The Art of Delegating Business Processes

Often, the hardest thing for a business owner to do is to start delegating business processes and tasks. Working as an accountant and bookkeeper in Brisbane companies, I have met a lot of small business owners who find it hard to let go. Top concern is on losing control of the company.

Delegating tasks and processes is essential and inevitability as the business grows.  The once family operated enterprise would soon need people working for them in order to accommodate the growing clientele and business operations. Delegating is an art that every successful business owner must learn, sooner or later.

Know what Tasks to Delegate

Carefully evaluate each of the company business processes. Try to determine the tasks that you can delegate to employees. Below are the common criteria of tasks that are best delegated and off the hands of company leaders;

Ø  Time Consuming – Leaders should not be spending too much time on one task. Instead, he or she should be overseeing that each and every little task in the company are done properly, promptly, and efficiently.

Ø  Repetitive and Procedural – Repetitive tasks which can be easily learned are best delegated. Leaders should be more concerned in planning better systems that will improve the productivity of employees.

Ø  Too technical in nature – Entrepreneurs and business leaders can be experts in certain departments of the company, but not all. Bookkeeping and accounting tasks are best examples of technical tasks that are best delegated to professionals.

Ø  Easy to Monitor – Jobs that can be easily monitored and controlled can be delegated. Delivery, sales, and warehouse management are business operations that are sensitive yet controllable.  You need to establish process controls to protect your business. An experienced Brisbane accountant or auditor can help you design process controls on sensitive processes that you plan to delegate.

Find the Best Person for the Job

Define a job position, complete with its tasks, responsibilities, and requirements, and then find the person that will perfectly do the job. Not the other way around. You will have a better chance of hiring and matching company tasks to the right person, and of the job being done properly, expertly, and efficiently. Brisbane bookkeepers, programmers, secretaries, and cleaners are the best in the country, but not all of them will fit the position that you offer.

Practice the Inverted Pyramid

In the usual and traditional organizational structure, the head or leader of the company is on top and the support staff at the bottom. The organization chart defines organizational structure of the company wherein the leader is the front liner, with the rest of the company behind him to give support. In the inverted pyramid, the frontliners are the people who are actually doing the hard work, with the supervisors under them to provide support, and the leader at the bottom. This structure is the ideal representation of effective delegation.

Delegate Task Ownership and Responsibility

Aside from giving your employee a set of tasks that they are expected to accomplish monthly, daily, or weekly, delegate to them the responsibility inherent to the job. Give them enough authority to properly perform the task, and the ownership that will make them responsible and answerable to its completion. If you are going to delegate merchandise purchasing tasks, make sure that the person knows the responsibilities that comes with it. Employees also tend to perform better if they know the importance of their task to the overall success of the company.

Set Clear Goals

Communicate the goal for each task. If you are going to delegate warehouse inventory, make sure that you also communicate deadlines, expectations, and goals. Letting the employee participate in the goal setting is a good practice. You will get important points from the person who will actually be working on the task. You can also get immediate feedback and opinion on the task goals and processes. Discuss his or per individual goal with the task in relation to the overall of the company. Once the goals are set, clearly indicate that you are expecting and will demand compliance.

Learn the Task before Delegating

Do not delegate any task that you do not know how to do yourself. A good leader is also a teacher and guide. In order to better set goals and assess employee performance, you must know how the job is done. You have to know every step of the process, even if you have to learn it from the employee.

The best and most successful entrepreneurs know of their limitations. They acknowledge the fact that there are things that they do best, and there are those that they cannot accomplish. These handicaps do not bother them, not one bit. Instead, they concentrate on what they do best and hire people who can accomplish the task for them. They would also hire the best auditors and bookkeepers Brisbane can offer in order to help them establish business process controls and checks that will retain business integrity and protect the safety of the enterprise.