As I already write in Delegate to Increase Your Productivity post, you will need to delegate if you want to do more important things and become more productive. One important question when it comes to the delegation process is how to implement a successful tracking task system in your small business.
Delegation is the process when one person transfers some of their tasks or responsibilities to another person.
One of the biggest problems for people when it comes to delegation is that they are not sure about the quality of the work done through a delegation process. They are not confident that everything will be finished with proper quality and in a proper time frame. In such a situation, the quickest and at the same time the worst solution is deciding not to delegate.
But, such a decision will hurt you. What can you make to escape such a situation?
The other solution, which is better for your overall productivity is to track the tasks that you delegate to others.
Let’s look at some things you can do when it comes to the delegation process and tracking tasks.
Tracking Tasks Step #1: As a First, You Need to Delegate Task
Logically, before you start tracking tasks you need to delegate them to other people. What can you delegate?
Think about some tasks on your to-do lists that are repeatable, easy to do, and don’t ask for your direct influence in doing them. Start the delegation process with such a task.
You need to start from somewhere, and this process can be done best if you start exercising delegating.
Tracking Tasks Step #2: Add Note in Your Tasks Management Software
Each task that you will delegate needs to be marked in your task management software. Personally, I use OmniFocus with which easily can attach a note to those tasks. In most cases, the note is connected with Evernote because, in my GTD system, I use Evernote and OmniFocus.
Tracking Tasks Step #3: Inform the Person That Will Work on Task
The next thing that you need to do is to tell the person who will be responsible for the task. This is an important step in your delegation process because if they are not informed properly you risk that task to be poorly completed or not completed at all.
What does that information need to contain? At least, you need to include the following things:
- description of a task,
- expected results and
- the time frame in which the task must be completed.
Tracking Tasks Step #4: Put Your Task in Waiting For Folder
When you tell the person responsible for the task you need to follow that task to know that it’s something already delegated. The best way to do this is to put that tasks in the special folder in your task management software that will represent a waiting list for delegated tasks.
Tracking Tasks Step #5: Add Due Date
I don’t use this option for my own tasks because they make pressure on me to decide to delete the task or to escape using the software. But, for delegated tasks, this is an important feature, especially when I want to follow them.
Tracking Tasks Step #6: If Something Is Important Use Flags
If the tasks are so important to be completed on time, you can use the flagging feature that exists in each task management software. In such a way, you can easily see it every time when you look at your task management software.