Monthly 10 Minute Challenge - February 2015
I predict that this month's 10 Minute Monthly Challenge should be even easier than January's 10 Minute Challenge.
As a leader, you are constantly working through others in your organization. As you are likely aware, one extremely common way of working through others is to delegate tasks and responsibilities. We will discuss delegation in more detail in future blog posts, but for this Month's 10 Minute Challenge we are going to zoom in on times when you are delegating tasks (in comparison to delegating entire areas of responsibility).
This is going to seem stupidly obvious, but when delegating, it's extremely important to communicate clearly.
I'll say that again: it's extremely important to communicate clearly.
Most of us focus on what and when and then we figure out who can help. We then approach that person with a command or a request (depending on your personal style and the situation). Unfortunately, that is where delegation stops for most of us.
Why is that we as leaders so often forget to explain why when we delegate?
Example
Let's use a probable real-life example for February:
You are presenting information to your boss and the management team that she sits on about the monthly performance in your high profile area. To do this, you need the monthly Net Sales and Book-to-Bill numbers for January by the end of the week (the what and the when). You think to yourself, who can help with this? Aha! Bob from your finance team will have those numbers (the who).
Potential Delegation: Bob, get me the latest Net Sales and BTB.
Well, that's one way to do it. However, even leaders in a hurry have time to say please.
Refinement 1: Bob, please send me the latest Net Sales and BTB.
Much better. But there is still a a few important points missing.
Refinement 2: Bob, please send me the latest Net Sales and BTB by Thursday.
Good, now Bob knows what is being asked of him and when it's needed. But we can still make it better. Let's try adding in the why.
Refinement 3: Bob, please send me the latest Net Sales and BTB by Thursday, because I'm going to present for Julie and the Management Team (your boss and her boss's Management Team).
Great! One more refinement: Before we run off to tackle other issues, we are giving Bob the opportunity to clarify the requirements, such as the format, what to include/exclude, etc.
Refinement 4: Bob, please send me the latest Net Sales and BTB by Thursday, because I'm going to present for Julie and the Management Team. Do you have any questions ?
Excellent!
Look at the difference between the original request and the request after refinement 4. Do you think there could be a chance that Bob might include slightly different information if he knows the context and what you will use the financial information for? Perhaps he knows there is an impending component shortage at the factory (so BTB would degrade) or perhaps a large customer refund is about to be paid (thereby dropping net sales unexpectedly). By giving your people the context during delegation, you are helping them to help you.
Your Challenge
For February's 10 Minute Challenge, reformulate 3 of your delegations today to include all four refinements. Try it out and see if it makes a difference in the quality of the work you receive, or minimizes the amount of re-work due to miscommunication. Let us know how it goes in the comment section.
Take care, and I'll talk to you next time.
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