One of the biggest challenges I have seen many small business owners struggle with is that of delegation. Most owners started their businesses on their own being the person who does everything and so letting go or delegating can be difficult from many angles. Let’s face it, if you continue to do everything, then why do you have staff and how can you ever hope to grow your business?
Delegation means letting go of the day-to-day tasks associated with that responsibility, but by no means does it mean completely letting go of that responsibility. In other words, if you have hired a sales person to take on the responsibility of sales for your company, although you may not be making the sales calls, you do need to ensure that your sales person has the right sales processes, sales metrics and that they are in fact the right person for the role.
Without the right processes, metrics and people in place, it’s likely the onus will fall back on you to get things done. Sounds familiar? Letting go isn’t easy, but having a proper delegation structure in place will allow you to focus your energy and resources on building a successful business. Here are my recommendations for effective delegation:
1) Have the right processes
Ensure you have the right processes in place to ensure that the task or responsibility will be done correctly and in accordance with your standards. For example, if you are delegating writing you will need to ensure what type of writing, how much time the writing should take, what structure the writing must have, what approvals are required, what source materials, and how the writing must be started. The process needs to be written down, explained to the person who you are delegating it to, and followed up with by you to ensure the process is being followed.
2) Measure your success
The only way you can truly know if the process is working right is to measure its effectiveness and subsequent success. To measure the success of the objective, you may want to consider KPIs as they are an effective way of measuring key business objectives, as are analytics. There are numerous measurement tools available, so finding the one appropriate for your business is important. Whatever metric you choose should be spelled out and communicated to the person taking on the delegated task or project. They need to understand that they are being measured in their responsibilities.
3) Have the right people
In a previous blog, I discussed the importance of building a solid team. Ensuring you have the right people working for you means that you can delegate appropriate tasks with the confidence they will be completed accurately and efficiently. Trust and communication are two qualities that can make or break a business. In my many years as a business advisor, I’ve witnessed numerous business owners cycle through employees simply because they had the wrong person in the role who was not fully capable of handling the responsibilities despite having the right processes and metrics in place. Invest wisely in securing the right team. With the right team in place, you’ll experience no hesitation in delegating important tasks and responsibilities.
Delegating is what most business owners crave – you want someone or something to take the huge responsibility of doing it all yourself off your shoulders. Have no fear, by ensuring you have the right processes, metrics and people in place will mean you can lessen your load, and free up the much-needed time to do what you have always wanted to do: focus on building your business.
As discussed in my last blog, a business is only as strong as its team, I shared with you why having a strong team is so vital to your business’s success. Once we as business owners understand the value of a strong team, the natural next step is how to create that team and how to measure its success.
There are several key elements to building and measuring a strong team—from defining roles, ensuring communication, to celebrating successes and measuring progress. I’ve outlined four key elements that you’ll need to consider in building a successful team.
- Define and Value Roles
In addition to a job description, ensure your staff have their responsibilities clearly outlined. Clearly defining what it is the team member is responsible for, as well as how it plays a part in the overall company, will help in understanding the value their position plays in the overall growth of your company.
- Openly Communicate
Open, or two-way, communication is a key aspect in running a successful business. Your employees rely on you to communicate your expectations to them and to provide any information or training that may be required.
From a feedback and measurement perspective, communication is key. Create not only an onboarding document which outlines your expectations, but also develop a feedback mechanism for them to communicate their progress or any difficulties they may be experiencing. You can establish weekly or daily meetings with them and ask them to create a report, which gives you an overall perspective on how they are progressing and managing tasks.
- Celebrate Success/Embrace Failure
If an employee or team accomplishes something in the workplace, celebrate it! No, you don’t have to throw a big party with cake, streamers and balloons, but even the simplest recognition like a personalized email acknowledging their accomplishment can go a long way.
However, if mistakes happen, use them as a learning opportunity not just for that individual, but also for the entire team. As a business owner, it’s essential not to place blame or point fingers when something goes wrong. The goal of your team is to work towards the future of the business, so learning from mistakes should make for a valuable lesson moving forward.
A team is non-existent without collaboration. Collaboration can be achieved in many ways – through effective communication, sharing of knowledge, and peer support. Ensure you have built in opportunities for collaboration, which might be regular team meetings, in-house lunch and learns, one-on-one meetings, etc.
Roles often collide and allow employees to work synonymously together. If we think back to the restaurant analogy, a cook would not be able to plate food without clean dishes, nor could a server serve the food if the tables are not cleared.
Lastly, team building and measurement is an ongoing process in which you play a vital part. Allow yourself the time to invite your team to share in your goals and help you achieve them. Just as no man is an island unto himself, no company can be built without a strong team.
What do you and your team hope to accomplish for the remainder of the year?
As a business advisor, a common question I’m often asked is if team-building activities are actually important. The answer is a resounding yes. You may not realize it, but you may be doing yourself a disservice as a business owner by not taking the time to focus on building the strength of the relationships between your team members.
It is no secret that a cohesive team of employees leads to greater success for any business. Why exactly? I’ve outlined below a few key benefits of team building that are worth considering:
- Increased Trust
- When you have a team that is constantly working together, a mutual trust between all employees will make every process much smoother. Employees are able to depend on one another and become more productive as a result of trust.
- Greater Communication
- A team that can’t communicate will never get anywhere fast. While everyone has different styles of communicating, understanding these differences will make your team more efficient and better functioning overall.
- Greater Collaboration
- An “every man for themselves” mentality is detrimental to a successful team. Creating strong bonds between your employees will help them realize the interdependency of the team and appreciate the collaborative opportunities available to them.
- Easier Conflict Resolution
- Team building is a great way for your employees to get to know one another on a more personal level. With large groups, you’re bound to have varying personalities, and team-building activities are the best way to become accustomed to each other’s dispositions.
There are a variety of team building activities to choose from that focus on these specific outcomes. While you try to make team-building fun, you want to ensure that the takeaways of the activities directly influence your employees working environment, so your team members recognize the benefits of participating.
As a business owner, it is vital to pay attention to your employees and understand what team dynamics they may be lacking, and react accordingly, after all your employees are the core of any successful business.
What is your favourite team building activity, and how did it influence your team dynamic? Share your experiences with me in the comments!