How the Heck Do You Get Everything Done? I Hate You.

You know Those People. They are just as insanely busy as you are, yet somehow they manage to accomplish more than seems humanly possible. Is it just a trick, a ruse?

Written Jul 01, 2008, read 673 times since then.

You know Those People. They are just as insanely busy as you are, yet somehow they manage to accomplish more than seems humanly possible. Is it just a trick, a ruse? Are they just shoveling everything into a huge drawer and dreading the day when it all explodes?

Possibly. That sure will be fun to watch, won't it?

It's possible that they've simply mastered the art of delegation. You may have heard of delegation, it's that thing where you dump all your work on someone else and go get coffee.

The funny thing is, that's what many people think of delegation and that's exactly why they're still buried. So take another look at what it means to delegate. Delegate is defined as:

To authorize and send (another person) as one's representative.
To commit or entrust to another

I really like both of these definitions because it helps me imagine that I'm hiring someone to work for me. That's a big leap from dumping.

An easy comparison from my own life is rebuilding the carburetor in my car. Sure, I can do that (weird fact #7) but do I really want to spend a whole day greasy and looking for the right socket size? Of course not, I have illustrating to do! Instead I hire someone else to do this task for me.

See? I bet you already know how to delegate, too. Usually it's only the negative connotation that gets in the way of actually using the skill. You don't want to be perceived as domineering or "bossy." That's understandable, but if you want to move ahead you have to let go of that fear.

In my former life as director of a graphics production team, my day would have been a disaster if I hadn't passed on some of my daily tasks to our staff. As a leader, it was an essential skill for me to master. Not only was my day more manageable, it had the bonus effect of developing my junior staff to one day take over my spot. In delegating certain tasks, I was actually training my production team to function at a higher level. That had an exponential benefit in that eventually I didn't even need to delegate those tasks; they were just assumed by the junior staff. Imagine their surprise when they were shown how they had earned a promotion by taking on those functions.

As an independent business man (yes, art is a business!), it's even more critical that I find ways to delegate tasks.

For example, until recently I handled my own accounting. It's time consuming and monotonous data entry; just the things artists love. I've procrastinated over this long enough that I now have a stack of receipts and an empty spreadsheet. I push it off because it gets in the way of my creative work.

I finally decided it's time to delegate. I've hired an assistant to do this work for me and now I can forget it. What a huge relief and a creative time expander for me. The only mistake I made was in not delegating sooner, which is often the case.

What if you don't manage anyone and can't afford to hire someone? You can still delegate, but you approach it a little differently.

For example, you may have a ton of portfolios to sift through, but you've also got to work with your existing artists to get this month's issue out. Your co-worker is in a holding pattern for a while on her project. You could ask her to do a preview of the portfolios and eliminate the ones she knows won't fly. That could save you hours of sifting and sorting.

Of course, there's a give and take here. You also need to be open to taking on tasks for your co-worker (or friend, spouse, business partner) when necessary. There's an art to delegating with grace, and sometimes it comes down to simple personal etiquette. How about picking up the next coffee run?

Delegation takes practice, but like anything else, the more you practice the easier it gets. You don't have to move through your day like a frog through molasses and you can get relief if you only ask for it.

Soon you'll be one of Those People. Others will ask you how the heck you get everything done. Let them secretly hate you for a while and then you can show them the magic of delegation.

Learn more about the author, David Billings.

Comment on this article

Posted by Amy Woidtke (woid-key), Greater Seattle, Washington | Jul 02, 2008

D E L E G A T E....DELEGATE! woohoo!

I am SO looking forward to delegating all the admin work someday. I left admin work behind....or so I thought! haha.

Creating meaningful spaces that matter. How are yours?
Posted by Brandi Pierce, Seattle, Washington | Jul 02, 2008

Seriously! I have had a lot of close friends and colleagues trying to help me see the light of delegation..

What if you are a OCD quality control freak? How does that play in? I should probably just find a way to let go, huh? =(

Web Design, Graphic Design, Photography, Marketing.
Posted by Joe Hage, Seattle, Washington | Jul 02, 2008

I know this comment adds absolutely no value, but your title just cracks me up! "I Hate You."

Hilarious!

>> Biznik Tia Peterson redid my site! <<
Posted by Judy Dunn, Seattle & Renton, Washington | Jul 02, 2008

What sound advice, David. Learning how and when to delegate is so important to our success.

I think it's a little easier (okay, a lot easier) to delegate when it's something you positively can't do, don't have the talent/skills for. So I'm a little like Brandi, can't let go of the control/afraid it won't be done write. It's something I am getting better at, but still...

Thanks for sharing your thought on this critical issue.

By the way, I love your new "picture!"
Posted by Kimberly LeRiche, Cornelius, Oregon | Jul 02, 2008

David, I'm glad to hear you've found an assistant to delegate your bookkeeping tasks to. My whole business model is based on getting people to delegate those tasks that they dread doing or that might be more effectively handled by an assistant (such as a virtual assistant!)

People who learn to delegate appropriately can find such freedom from the stress of doing it all themselves as well as increased productivity for doing the work that they really love to do.

As for those who believe they are control freaks, consider this: A Virtual Assistant can help. Virtual Assistants are usually just as meticulous about the work they do, plus the success of their business depends on the success of your business so it's in everyone best interest that tasks get done as effectively as possible.

I also love the title...it's what got me to read the article.
Posted by David Billings, Sandy, Oregon | Jul 02, 2008
Brandi, I'm the worst control freak. Ever. Delegating anything is one of the hardest things for me to do. Sometimes you have to just dive in on one task and see how it goes.

Oddly enough, I'm working with a client who delegated something and the results were awful. He was expressing to me how unhappy he was (cranky) about it and wished he had kept it himself.

I think the lesson there is rather that he should:
1. Find someone who matches his skill in that area as closely as possible, and
2. Let go a little bit. It may not be exactly as he would have done it, but that's just a part of working as a team.
Kimberly, I'm glad you chimed in. The Virtual Assistant model is a win-win for both sides. I'm really starting to love the idea of handing these things off. Now that I'm getting used to it, it's awesome.

Actually, I would have contacted you, but I have a close friend who was already working in this area. However, the day will come when I'll need more help!

Thanks all for the comments on the title. I'm glad it caught your attention!
Posted by Stacy Karacostas, Seattle, Washington | Jul 03, 2008

Great article David! I'm a huge fan of delegating everything I possibly can, and have a team of folks including a couple Virtual Assistants who make running and growing my business WAY less stressful.

But it wasn't always that way...

My first few forays into outsourcing all turned into one form of nightmare or another. Which left me holding all the cards and working 18 hours days to get everything done (Ahhhh!).

Then, at a big conference, someone shared these words of wisdom with me:

"Think of finding good people to outsource to as being much like dating...You're going to have to kiss a bunch of frogs to find a prince. But once you do it will have been worth it."

I suggest every small business owner I work with hire a VA and start outsourcing ASAP. You just have to do a little legwork to find the right one (but way less than you do when hiring an employee), then learn all you can about how to delegate effectively.

Since they bill by the minute, are flexible in terms of hours worked each week, and need very little training, even the smallest business can afford to hire a Virtual Assistant of their own.

For those who struggle with what and how to let go, my VA, Erin Blaskie, has a terrific 30-day free e-course on what and how to delegate avaialable on her Website at www.bsetc.ca.

Happy Outsourcing!

Stacy

Grab my FREE REPORT on the 7 Deadliest Marketing Sins
Posted by Chris Cliff, Lynnwood, Washington | Jul 03, 2008

I have been trying to beat this into the heads of people around me for years. My mother ran a real estate office for a very long time, but would never delegate anything, working under the assumption that whoever she gave it to would screw it up and she would have to do it again.

My wife apparently just has a masochistic streak and feels that she should do all the work. Which I must admit is pretty hard not to exploit when I don't want to cook and it is my turn.

Getting rid of the work you can't do, don't want to do or just plain can't do well is essential to your overall success!
Posted by Kimberly LeRiche, Cornelius, Oregon | Jul 03, 2008

I'm thrilled to hear that people are realizing the value in in outsourcing and that better yet, more people able to speak about good experiences that they are having with Virtual Assistants.

@David, I'm happy you found someone that works for your needs right now, but for sure, when you find yourself needing some extra help, I'd love to have the opportunity to chat with you.

@Stacy, I've heard of Erin in the VA industry and she sounds like an amazing woman. You've hit the nail on the head with all the reasons why a small business owner can afford to work with a VA!
Posted by Diane Rae Jones, Mercer Island, Washington | Jul 03, 2008

David,

I came out of the world of big corporation work, where I considered delegation to be one of my art forms. Now that I am in small business, I have suffered from "delegating to the wrong person" and "not being able to afford help" at different times. I appreciate the advice to delegate to peers, etc. when possible to alleviate the money pinch. I intend to do more of that now, thanks to your article.

One thing I have been doing successfully is hiring out personal tasks more often. This helps me make up for the times when I can't find the right help for my business tasks.
Posted by John Vertrees, Portland, Oregon | Jul 03, 2008

Very timely info! Great demonstration of communicating with the co-worker to stay in the loop so you still know what's going on while delegating.
Posted by Lorie Pointer, Portland, Oregon | Jul 03, 2008

David,

What a great article! I wanted to let you know that along with using virtual assistants, there are also concierge & personal assistant services that can efficiently & effectively take care of the virtual admin work as well as run errands, act as a courier, plan meetings & events and handle many other projects that can make your life so much easier and less stressful. It's another cost effective option that many business owners aren't aware of

Thanks again for the great article.
Posted by Kate Burton, WOKINGHAM United Kingdom | Jul 03, 2008

Hi guys

A lone voice from the UK here! Hello.

As a coach, my advice is "Only do the things that only you can do."

Of course, good coaches don't give advice, so let's skate over that.

I've hired a virtual PA recently and found it incredibly liberating. It's so well worth investing in support for yourselves. Just do it and it will pay off long term.

Best wishes Kate www.kateburton.co.uk
Posted by Krista Dunk, Olympia, Washington | Jul 03, 2008

OK - reading this article and all the comments has inspired me to ask about the costs associated with virtual assistants.... ?

Thanks!

Krista NWweddingplace.com
Posted by Lorie Pointer, Portland, Oregon | Jul 04, 2008

Krista,

Take a look at this website www.LMEConcierge.com and give me a call. I can give you prices.

Thanks!

Lorie
Posted by Kimberly LeRiche, Cornelius, Oregon | Jul 05, 2008

Hi Krista, Virtual Assistants typically will charge by the hour or have a retainer package that will provide you with a reserved number of hours per month that allows for a discount off the hourly rate. I also have per project pricing that will provide you with a set charge for the project so you can budget appropriately.

Pricing and hours are flexible so it's surprising what an experienced Virtual Assistant can get done for you in a short time.

Check out my website www. jkvirtualoffice.com for an idea of my pricing and feel free to contact me if you'd like to some information. I can also direct you to some websites that refer to the industry in general with regards to rates.
Posted by David Billings, Sandy, Oregon | Jul 05, 2008

There are so many opportunities here to promote virtual assistants. I think I may have just done the world's first VA commercial endorsement!

It's a great time now for VAs and people are just waking up to the idea of how much they can help a business. Yay VAs!

Since we're having a conversation here (which I love), one thing I'd like to explore more is delegating between business partners, employees, or even personal partners/spouses in small business.

What kind of experiences have Bizniks had with this so far? When has it worked well and when has it failed miserably? What would you do differently and what have you learned?
Posted by Brian Willoughby, Bellevue, Washington | Jul 05, 2008

Nice! I'm going to forward this article to a friend who really needs to learn delegation. Personally, I enjoyed the reminder that a busy work schedule means a good chance to delegate. I like the variety of situations you describe, too, from employee to small business to sole-proprietor.
Posted by Brian Willoughby, Bellevue, Washington | Jul 05, 2008

David: Regarding delegation between small businesses, I've seen that happen in one Seattle community. There are many musicians, promoters, photographers, advertising and print designers all working on their own projects. Sometimes, a particular member of the community will become successful enough to be overwhelmed with work (don't we all wish that would happen, to an extent?), and will naturally turn to other members of the community who have exhibited skills in the needed area. This is an example of delegation where there is much less likelihood of disappointment, because we're all fairly familiar with each other's skills. I think the example I've witnessed shows the importance of building a network around you. I'm reminded of another Biznik article, where the advice was to stay open-minded when meeting new people, because you may not always be able to predict how they could work with you in the future.
Posted by Deidre Rienzo, Tappan, New York | Jul 12, 2008

Hi David- As a virtual marketing assistant, I'm loving your article! I think one of the major obstacles to delegation is that people think it's easier to do it themselves than to take a few minutes to explain it to somebody else. It's not! The truth is, it might take a few minutes to explain, but it will save hours in the long run. And if you find the right virtual assistant, they should be able to catch on very quickly! Oh, and I think your picture rocks! -Deidre
Posted by David Billings, Sandy, Oregon | Jul 18, 2008

Re my picture: thanks, Deidre! My head never looked so shiny, it's great.

It really can be hard to give up that control. The thought of explaining a process still holds me up sometimes, even when I know it's for the best.

How do you all handle feedback when you've delegated something that didn't come back as you expected it should?
Posted by Ann Wendell, Seattle, Washington | Aug 19, 2008

"one thing I'd like to explore more is delegating between business partners, employees, or even personal partners/spouses in small business."

Hi David -

I stumbled on your profile and thought you were way cool...then found this article. The above point really resonated with me. I actually was looking at your profile to refer my husband, an illustrator, to it. My personality is that of Networking Queen...haven't met a stranger I couldn't strike up a conversation with yadda yadda whereas he would really rather just draw and not talk let the art speak for itself yadda yadda except of course nobody is likely to hear it whispering inside a zipped up portfolio. So...I've been trying to handle the biz dev/marketing part of his business and let him concentrate on building his portfolio (he's just getting started in natural science illustration having just finished a certificate program). So far it's been working pretty well as I get to do what I love to do (for someone I love - how cool is that?) and so does he which...as someone above said is really the key - doing what you do best. I guess I would add in this case that trusting each other to do the best for you is also key...as is being open to trying new things even if they're out of your comfort zone like say attending a Biznik event.

I also have to say I hate those do-everything-and-look-serene people, even if I occasionally am one of them...most of the time I think I'm doing good just to get a Biznik comment written!
Posted by Teri Johnson, Redmond, Washington | Aug 20, 2008

Hi David, Your article jumped out at me as a newcomer to Biznik, because I work with so many business owners who have reached burnout before asking for help. There is a common belief among new business owners that they have to be super-human and do it all themselves. Sometimes they turn to me as a business coach before the burnout has taken all the sweetness out of their dream, but sometimes that sense of joy never comes back for that business, and I think your article will be immensely helpful to people who are getting close to that edge. Thanks for your insight.
Posted by David Billings, Sandy, Oregon | Aug 21, 2008

Thanks, Ann. I'm always interested in hearing about more couples who work together. It's not for everyone and it's good to know which one you are. M hat is off to those who have decided it's not for them but continue the personal relationship!

Teri, I was one of those people! I was close to burnout before getting help. You've got a great business there, it must be rewarding!