You probably know you should delegate more. The real challenge is figuring out what to delegate. Start with this four-step process.
Track your time without judgment. Use a simple spreadsheet divided into 15- or 30-minute blocks. For two weeks, record everything: emails, meetings, reports, conversations. Update the log a few times a day to avoid relying on memory. Don’t try to improve your habits yet—just capture what’s actually happening.
Sort your tasks into four categories. Once you’ve gathered enough data, group tasks into: (1) should delegate, (2) could delegate, (3) should not delegate, and (4) automate or eliminate. You’ll spot work you’ve outgrown, inherited, or never questioned—along with tasks that shouldn’t be done at all.
Make a delegation plan. Start with the “should delegate” list. Choose someone whose skills or goals align with the task. Set expectations, provide guidance, and plan a handoff. Avoid the temptation to step back in if things aren’t perfect right away.
Reclaim your time. After two months, review your original log. Add up the time you’ve freed, and repurpose it for more strategic, high-value work.
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