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MANAGEMENT

Getting Rid of Delegation Anxiety. Tune the Black Box

March 04, 2019
MARINA DANILOVA
Project Manager
Managers work 80-hour weeks and still have no time to complete all tasks and projects. The conscious delegation of the less critical tasks is the only viable solution for these business problems capable of freeing up the manager's time and resources. However, most team leaders are anxious to let others complete the smallest tasks because of the lack of a proper management structure. Today we will talk about how to delegate work and discuss project management routines to make in-house and outsourcing employees work in synch and deliver results on time and on budget.

Step 1. Setting up the Workflow for Delegation

Establishing a transparent and streamlined workflow for every process is the first step to the anxiety-free delegation. Create a list of everyday tasks and business processes with short guidelines that include:

  • Detailed instructions on how to complete the task;
  • Task completion deadline and timeline;
  • Expected results with measurable deliverables;
  • Task delivery and assessment guidelines;
  • Task progress statuses to be displayed in the project management system;
  • A list of subtasks for everyone responsible for task completion and assessment.

The first draft of the business processes might not be optimal, so the team should implement it and revise the guidelines over several iterations. The final version signifies efficient task completion with expected deliverables and within the set deadline.

Once all business processes are established and honed, the team can transfer them to the project management system to ensure transparent tracking of everyone's progress. There are multiple project management and automation tools currently on the market, the most popular being Confluence, Trello, Asana, TimeCamp, and others. Some software tools, such as Gantt PRO or Agantty, can build a Gantt diagram to visualize individual business processes on a time scale. These charts enable managers to evaluate project estimates at a glance and locate blockers and bottlenecks that hinder further progress.

Step 2. Delegating Tasks and Tracking Progress

With established business processes and the fine-tuned project management software, the manager's involvement boils down to a few critical tasks. The manager should:

  • List all tasks for the project plan and establish estimated delivery dates;
  • Select a traditional or agile project management approach;
  • Assign responsibilities to in-house or offshore employees;
  • Ensure all employees are engaged without creating blockers and bottlenecks;
  • Keep employees on track using established business processes;
  • Track the tasks' progress to ensure the deadlines are met;
  • Conduct meetings to help employees solve occurring problems.

The critical requirement for managers is to avoid completing tasks instead of delegating them. Once team leaders get rid of anxiety and stop micromanaging the project, they gain hours of free time better spent on:

  • Strategic business planning;
  • Discovering new sales channels and marketing tools;
  • Learning new ways to improve the team's efficiency;
  • Fine-tuning business processes based on gained knowledge and personal experience.

Step 3. Scaling the Team Through Outsourcing

Once the manager establishes, tests, and hones the in-house delegation, the same principles can be transferred to outsource teams. Hiring an offshore software company speeds up the project's implementation and decreases the expenses. However, outsourcing comes with quite a few pitfalls. To avoid them and prevent unforeseen troubles, the manager should clearly understand the workflow and receive real-time project progress updates.

Successful offshoring is only possible if the manager has access to the web development company's project management software with detailed workflow charts and time tracking features. This way, the manager can follow the project's progress 24/7, get instant updates, and understand how the budget is used.

If micromanagement is running the business into the ground, effective delegation through established and honed business processes is the only way to prevent disaster and get back on the road to success. At FreshCode, we rely on the three-step system outlined in this post, and our IT project managers recommend it to our clients.

Did you enjoy our step-by-step guidelines on how to delegate effectively? If you have any question left or want to share your experience, leave a comment. To get helpful tips on project management and more, subscribe to FreshCode blog.
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