How to Make a Successful Task Distribution?
Make a Successful Task Distribution: Learn not to overburden yourself. Establish a robust priority system. Play on the strengths of your employees. Do not neglect the instructions.
Whether you are a team leader, an entrepreneur or top of any management ring, task distribution is the key to helping you maximize your productivity and protect your mental health while grappling with deadlines and large workloads. But the problem is that many entrepreneurs or leaders either do not know how to distribute tasks efficiently or are reluctant to distribute the tasks until the egg is on the door.
1. Learn not to overburden yourself.
The biggest problem facing many new bosses or entrepreneurs is the inability to share their business with others. Sometimes these managers, who get caught up in what they are doing, refuse to get help from other people. Sometimes they do not believe that anyone around will perform the work effectively, and they doubt their employees.
Whatever the issue, your priority should be to get rid of this attitude. Start small, just distribute your small tasks to others and make it a habit over time. In this way, you will get to know your team better and develop the bond of trust between you and your workers. Get this habit, crawl and crawl, so to speak. Remember, if you want your team to be successful, sooner or later you will have to distribute tasks.
2. Establish a robust priority system.
Develop a priority system for tasks. Of course, this system will vary depending on your area of expertise, your industry and the work you usually do. But divide the tasks into at least four categories, taking into account the effort and skill required. Assign tasks in the most skill-intensive category to yourself, and tasks in sub-categories to others. The effort required to get the job done will guide you on what tasks you can distribute. For example, you will save time by assigning a task that requires a lot of effort but not that much skill. Creating a robust priority system will help you understand the nature of your tasks and distribute tasks effectively.
3. Play on the strengths of your employees.
As an entrepreneur and leader, you need to know your teammates well. You should know the current and potential abilities, strengths and weaknesses of each individual in your team. Take a look at your team as you distribute the tasks and assign the task to that person whose skills are more diverse. Although it sounds like an obvious thing to do, many leaders choose to give the job to whoever has the least workload at the time or whoever is available.
At this point, it is also extremely important to be consistent. So, if you consistently assign the same type of job to the same person, that person will naturally become competent at performing similar jobs.
4. Do not neglect the instructions.
While the process of the task to be done seems straightforward to you, be sure to include instructions for each task you will distribute. If you have special preferences for the task to be performed, specify these preferences separately in the directive. If the task's due date is tight, or if there are specific points in the task that need to be highlighted, clearly report them.
Having information about the details and instructions from the moment the task is assigned will prevent communication gaps and perform the task more effectively. Thanks to this proactive strategy, both you and your employees will be comfortable.
5. Don't be afraid to teach others new skills.
The fact that no one on your team is capable of performing a particular task does not mean that this task cannot be assigned to anyone. Most virtues can be learned, although some are easier than others. So don't be afraid to teach others as part of the task distribution process.
While you will spend too much time on the first few tasks (because you will need to train your employee), consider this an investment. By transferring the skills you have to your employees, you will open the door to assign similar tasks to those people in the future, and eventually, you will compensate them for the time you spend giving them training.
6. Trust your employees, but don't forget to control work.
After assigning the task to someone on your team, let him do the work the way he wants. In this way, the person who will perform the task will feel comfortable. But don't be afraid to intervene from time to time to check if the assignment is going as planned. For example, if you gave an employee a task a week ago to prepare for the next day, trust your teammate to do the job properly. But do not forget to send him a confirmation e-mail to see if there are any problems.
In this way, you will both create an atmosphere of trust and respect within your team and eliminate communication and agreement disconnections.
7. Provide feedback to improve the task distribution process.
Feedback is the most important link in the task distribution process, and both parties can do it mutually. If your employees have fulfilled the task you gave them, remember to publicly congratulate and praise them. On the contrary, if they have failed, feel free to direct them constructive criticism.
On the other hand, call your employees to share with you their thoughts on the distribution of tasks you have made. This way, you can find out if you're giving them adequate instructions or directing the right things to the right people.
It may not always be easy to distribute the tasks, and the process is sometimes not clearly drawn. But the sooner you start this, the sooner your ability to distribute tasks will improve. Admit that the process will never be perfect. But do not ignore to learn from your experience and make some changes and innovations in each new task.