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Automation and Delegation

    Introduction to Automation and Delegation

    There are never enough hours in the day to accomplish everything that is currently on our plate. To try to alleviate this burden, it is important to automate and delegate tasks to reduce your workload. The benefits include avoiding burnout, cost savings, better results as tasks can be assigned to someone with more experience, growing confidence in teammates and creating autonomy for teammates. At a certain point, everything that can be automated or delegated should be to free you up to make high level decisions. The question everyone asks is where do I start? That’s what we will cover in this post.

    Definitions

     

      • Automation involves the use of technology and software to perform repetitive and rule-based tasks with minimal human intervention.

      • Delegation is entrusting tasks to others which fosters collaboration, builds trust and harnesses the collective strength of a team.

    Taking Advantage of Automation

    Software solutions such as robotic process automation (RPA), workflow automation platforms and artificial intelligence (AI) systems have emerged as powerful aids in automating repetitive tasks, data entry and decision-making processes. RPA tools enable the automation of rule-based, mundane tasks, freeing up human resources for more complex and creative work. Workflow automation platforms offer customizable solutions allowing businesses to design and implement automated workflows tailored to their specific needs. AI-driven systems are transforming industries by providing predictive analytics, natural language processing and machine learning capabilities leading to smarter and more efficient decision-making. Choose the right automation tool that aligns with a company’s goals and operational requirements, as this can significantly impact productivity, accuracy and overall success.

    The Process

     

      1. Write down everything you do for 2 weeks in 15-30 minute blocks
      2. Categorize them using the six T’s method below
      3. Determine if process can be automated and flag it as such
      4. Determine a priority order to automate/delegate (see ranking below)

    Six T’s

     

      1. Tiny– Do you have any tasks that only take 5-10 minutes a day? Those tasks seem so small and trivial but they add up over time. Things like running daily reports, checking the status of a project, sending out invoices and booking trips all eat into your day.
      2. Tedious– Tasks that are tedious to complete and can easily be taught to someone need to be delegated. Processes like data entry, updating KPIs or filling out paperwork can be documented and handed off to lesser skilled people.
      3. Time Consuming– These tasks may be important and possibly even complex but they need to be transitioned to someone else. Duties like managing your inbox, research for a project and bookkeeping can all be assigned out with some training.
      4. Teachable– This crosses some of the other T’s but which tasks are you completing today that with a little effort can be taught to someone else to complete. Tasks like managing a project, following up on deliverables and scheduling meetings can all be passed on.
      5. Terrible At– Are you completing tasks today that you struggle to complete? Are you creating formulas in Excel, delivering a speech in front of an audience or organizing a fundraising event and these are not in your wheelhouse, its time to delegate.
      6. Time Sensitive– We each only have a certain amount of hours in a day to accomplish everything on our list. Tasks with deadlines compete for our available time and threaten our ability to deliver. Its time to leverage your resources and reassign some duties.

    Ranking

    So you’ve generated a list but now you are wondering how to choose where to start. There are several ways to approach the selection process. I am going to recommend 2 here but you are welcome to research and test others.

     

      1. The first option is simply preference. Review the list you created the last 2 weeks. Are there tasks that you can’t stand doing or tasks that take an exorbitant amount of your time? Are there tasks that you are not happy with your output or not getting enough attention to move a project forward? Cherry pick items that will take the most stress off of you in the short-term or take up the most time so you can focus on your preferred work.
      2. The second option is to utilize the ICE framework. Impact- How much time will this task free or how much stress will it remove Confidence- How confident are you that you can automate or delegate successfully Ease of Implementation- How difficult will it be to automate or delegate On your spreadsheet you created over the last 2 weeks, rate each of the items for Impact, Confidence and Ease of Implementation (Easiest to implement is a 10 whereas harder or more time consuming would be a 1). Now multiply Impact X Confidence X Ease of Implementation. This will give you a total score for the task. Sort your task list descending by the total score and this gives you your starting priority list.

    Handing off the Project

    Make sure that you document the answer to these questions when automating/delegating a project:

     

      1. What needs to get done?
      2. Why it needs to get done?
      3. What resources do you have available to get it done?
      4. How urgent/important this is?
      5. When it needs to be done by?
      6. What consequences there are if this is/isn’t done?
      7. Did the task get done?
      8. What opportunity do we have for feedback?

    Best Practices for Automation and Delegation

    Here are a few best practices I have learned over the years to increase your likelihood of success when automating and delegating.

     

      1. Document the Task– To ensure that the preferred outcome of a task meets your expectations, you need to document how you are currently completing that task today. Don’t have time to document the process? Quick Tip: Record yourself on your smart phone completing the task. You can talk through the process and record your screen or you completing the task. Takes virtually no extra time and allows you to quickly create a procedure. The person that takes over the task can then create an official document for future people to use.
      2. Definition of Done– This is an add-on to documenting the task but because I want to stress the importance of defining what done looks like, I broke it out. Communicate the task details comprehensively outlining responsibilities, timelines and expectations. What is the output of the task? Are there any KPIs you can monitor to ensure it was completed correctly? Is there a format to the deliverable that it can be compared against? The more you can define what done looks like, the more likely the recipient will be able to complete the task properly.
      3. Delegate Authority with Responsibility– Too often when a task is delegated, the assuming person is not empowered with the necessary authority to complete the task without hurdles. Ensure that the new person has complete control over the process including decision making and the necessary security clearances to complete the task. The last thing you want is to have to be involved in the process after you delegate it. Exceptions exists of course. For example, when you have to make the final decision on a project after someone has completed the research first.
      4. Autonomy– Although when you first automate or delegate a task, it is important to give guidance as to how the task is currently completed, you want to allow autonomy for the people that are assuming the responsibility. Just because that is the way you have been doing it all along does not mean that is the most efficient or best way to complete the task. Once they are satisfactorily completing the task based on your definition of done, allow them the autonomy to change how/when a task is completed as long as it meets your success threshold. This empowers people to grow, increase their impact and assume more responsibility as well as adding efficiencies to your company.
      5. Recipient is Responsible for Communication– The last thing you want to do after delegating a task is to chase down the status of the task. Part of the hand-off is how the assuming person reports status back to you that they successfully completed the task. Do they send an email, give a status update in a meeting, update a dashboard or up a KPI? Make a plan to have them inform you and not for you to be searching for the results. That being said, the first time you hand off a project, set a reminder in your follow up system to check the status of the task when it is due. Can’t be too careful until they prove themselves. (This is not necessary if it is already a trustworthy person)
      6. Do Not Micromanage– Micromanaging undermines the purpose of delegation leading to decreased morale and motivation. Only intervene if the person asks for your assistance. You should be prepared to the let the person fail at the task (assuming it is not catastrophic to the company) before you intercede. Show the person that they are now responsible for the task and you trust them to complete it without hand-holding or looking over their shoulder. It is the only way to allow your teammates to blossom.

    This Applies to Your Personal Life Too

    This post has been focused on your work life, however, this should be applied to all aspects of your life. What chores are in your life that are taking too much time or you prefer not to be completing. Are you cleaning your home weekly, managing your lawn care (if you enjoy it, keep doing it) or running endless errands? How can you outsource these functions to free your time for other activities? If you spend an hour more on your business instead of these tasks, would it not pay for itself and move you further along for your business goals? Would freeing this hour up be better spent as family time or time with friends? As soon as you can find a way to afford outsourcing them, it is time to rank and delegate.

    Conclusion for Automation and Delegation

    Automating and Delegating tasks is a critical process that frees you up to complete more important roles within your life/company. Automation increases accuracy, lowers costs and improves time management. Delegation cultivates a culture of trust, empowerment and skill development within teams fostering a collaborative environment. You cannot grow as a company or as a manager without removing unnecessary projects from your overloaded schedule. Start the process today. Your future self will thank you for taking the initiative.

    Additional Reading

     

      1. “The 4-Hour Workweek” by Tim Ferriss**:** This book is a classic in the realm of productivity and delegation. Ferriss talks about how to automate and outsource tasks to achieve greater efficiency and free up time.
      2. “Virtual Freedom: How to Work with Virtual Staff to Buy More Time, Become More Productive, and Build Your Dream Business” by Chris Ducker: Chris Ducker discusses the process of outsourcing, delegating and automating tasks to virtual staff to help entrepreneurs scale their businesses.
      3. “Work the System: The Simple Mechanics of Making More and Working Less” by Sam Carpenter: Carpenter outlines how to create systems and processes in a business to enable delegation and automation, ultimately allowing for more efficient operations.

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