"Convert my notes into a list of what by whens? That's easy enough, but how is that going to help?" Colleen challenged.

"When you list out your what by whens, you will have a simple list of goals. Embedded in those goals will be the magic to help you organize."

"So, then I could sort the list out by the things that are most important?" Colleen asked.

"No," I replied. "The magic is in the by when. The by when will tell you the Time Span of the goal. List them all, shortest Time Span to longest Time Span. And, what did you say was your next decision, as a Manager?"

"To decide which goals are mine and which I should delegate," Colleen smiled.

"When you look at the Time Span of the goals, which are the ones most appropriate for you to keep and which are those most appropriate to delegate?"
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Just a quick note, a milestone. Management Skills Blog published its first post November 15, 2004. This week completes four years of publishing. And I feel like we are just getting started. Look for some big changes coming in January.

"I know I have to actually delegate something to make progress," Ruben confirmed. "But I get to work, things start happening and before you know it, I am up to my elbows in problems."

"Tell me what you want to happen," I prompted.

"It's not what I want to happen, it's one thing after another. For example, I can take you through yesterday, minute by minute and you'll see what I'm up against."

"I believe you could take me through, minute by minute, but explaining what happens doesn't change things. Tell me, Ruben, what do you want to happen?"

"I want to be a better delegator."

"Now, change one element of your thought. Change want to necessary. It is necessary for you to be a better delegator."

Ruben looked at me with lizard eyes.

"Why is it necessary for you to be a better delegator?" I asked.

"So, I can be more effective?" Ruben floated.

"No, it is necessary, because if you don't delegate, you can't play the role. And if you can't play the role, then we have to find someone who can. That's why it is necessary for you to become a better delegator." -TF

From the Ask Tom mailbag:

This question from Jan was in response to a post about Delegation from March 30, 2007 (seems a lot of people are reading the archives.)

Question:

Hi! I'm a bit puzzled with delegation as the most powerful time management tool. It could well be the most powerful learning and development tool, but the former I need some thoughts on this.

Response:

Delegation serves both purposes. As a Time Management tool, anytime someone else is performing tasks on our behalf, it frees our time up to do something else. And if that is our purpose, then we can free up a couple of hours every day.

But the real power for Time Management only comes when your purpose for Delegation is People Development. When you develop someone, you may be able to move significant tasks (that take a lot of time) off your plate. Instead of freeing up one or two hours, you may free up 50 or 100 hours.

Working with managers, I always ask, "How can you work for one hour and gain two hours productivity?"

But the real question is, "How can you work for one hour and gain 50 hours of productivity?" Only when your purpose for Delegation is People Development. -TF

"So, what has to change?" I asked again. The schedule was staring at Miguel. The blank squares were screaming to be filled with someone's name.

"I know, as the manager, I should be doing other things. But I can't get to them until I get this schedule done. And no one else can do this schedule," Miguel fired back.

"And why can't anyone else do this schedule?"

Now, that was a barn stopper.

Miguel sat back again. "Because." He stopped. "Because, I haven't trusted anybody to do it." He stopped again. "But, if I am going to have a life, and if I am going to run an 18 hour shift with double the headcount, I am going to have to trust someone."

"Here's the challenge," I responded. "You haven't had a heart attack yet, so you can work more than two hours a day. But I don't want to see you scheduled for more than 45 hours per week, and I want to see your personal schedule. And on that schedule better be some time to coach two other people on putting the team schedule together." -TF
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Thanks for those who responded to our survey. It only takes about a minute. We will keep the survey open until October 19. The results will help us finalize an online program we are set to release in the next three weeks. -TF

http://www.managementblog.org/survey-oct2007/

Miguel sat back in his chair. "If you are not going to hire another manager to take over the additional chores, to make sure this place runs the way it's supposed to, then I have to change some things around here."

"Miguel, if you had a heart attack (which is the way you are headed, by the way), and the doctor said you could only work two hours per day, and only from your hospital bed, how would you keep this place up and running?"

Miguel almost snorted, stifling a laugh. "There's no way," he chided, shaking his head from side to side.

"I know. But if there was a way, how would you do it?"

"Well, first of all, I would have to have some eyes and ears in here, watching and monitoring. I would have to get the daily production numbers, to make sure things were okay." Miguel stopped. He knew this was impossible, but he had started to think.

"And if you had spent your two hours for the day, and your doctor had shut off the phone, and there was a problem on the plant floor, what would have to happen?"

"Well, someone would have to be able to make a decision, and the team would have to be trained to handle the most likely problems."

"So, Miguel. Look down at your desk. What are you working on? Are you working on a person, to help them learn how to make decisions? Are you figuring out how to get your team trained to handle a little chaos?"

Miguel looked down at the ballpoint pen, laying across an unfinished work schedule. He looked sad. "No, I can't get to stuff like that until I get this schedule done."
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Thanks for those who responded to our survey. It only takes about a minute. We will keep the survey open until October 19. The results will help us finalize an online program we are set to release in the next three weeks. -TF

http://www.managementblog.org/survey-oct2007/