We have already spoken about the key to successful delegation being the need to share the project and the vision for your business, after all when you make this happen projects turn out successfully. Of course this isn’t the only way that a project can be a success.
MAKE IT CLEAR
You need to ensure your instructions for any and all projects are crystal clear. We all have our own way of doing things and we all speak differently when delegating you need to be clear on everything, there might be a slight language barrier, you might use different words to someone else, others might mumble. Some people use as few words as possible; others might seem shy and quiet when giving instructions and the list goes on and on…..
That’s the way life is, from a school teacher to a business owner and when you give instructions you need to know the person you are talking to knows what you want done and how you want it done. It’s up to you to make sure they understand fully the task you have given them and how you want it handled. Remember if they understand and know what they are doing right from the start – your project will be more successful.
Naturally asking them if they understand you is good but there are a few other things you should consider doing before you ask.
- Plan what it is you want to say, start with where you want your business to go, what is your vision for the future, next discuss the project and go into all the details you need – how well it fits your business this in turn creates some form of context for the project and sets clear steps and goals.
- If you are writing written instructions then write down what you want to say, keep your instructions short and to the point – each paragraph should start with what you want and then all the details. Writing your notes is a great idea and it provides a *paper trail* if need be so you can go back and review your notes later on.
- Double check all your instructions while it might seem a little *silly* but if you re-read it you can make sure it makes sense and outlines everything you want done and how you want it done. Clear instructions mean projects get completed sooner and you are keeping your costs down. Make time to re-read, by double checking you can be sure your Virtual Assistant has everything they need to complete a successful project. Successful delegating is clear delegating, does your VA have all she needs – Access to software and resources? Files? Etc
- NOW it’s time to ask your VA if she understands all the instructions and what you are asking of her. If your project is complicated ask your VA to describe what is they are going to do, and how they are going to do it. This way you will be able to find out if the VA understands all that is being asked of her. Sometimes this isn’t the best use of your time but if it is an important project you need to know your VA knows what she has to do.
Don’t forget it can be difficult sometimes for a VA to say she doesn’t understand the task, so listen to what she doesn’t say – is she hesitant? Look for any body language clues and ask them to be honest if they don’t understand, there is no shame in that. Try building an honest, positive and ongoing rapport with them – this will help both of you.
Be very clear with your instructions this is the only way to ensure your projects are completed quickly and accurately.
No one else can read your mind.