revenue |
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| Tasks that may require oversight but not your full attention |
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Personal Tasks You Can Delegate to Your Assistant
| Shopping |
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| Administrative |
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| Planning |
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Get Off on the Right Foot
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Communication
| An open line of communication will serve you well as you begin to delegate tasks. Take some time to bring your Assistant up to speed on your plan. They might not completely understand why you want to delegate and could be too shy to ask questions right away. |
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| As the leader of the company, it’s your responsibility to have an open conversation so they feel comfortable and included in what’s happening. Ease any apprehension around the role by offering total clarity on the following: |
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Process
| It’s critical to have a clear hand-off process in place. |
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| Be prepared before delegating by organizing all documents, login information, contacts, etc. in one place. Doing so will keep you from micromanaging your Assistant and avoid unnecessary back and forth. |
| Your focus should be on making sure the delegation process works effectively. Then, the Assistants can spend their time and energy completing the task in a way that works best for them. |
It’s All About Perspective
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The Executive’s Perspective
| Communicate often (and well): | It’s much better to clarify what you’re looking for on the front end than to have to go back and fix it later. |
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| Be clear: | Know what you want and need, then express it. And if you can’t, have an open dialogue so that together, your wants and needs can be identified. |
| Assume positive intentions: | While that goes for every relationship, it’s vital to maintain trust with your Assistant, especially! |
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The Assistant Perspective
| Communicate and be transparent: | Always be there to listen if your Assistant has an issue. Making them feel comfortable coming to you with questions sets the tone for a healthy relationship. |
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| Choose to be accepting: | Realize that your way of thinking and doing things isn’t the only way. Be open to compromise and understanding a different perspective before jumping to conclusions. |
| Provide resources and training: | You have to make sure your Assistant tasked with a job or project has the tools and resources they need to be successful. |
Simple Framework for Delegating
In his bestselling book, The Big Leap, Gay Hendricks introduces four “zones” that we often find ourselves operating in, especially when it comes to work:
| Zone of Incompetence: | When we are working on tasks that we are not good at and others can accomplish in less time and with better quality. |
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| Zone of Competence: | When you are doing tasks that you can complete well enough, someone else is better equipped to do them than you. |
| Zone of Excellence: | When you are really good at a task, but others can do it just as well. |
| Zone of Genius: | When you are doing tasks that are your unique gift and not many others can do them as well as you. |
Hendricks says that the goal is to spend at least 70% of your time operating in your Zone of Genius. However, most people remain stuck in the other three.
This means you’re not able to fully tap into that true gift that makes you unique—the thing that feels effortless, yet impactful.
