During the past fifteen years, through my job of coaching and training managers, in order to help them maximize their potential, I have had the opportunity to meet people from many different professions, Everyone’s needs and goals are also different. They want to find solutions to the problems they (or their organization) are facing. As you know, the problems of organizations are often very diverse and varied – but the thing that I most often encounter is that they are not equipped with the necessary delegation skills – one of the factors that do not Indispensable for an effective manager.
They meet me because they are facing different concerns: some feel exhausted from work, others want to find a way to deal with difficult employees. And I realized that, while everyone’s difficult “symptoms” were different, they were all in need of a “medicine”: a way of delegating the work to the process. be more efficient overall.
Any student who has attended my course has felt less stressed than before. They are very excited and excited to receive the experiences that I have shared through the talks. And what surprised me the most was the reaction of so many students after learning the simple steps in the art of delegation. They say: “If only I knew this sooner!”; “These helpful philosophies will change my life!” or “Why don’t they teach these things in master’s programs!” But the quote that I hear most often is: “Surely every manager will benefit greatly from these simple philosophies. How wonderful, you should gather them together and write them down! “. And I took their advice.
Because I am also a manager, I understand that I should write a very short and concise book, so that as soon as I finish reading it, readers can immediately apply what they have read into practice to create new ideas. positive change in their work. It has to be a book that is simple, practical, and can change the life of the reader.
Whether you are a delegate or a delegate, if you know how to apply these six principles, you will certainly feel a significant reduction in your workload, so you will have more time to focus. on the things that really matter at work and in life.
Knowing how to delegate effectively, you will be able to:
• Increase work efficiency
• More confident at work
• Minimize errors
• Improve relationships with colleagues
• Opportunity to improve capacity
• More training time for junior staff
• Build a good team spirit
• Improve employee morale
• Reduce work pressure
• Ensure desired results are achieved
• Get the job done on time
• Find the secret to re-energizing and passionate about work
• Change your life
Hope you find many useful things from
– Donna M. Genett
CHAPTER 1: A STORY ABOUT JONES AND JAMES
John Jones, Jr. and John James, Jr. completely different from their normal siblings. They grew up in the same town, lived on the same street, and lived next to each other. Their mothers were identical twins and were always best friends. As they grew up, their mother married two brothers John Jones and John James on the same day. Strangely, the two fathers are also a pair of soul mates. And the most amazing thing is that the first two sons of these two families were born on the same day, in the same hospital, and the two mothers live together!
To For the people are well and also to the farisation, the family used to call the brothers Jones and James.
The older they get, the more they resemble each other, like twins, from appearance to style. Even before going to kindergarten, the two children were so excited about the mischief that family and friends had to be confused to recognize which was Jones and which was James. And until they entered elementary school, it was impossible for any third person to distinguish who was who.
During the middle school years, Jones and James played together all the time, taking the same subjects, even playing the same subjects. They are a close couple in learning when playing sports. After that, the two brothers continued to pass the exam to the same university and were fortunate to be placed in the same class. In fact, it’s not like they’re so dependent on each other that they have the same options. It’s simply because they have the same interests and are happy to show their similarities.
After graduating, they continued to make everyone feel natural when they set up a family with twin sisters in the same wedding ceremony. Then they worked in the same company and bought a house on installments in the same place. Good job, happy life – everything looks so beautiful as to be very satisfied with them…
… Until both Jones and James were promoted to managers. From there, they were arranged to work in two separate rooms. Busy with a new job, at first, they didn’t see each other as often as before.
Time flies, new that is three months from the day they get a new job. Through his colleagues, James began to realize a difference between the two – something that had not happened before for the two brothers. Not a small difference at all. And what’s worse is that the difference is getting clearer day by day!
Jones always comes to work after breakfast and always gets home on time to have dinner with his family in his dinner house.
Meanwhile, James’s schedule is somewhat balanced. It’s like a broken clock. He often has to skip breakfast to leave the office a little earlier, taking advantage of the time to try to do all the tasks that are waiting for him to solve. And now it’s time to go home again to the extent of completing important tasks to tackle for the day or the amount of work left on the file.
Not only that, Jones also joined the golf club because this was a sport he had enjoyed since he was in high school. Every weekend, he often guides the campsite or leisurely read a book, listen to a piece of music and enjoy the peaceful feeling in his garden.
As for James, I always find there is so much to do that he has no time to think about the people he likes, let alone time with his family. Magazine, he doesn’t spend time with his wife on her birthday. And James kept on knowing that the Jones and his wife were comfortable enjoying their holidays in the beautiful Hawaiian island.
Jones has always maintained a fit, beautiful body thanks to his regular golfing and jogging habits, four times a week. Meanwhile, James felt extremely tired as he looked down at his increasingly round belly. The habit of addicted to coffee to combat the constant stress at work makes him extremely exhausted and very overeating. At work, Jones is always happy to chat with people and always participate in company activities. He is always willing to share his experience with anyone. James left no time. And it’s all so bad that all he wants is to finish his work day quickly so he can go home and fall asleep.
James heard that Jones’ boss was a very cheerful person. He always looks comfortable and gets along with the staff. It was true, all of Jones’s roommates felt the same way. No wonder they consistently hit and hit their targets, mentally refreshed and they never had to be late to do it again.
The sad thing is that James’s department is falling further and further behind.
They do not meet the assigned target. James’s boss is very worried and hesitant about their ability. James’s employees are always grumbling and feel that they are under great pressure all the time. James’ family, too, kept whining.
Besides, James’ health began to signal that he was not as healthy as before. Sometimes he had a sore neck or a sharp pain in his head, and he began to feel like he couldn’t handle his current job. It was something he couldn’t accept because he himself – like Jones – was always one of the company’s best employees.
In the past, when he only had to take care of his own work, James always finished very well. But since becoming a manager, he not only has to complete his job, but also takes responsibility for the performance of his subordinates, in accordance with the company’s requirements. Every day I feel more and more difficult to cooperate with its employees. They don’t seem to know what to do, or if they did, it would take a long time for them to do it complete the job as requested.
The extra task of being a manager seemed too heavy for James. He must write and evaluate reports, must read press releases and professional journals; must always be present at important meetings. And most of all, he had to properly assess the capabilities of each employee, recruit additional staff, handle cases of forced layoffs, and even do the things he didn’t like at all – that was disciplining the employees.
There were many complaints from colleagues as well as from superiors, mainly about James’ constant busyness and irritable temperament. But indeed, with such a workload, he seems to have no time to pay attention to everything around and the pressure of work makes him forget the principles of courtesy in communication. Faced with that situation, James’ boss told him to give less work to junior employees. But every time he gave them a job, it was like he had to take on some more work. And when the work is not as expected, it is James who is responsible for correcting those mistakes.
James has always held the same opinion as his father that if you want things to work out, it’s better to do everything yourself. But now, he himself is rethinking that classical philosophy. What if you can’t do it all by yourself? What will happen when the nature of the work is too complicated, requiring the contribution of many, even many people? At times he wondered if the promotion would provide a worthy increase in income for the price he and his family were paying. But he also doesn’t want to lose that attractive income or lose the opportunities to experience that this job brings. And those concerns made him even more tired.
One evening, because of some outstanding work, James once again missed dinner with his family.
CHAPTER 2: JAMES STARTS TO LEARN HOW TO AUTHORIZATION
On the drive home, he said to himself:
“I have to stop this burnout! I have to change. I have to do something, which I may never have done before…”
Those things can be very difficult to do. But it didn’t matter, James was so fed up with his constant fatigue and he was willing to do anything, as long as he could produce better results – the results he had seen since then. Jones’s life.
When he got home, James decided he had to change. Now he no longer wondered, but focused on how he should start and what should be changed.
The next week, the work situation did not go as smoothly as before. Everyone completed the simple tasks, and the rest were more complicated, so it took James more time. He clearly defined his requirements. He spends more time with each employee to make sure they fully understand the assigned work. Sometimes, he had to change his interpretation to suit the personality of each employee.
At first, the work was going pretty well. But towards the end of the week, the core difficulty becomes more obvious. His employee didn’t finish the job on time.
James wondered if it was the employee’s refusal to work overtime. If so, then this could be a big problem. James’s group has had a lot of trouble already, especially now, when hope is shining before their eyes. It’s time to rest a bit. Time to find Jones.
“Hello, man,” James greeted as he entered Jones’ room.
– Oh, that’s you! I’m very happy to see you again. How’s everything?
– Nothing much has progressed yet. However, I gave my staff some work and they did a great job. That makes me feel very happy.
Jones understood that James was thanking him for his help by letting him know that he had followed his instructions. He inquired:
– Very good! Is the work still going well?
James got up, walked over to the wall and fixed the picture frame of the bridge
Brooklyn for brevity:
– The start is pretty good. Actually, I think things are going very smoothly. But now my staff is late for the deadline. – Speaking of which, James glanced at Jones and saw him nodding and smiling.
“Yes, that’s right…” Jones said.
– What do you mean? Have you been like that too? I thought after the mess with Jennifer, everything would go smoothly, right?
Jones shook his head.
– That is not where. That’s just the beginning.
– Is it just the beginning?
– Right. After that, I learned a few more things from Jennifer before I knew how to delegate effectively. Back then, after the Jennifer incident that I told, I worked with Jennifer very well, until I gave her the Simpson project.
– Then what, will you continue?
It was an important project and very limited in terms of time. I gave it to her because I believe she can do it. I make it clear what I expect, what needs to be followed, and what she can decide on her own. I also asked her to repeat what I said and we both thought everything would be fine.
Until the next afternoon, I still didn’t hear from Jennifer, so I went to her to ask how things were going. She simply replied, “It’s okay.” Hearing that makes me feel safe too.
– Then where is the problem? James looked impatient.
– No, no problem.
But two days later, I could no longer be silent. I called Jennifer into the office, intending to have a frank talk with her. I even prepared for what I was going to say: “I’m so disappointed, Jennifer. After all we’ve done, I can’t believe you can let me down like that! “.
James curiously asked:
So you told her. Of course he did the right thing.
– Oh, it’s not. When I finished, I didn’t expect Jennifer to be the angrier than me. “Did I let you down?” she said, looking at me like I had spilled coffee on her new dress. “Please tell me specifically what I have done to disappoint you!”
Admittedly, her attitude at the time made me a little nervous, but disciplining employees for underperformance is part of the manager’s job! So I boldly told her that the task could be completed in just one day, while she extended the working time even though she knew that this project was very limited in time.
– And then?
– By this time, she’s less angry and has shown me another obvious truth. You know, I got splashed in the face as she slowly articulated each word: “Actually, I didn’t know. You never told me that this project was very demanding on time and he did not ask for a specific deadline to complete the work. Do you think that I can read his mind?”. That’s it, I just shut up and gnaw on my mistakes.
– Oh my god, how did you end up?
– What else can you do? We sat down to discuss the work more carefully and then added time requirements.
James nodded, stood up and patted Jones on the shoulder.
It’s not all that complicated, is it?
Jones shook his head.
– It’s not that simple. It is important that you learn from experience.
James feels very happy. Jones’ story helps him learn a lot, not only from his own mistakes but also from Jones’s mistakes.
When he returned to the office, he continued to write on the whiteboard the following words:
CHAPTER 3: IMPLEMENTING THE SECOND STEP
When assigning work, it is necessary to specify a specific time to complete the work.
For a change of atmosphere, James turned on his favorite record. He listened to music while reviewing each task assigned to the staff in the past week. It is true that some tasks are very demanding in terms of time and that creates a lot of pressure and anxiety for him.
However, he only focused on guiding the work so clearly and accurately, that he forgot to instruct employees about the deadline to complete the work. He didn’t even think about it anymore.
So James started to set deadlines for each task and talked specifically with each employee again. He was surprised to discover that none of the employees realized the importance of time. And everyone appreciates when James clearly defines the work deadline.
Once again, work in James’s department went smoothly. Everyone saw him smile again. And he feels excited to return to work because he believes that the work that he has entrusted to the employees will be completed on time. On the other hand, he also noticed a reduction in his workload. It’s great!
From that day and through the whole week, James left the office every night an hour earlier than usual. Over the weekend, his wife wondered why things had changed for the better.
In response, James just smiled and put his arm around his wife’s shoulder and said:
– Everything has changed, baby!
James hasn’t had such a fun weekend in a long time. He really felt light and very relaxed. Even on Saturdays, he had time to take the children to the park – something he had repeatedly broken promises to the children. On occasion, he also plays badminton with his ten-year-old daughter.
On Sunday afternoon, he and his wife invited the Jones family to enjoy a barbecue. It was the first Sunday in a long time that James didn’t have to worry about Monday’s work.
“It’s been a while since I’ve seen you so happy, James.” ‘ said Jones, handing James another plate of mixed vegetables.
James tossed a grape into the air and took it with his mouth:
Thank you, Jones, – he said, – for everything!
CHAPTER 4: IMPORTANT OF DETERMINATION OF AUTHORITY
James’s department started a new working week in an excited mood, everyone’s faces showed a love of life. James understands that the remaining tasks he is about to give his employees will be more difficult than before. Therefore, he began to carefully prepare the required scopes for each job before assigning them to them. He also did not forget to specify the completion deadline based on the corresponding time budget.
However, James was still a bit impatient with this preparation. There are times when he still wants to do all the work himself or give it to someone reliable and rest assured to expect a good result. But James knew what the consequences would be if he did. He still hasn’t forgotten the feeling of anxiety and frustration that used to be so frequent, and he also remembers what he said to his daughter last weekend, when father and son played badminton together: “The more prepared, the better. The more work goes on, the more happy you’ll feel when it’s done.”
When he was ready, James met with each employee to give them a job. The staff all understood James correctly and most of them grasped the job requirements well. If there are any problems, everyone is open to discuss and exchange with each other until all is clear. Thanks to that, his employees themselves were more excited and confident.
James involuntarily smiles as he recalls one morning when Jason came to his room early just to tell him, “I feel more and more every day that our part is really a close-knit group, and myself I personally feel that I am also a member who makes positive contributions.” For a manager, no compliment means more than that!
But James’ happy mood only lasted until his meeting with Josh on Wednesday. Josh completes the work on time, but James is surprised to realize that Josh has exceeded the limits of his authority when carrying out the tasks that James has assigned. Josh has made a decision that affects not only himself but the reputation of the department. James felt more disappointed than embarrassed by Josh’s actions. How could this happen? He was very careful. He communicated with Josh very specifically and clearly about the job requirements and Josh was also very understanding of his wishes.
This time, before going to Jones’ office, James turned to Starbucks to buy two Americanos and two cupcakes. He honestly shared with Jones the mistakes his employees made.
– I do not understand,
– James said right before he could sit down on the chair to open the bag of cakes. – Tell me, where did I go wrong? I outlined the work very clearly for Josh. I have also determined a specific time to complete the work for him. He also did the right thing. The only thing is that Josh has exceeded his authority when dealing with the tasks that I have been assigned. He made a decision that was not within his authority. The incident broke out, in the near future I must spend a lot of effort to overcome this consequence.
That’s it! ‘ Jones said indifferently.
– Don’t be so disrespectful! –
– Everyone makes mistakes from time to time. After all, this case hasn’t caused any major damage, right? I believe everything will be fine. And, actually, I’ve come across something similar to this. It’s related to… Guess what?
– Jennifer again? You’re not kidding! Why do you always have problems with her?
– I don’t understand either. In fact, Jennifer is constantly proving her amazing abilities and she is always ready to take on any job. One day, I gave her a rather large-scale project, much more complicated than the projects she had worked on before. When assigning work, I also do the necessary things as usual.
However, when reporting the results, I almost dropped my ashtray when I heard her report on things that were committed but not within my jurisdiction, and also arbitrarily contacted people who completely relationship should not be placed. Everything is so messed up!
James swallowed a piece of cake to say:
– As far as I know, your department always does a good job. So what did you do to settle down?
– I don’t want to repeat the previous situation, so I chose to say it differently. I asked her to repeat everything I told her when I gave her the project. Jennifer repeated it very precisely, so I know she completely understood what she was doing. But when I asked her why she decided on things that were not within her authority and contacted those people without consulting me, she said that based on what I had told her, she was completely right. decision-making authority over the project, and she can do whatever is necessary to ensure the project is successful. According to Jennifer, she just does what needs to be done…
– She’s really good at defending, isn’t she? James nodded.
– Of course I disagree with her, but what else can I say? Obviously, I was flawed when I did not specify the scope of the employee’s authority when assigning work. I think, the mistake you are making is similar to mine, right?
James is silent. Is this so true? Is it possible that after so many efforts to instruct clearly and specifically when assigning work to employees, he failed because of this important detail? For a moment, he felt a little uncomfortable with himself but soon felt more comfortable. He smiles:
– Yes, you’re right. True, I didn’t know this.
James feels lighter when he understands that his problems will eventually have a solution. He’s still on the right track, the problem is he’s just a little off track.
Once again, when he got to his office he immediately wrote on his whiteboard:
When assigning work, it is necessary to specify the scope of authority for the performer.
But how can you define the scope of authority for your employees? Are there also different levels and scopes of authority? He thought about Josh and Jennifer, and about the jobs he would give his employees. Finally, he added below the existing lines:
1. Right to recommend
Find the best alternative solutions and suggestions.
Apply this level when you need to gather more information before making a decision.
2. Right notification and initialization
Research and choose the best implementation; notification of reasons for selection; initiate selection.
Apply this level when you want others to notice before taking action so that you can prevent problems in time.
3. Right to action
Full authority to act on assigned work.
Apply this level when you have complete confidence in the ability of the person delegating the work and the possibility of risk is minimal.
Simultaneously, James also found a reconciliation table to help him easily determine the appropriate scope of authority depending on the importance of the job as well as the knowledge and experience of the authorized person.
That afternoon, James decided to call Josh into his room. Josh felt nervous because he was afraid he was about to take the worst. From the moment he entered the room, he always avoided looking at James.
– Josh… – James said immediately. – Please sit down. I called you because I wanted to talk to you about the project I just gave you.
– I know I’ve caused unwanted trouble. – Josh didn’t wait for James to say it.
– No. In fact, I was the one who caused it. – James corrected and looked Josh in the eye.
Josh is amazed:
– Now, let’s not talk about whose fault it is. First, can you honestly tell me what you understood when I gave you the job last time?
Josh recounted everything, including details that even James couldn’t remember.
– Very good. So in your opinion, what are the things you should do to complete the project on time?
– Why do you ask that? Of course I have to do whatever needs to be done, right?
“Ah, yes,” James exclaimed, and then he slammed his palm down on the table, making Josh jump. – Anything to do?
– Yes, that’s right. Josh timidly replied.
He began to feel like he was standing in court and he himself did not like the situation at all. – Sir, I honestly don’t understand what you mean? Why do you say you’re the one who caused it all? Am I the one who pushed us into these difficulties?
– So at the time of making those decisions, did you know they would lead to the difficult consequences now? – James asked.
– No. Of course not. If I had known, I wouldn’t have…
James put his hand on the young man’s shoulder:
– Listen, Josh, when I gave you that project, I did not limit my authority to handle the work for you. You did your best. If only I had made it more clear then, maybe he would have come to me before making those bad decisions. And thanks to that, things were not so difficult. Look up here. – He pointed at the board.
Josh’s expression softened and a smile slowly spread across his face as he finished reading what James had written on the blackboard.
Josh thought for a moment, then calmly said:
– I don’t know if I told you or not, but I’m really sorry for what I’ve caused.
– Me too. But now you can rest assured. I believe something like this will never happen again.
For James, it’s been the best work week since he got his new job. In the morning, he no longer has to rush to the office or worry about work like before. In the afternoon, he leisurely drove home before it was still dark. The work is solved smoothly, the working atmosphere in his department is more and more exciting, cheerful and cheerful. He noticed that his employees laughed more. And of course their work is also more efficient.
Thanks to the work assignment, James has more free time. Thanks to that, he can talk to his employees and thereby better understand the difficulties they are facing. The work pressure that once clung to him has gradually disappeared from time to time, because he now feels comfortable with this new and positive working style.
Sometimes when he remembers, he wishes he never had to go back to the past.
The biggest difference that James has noticed in himself is that he no longer has to sit in the office all day to handle a huge amount of work, and at the same time he has developed a habit of giving compliments, motivate and listen to employees more to find better solutions for work.
At home, everyone was surprised to see the changes in James. In the past, he had a habit of opening a beer bottle and sitting in an armchair and closing his eyes. If anyone needs to share something with him, it is best to wait until he meets him for a rare dinner, if he gets back in time. And then he just wanted to turn on the TV for a moment and then go to sleep.
Now he often helps his children with their homework. Sometimes, he takes the whole family to dinner and walks around the city until late at night. And he and his wife also began to have a habit of taking evening walks around the neighborhood before bedtime.
In fact, those are just very ordinary things in life, but they make their family feel very happy and happy. James no longer has to work and forget to eat and sleep. He smiled at the thought of Jones – his great cousin, friend, and teacher!
CHAPTER 5: A BIT MISTAKE BUT NOTHING!
But life still has challenges. Two weeks later, James encountered something that happened to Jessica. That day was the deadline to complete the largest and most complex projects, including the one he had assigned to Jessica.
James still remembers Jessica’s face shining with pride when she walked into his office to report on work. It’s a multi-stage project, and Jessica believes she’s paid close attention to all of them.
When he read Jessica’s report, he was almost stunned. He also wanted to be tactful so as not to disappoint her, but the result was completely different from what he expected. All James could do at the time was to thank Jessica and offer to see her again after reading the report carefully.
Jessica couldn’t hide the feeling of disappointment that was taking over her. Although James tried not to show it, Jessica could still see James’ disappointment as he read the report. For Jessica, after all the effort she’s put into this project, it’s a terrible thing.
When he was left alone, James felt really confused. Why are you still in trouble after you have learned so much from your early days as a manager? Did you miss something? Why is the problem of delegating work to employees so complicated? What do you have to do to be able to anticipate all possible difficulties? Dozens of questions kept spinning in James’ head.
After finishing his cup of coffee, James decided to go to Jones to find a solution.
“There’s trouble again, man,” James said as soon as he entered Jones’ room. – Are you free?
– Have. What happened? – Jones saved the unfinished work on his computer and then moved to a nearby armchair.
– What do you drink? Coffee offline? Jones winked wryly.
– Never mind, I just finished drinking. Just give me a glass of cold water. – James hungover.
Jones walked over to the small refrigerator in the corner and brought James a chilled bottle of La Vie:
– Can you tell me what it’s like?
– Two weeks ago, I gave Jessica an important job. That’s the hardest knot in our current job. I trust her to do it. But everything turned out to be the opposite. Now it takes me another two weeks to get it all over again.
“Wait a minute,” Jones said, holding out his hand to stop him. – There’s no reason to start over. I know you’re good at judging people. If you thought Jessica could do it, she can still do it now. Maybe she just needs more guidance!
– More instructions?
– Yes. And it is you who will do it. When I first scaled up the project, my employee Jennifer was in the same situation as Jessica is now!
– It’s Jennifer again? James looked surprised.
“You know how,” Jones burst out laughing. – I also don’t understand why she is always the one to help me realize the shortcomings in my management work. If it weren’t for those troubles, I probably wouldn’t have learned how to effectively assign tasks to employees. Not to mention the fact that the whole team and each individual in my department surpassed the achievements like the past time! You can rest assured that effective delegating is an art of training and developing people’s abilities. And when employees achieve success at work, he has the opportunity to recognize their efforts, encourage them to develop their capabilities. Like that, it will create a closed circle and progress extremely effectively, helping to bring everyone joy and motivation at work.
– James, it was Jennifer who helped me manage better. I have to thank her for that! – Jones shares in a natural and gentle way.
“I see,” James agreed. Suddenly he remembered the reason that had brought him here. – Back to my story, I must have missed something when assigning work to Jessica. You are experienced in this, can you help me?
– You’re right, you missed something. He did not conduct the check-in step – which is an extremely important stage when working on large and complex projects. This is the step that will help you be sure that the work is moving in the right direction.
– Checks and reconciliations need to be done on a regular basis at the beginning of the project. Then, when the authorized person has demonstrated his or her ability to do the job and shows that they are on the right track, the frequency of those checks will decrease. That way, you can control the desired outcome and most importantly minimize the chances of failure.
– It makes a lot of sense. If I did, it would have saved Jessica a lot of time and effort.
But he still has questions:
– Jones, why didn’t you say it all in the first place? If that’s the case, wouldn’t I have avoided so much trouble and not bothered you so many times?
– Really? Would it be easier if I did that? Jones raised an eyebrow. -Do you remember how you felt when you first came to see me to lament the miseries of management? In my opinion, you weren’t patient enough to listen to all this in a row! Especially, you can’t apply all of them right away.
James pondered and agreed:
– Maybe so. But then you can still tell me everything. I still can’t understand. James shook his head.
– That could also be an option. I get what you mean, but I think sometimes we should start with small steps before moving on to bigger ones. That way, we will feel more confident. The basic human characteristic is “We are always ready to accept new and more difficult things if we have achieved a certain amount of success before”.
– Now I understand. That is a good saying. James nodded.
– I like that one too! Jones agrees.
Both men were silent, each pursuing his own thoughts. When he saw a smile begin to appear on James’ lips, Jones said:
– Oh, one more thing…
– What? James looked up at Jones.
You still don’t know all the secrets of the art of delegation. Jones sat up straight, ready to speak.
– You don’t need to speak quickly… – James waved his hand.
– Don’t worry. There’s just one more important piece of information and I know I can say it right now. That is, when the employee completes whatever work he has assigned, always remember to make a summary of the work.
– Job summary? It sounds like being in the army. Could you be more specific? James inquired.
– That is, you will summarize the following three issues: things that have been done well, things that need improvement, and things that have been learned from the job. When summarizing, I often exchange and share my thoughts, feelings and views with the staff on those three issues. I want to identify things that need improvement, promote the good things, and praise the work of the employees.
– Sounds like a performance review. I really hate those things. James frowned.
Jones laughed and shook his head.
– You shouldn’t take this lightly.
Whether it’s in the short term or in the long run, it makes his work easier and smoother. That summation works to bring joy to everyone and is especially useful when you need to evaluate the performance of any person. Since he took notes of everything, he could refer to it quickly when needed.
James didn’t know what to say. He held out his hand and said:
Jones, you are not only a brother, a friend, but also a teacher. What you say has the power to change not only my life, but also make a positive impact on my employees and my family.
What can I do to thank you?
Jones shook hands and hugged James affectionately:
– Nothing. You just need to offer me some grilled fish skewers or some burgers with onions that you make and it will be great!
– Sure. How about this Friday? 7 o’clock okay? Remember to bring the kids too. Give two families a big party!
James walked briskly back to his office to jot down what Jones had just said on the whiteboard:
When assigning work, it is advisable to check to review the performance of the work and give instructions if necessary.
(Checking should be done more often in the early stages. Then gradually reduce it.)
Pausing for a minute, he tried to recall the last things Jones had said. “Oh yeah!” James mumbled as he added another note:
End the assignment process by making a summary. This helps to record successes, detect shortcomings that need to be overcome, and learn lessons, if any.
Then James took a few steps back to reread everything he had written on the whiteboard. He thought to himself about the incomparable effect of the joys and achievements that the art of delegating had brought him. They are so magical yet so simple!
CHAPTER 6: APPLICATION WHEN WORKING WITH BOSS
When he reread what he wrote on the board, James suddenly thought of the directors in the company – people who may be facing the same difficulties as him. Surely they will benefit greatly if they understand this art of management. He wanted to find a way to share with them what Jones had shown him.
The ringing of the phone suddenly interrupted James’s thoughts. Jack, his boss, called James to his office to meet him. “Sudden encounters like these rarely promise anything good,” James thought.
– James! – Jack started as soon as James entered the room. – Come on, don’t sit, I’m just talking quickly. I don’t know what you’ve been up to these past few months, but things are going great. Be like that! Actually, I’m very impressed with the changes in your department and I want to give you a new project. A month ago, I still wasn’t sure if I should hand it over to you. Now I have complete peace of mind.
“Thank you,” James replied softly. He didn’t know what to think or say properly. It’s more than what you expected! He was so busy that he didn’t notice his boss’s observation. – Great, what’s the project, sir?
Jack briefly told James about the project and then handed him a stack of files and papers.
– Here, take it! – he said.
Dozens of questions race through James’s mind. He still did not understand what the boss asked him to do and what the deadline was. If you ask again, does it make your boss underestimate your ability? For a moment, James suddenly understood the previous mood of his subordinates whenever he was assigned a job. And he wondered, can the art of delegating work that he has had the opportunity to learn can be applied two-way, i.e. both with superiors and subordinates? He suddenly remembered the story of Jones and Jennifer, then decided to take the risk.
– Sir, I would like to discuss this project in more detail to make sure that I have fully understood what you want. – James said.
– Of course? – Jack looks a bit surprised – What questions do you have?
James walked over to Jack’s whiteboard and picked up a quill:
– Can I write here?
– It’s okay, keep going. – Jack is very interested in what is happening.
– These are my questions. – James quickly wrote down what he wanted to know:
• What is the expected outcome of this project?
• Project completion time? • What is my jurisdiction? • What points need to be checked and compared for evaluation?
Step by step, they dived into each part of the project and clarified James’ questions. James listened and repeated what he understood and did not forget to ask Jack: “Did I say that right?”. If true, they move on to another idea. If not, they continue to make it clear.
After a thorough discussion, James stood up to greet Jack:
– I think I understand, so I won’t bother you anymore. Again, many thanks for your trust.
Jack affectionately put James on the shoulder as he saw him out the door:
– You know, now I trust you even more!
James himself knew that this time he would succeed. How can it fail? In the end, he found a way to work smarter, not harder. If the work continues like this, he will soon be praised, maybe even promoted.
That night, he stopped by the supermarket and bought a bouquet of fresh lilies for his wife.
– So beautiful! – His wife exclaimed when receiving the bouquet of fresh flowers and his tight hug. – Hey, you flatter me because there’s something wrong with me, right?
After saying that, she smiled lovingly at her husband.
– No. I just love giving you flowers, that’s all. – James squeezed his wife’s hand and bent down to whisper. – If there’s anything I need to share with you, it’s to celebrate with me that our life will be happier, because I know how to arrange a great job! From here, work is a joy, not a burden; I will have more time to take care of you and the children.
And James was happy to see his wife’s happy face in his arms.
CHAPTER 7: WHY JAMES SMILE
Friday afternoon, James packed his desk and prepared to leave the office to go home. His feelings right now are indescribable. He glanced out the window, basking in the changes that had happened to him during the past few weeks. He is very grateful to Jones for helping him make those changes and, as promised, tonight both families will have the opportunity to enjoy the best grilled fish skewers his wife has prepared. It’s great, it’s been a long time since the kids have the opportunity to meet again, they will be spoiled and naughty!
James looked around the office.
His eyes landed on a photo he took with his staff last summer. The stack of records has almost been resolved. The sound outside the door is the laughter of the staff, they are also very happy that they have finished all the work during the week and especially are about to have a weekend off.
Looking back, James sees his workday getting shorter now, and he loves being back in the office every morning. His employees also changed, they moved from being selfish, avoiding work to being more open and sociable with the group. Not only that, but he also has more time to make fun of his family. What a life you’ve always dreamed of!
James feels like he has become a different person, more comfortable, more loving life and more successful. Now he no longer has to endure countless pressures to be able to take on different roles in life. It’s all thanks to the art of delegating a simple yet extremely effective task.
In front of James is the file of the project that the boss has assigned. He knows this is a good opportunity for him to shine, especially as he approaches work with renewed enthusiasm and conviction.
Again, James walked over to the whiteboard. He picked up a brush and, while whistling, listed the benefits of delegating effectively. Now, with more free time, I want to help people enjoy the benefits of effective delegation like me!
Benefits of effective delegating work:
• Gives you more time
• Helps you focus on the things that matter most
• Enable your employees to develop competence and confidence
• Enabling you to coach and train your employees
• Gives you the opportunity to realize the true capabilities of your subordinates
• Guaranteed successful results!
Six Steps of Effective Authorization
• Step 1: Prepare carefully before assigning work.
• Step 2: Identify specific job requirements. Ask the delegate to repeat the requirements of the job to make sure that he/she has really understood the assignment.
• Step 3: Determine the deadline for completing the work.
• Step 4: Specify the level and extent of authority that the trustee can use to get the job done.
Level 1: Right to recommend
Level 2: Right to notification and introduce
Level 3: Right to action
• Step 5: Determine the timelines to check and compare in order to evaluate the work progress and implement instructions if necessary. In the early stages, it is advisable to regularly check and compare; then gradually decrease to the extent that the person delegating the work demonstrates a complete grasp of the job.
• Step 6: Conduct general work to exchange the results, lack of need for improvement, and learning if any.
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