Step 1: The Task Audit Matrix
Plot all your activities on two dimensions: - Skill Level Required: Could someone with less experience do this? - Strategic Value: Does this directly impact business outcomes?
Quadrant 1: High Skill + High Strategy = Your Zone - Strategic planning - Key stakeholder relationships - Innovation and vision - Critical decisions
Quadrant 2: High Skill + Low Strategy = Train and Delegate - Complex but routine analysis - Standard presentations - Regular reporting - Technical documentation
Quadrant 3: Low Skill + High Strategy = Systematize - Data gathering for decisions - Meeting preparation - Research and compilation - Status tracking
Quadrant 4: Low Skill + Low Strategy = Eliminate or Automate - Manual data entry - Scheduling logistics - File organization - Routine communications
Natalie's Audit Results: - 20% in Quadrant 1 (Keep) - 40% in Quadrant 2 (Delegate) - 25% in Quadrant 3 (Systematize) - 15% in Quadrant 4 (Eliminate)
She was spending 80% of her time on delegatable work.
Step 2: The Delegation Preparation System
Document Before You Delegate
Natalie's breakthrough: spending 2 hours documenting a process saves 50 hours annually.
The Process Documentation Template: ``` Process Name: [Specific task] Frequency: [How often performed] Time Required: [Typical duration] Business Impact: [Why it matters]
Step-by-Step Instructions: 1. [Specific action with screenshot] 2. [Next step with example] 3. [Continue until complete]
Quality Checklist: - [ ] Criteria for success - [ ] Common errors to avoid - [ ] When to escalate
Resources: - Links to tools - Template files - Example outputs ```
Natalie's Documentation Sprint: - Week 1: Documented top 5 repetitive processes - Week 2: Created video walkthroughs - Week 3: Built template library - Week 4: Designed quality checklists
Time invested: 20 hours Time saved annually: 500+ hours
Step 3: The Right Person Selection
The Delegation Matching Matrix:
For Technical Tasks: - Junior team members eager to learn - Contractors with specific expertise - Automation tools and scripts - Offshore specialists for time-zone coverage
For Strategic Support: - Ambitious coordinators - Cross-functional partners - Virtual assistants for research - Interns from top programs
Natalie's Delegation Portfolio: 1. Junior Analyst (Internal): Took over weekly reporting 2. Virtual Assistant (External): Handled meeting prep and research 3. Automation Tools: Eliminated manual data pulls 4. Cross-functional Partner: Shared presentation creation
Step 4: The Progressive Handoff Method
Don't dump and run. Use the GRADUAL system:
Guide: Do the task together Review: They do, you review closely Assist: Available for questions Delegate: Full ownership Update: Regular check-ins Automate: They improve the process Leverage: They train others
Week 1-2: Guide Phase - Perform task together - Explain decision points - Share context and importance
Week 3-4: Review Phase - They complete with your review - Provide specific feedback - Celebrate improvements
Week 5-6: Assist Phase - They own the task - You're available for edge cases - Build their confidence
Week 7-8: Full Delegation - Complete ownership transferred - Scheduled check-ins only - Focus on outcomes, not process
Step 5: The Management System
The Weekly Delegation Dashboard:
| Task | Owner | Status | Quality Score | Time Saved | Notes | |------|-------|--------|--------------|------------|-------| | Weekly Analytics Report | Jake | On Track | 95% | 5 hrs/week | Improving visualization | | Meeting Prep | VA | Complete | 100% | 3 hrs/week | Exceeding expectations | | Data Pipeline | Automated | Running | 99% | 8 hrs/week | Monthly maintenance | | Customer Presentations | Sarah | Learning | 85% | 4 hrs/week | Needs design training |
The Check-in Rhythm: - Daily: 5-minute Slack standup - Weekly: 30-minute 1:1 review - Monthly: Process optimization session - Quarterly: Role expansion planning