#1100: Delegation 101 for Entrepreneurs [WOYG Podcast]

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80% of the entrepreneurs I meet share a problem: they’re handling way too much work that they should be doing none — ZERO — of.

It’s hard to train/find/trust people though, you say. I get it. I made today’s episode to get you started in fixing that.

[Transcript] #1100: Delegation 101 for Entrepreneurs

[00:00:00] You are tuned in to the best show in show business. That’s in all media: TV radio pie everything. This is the show where you learn to discipline to show up. Day after day to do the work the confidence put yourself out there boldly and authentically in the mental toughness to continue showing up doing work putting yourself out there even when the success you’ve expected to achieve has yet to occur where is it. On top of all this you get a huge dose of personal initiative that go get an energy that moves you to make things happen instead of waiting for things to happen.

[00:00:26] We put all this together into one neat package and what comes out is the mindset the podcasts the process the book known as work on your game. Today is the broadcast. My name is Dre Baldwin also known as Dre All Day. Welcome to the show. Today’s topic as I told you what the topic was going to be we’re addressing any business the business concerns the business challenges the business interests of the entrepreneurs business professionals and those who may be in the future entrepreneurs and business professionals.

[00:00:56] Here’s a hint. Let me give you a little sidebar. Every single one of you in the future will be an entrepreneur. I guarantee you you will be if you’re not one now you will be one if not full time at least part time. Everybody will be an entrepreneur one point or another. So today’s topic and yesterday’s topic in the next four days after this. Three days after this we’re going to talk business specific business topics. I mean everything I talk about here can be applied to business but we’re going to get specific into business. Today’s topic is delegation 1 0 1 delegating work off of your hands onto someone else’s hands not to make it a burden for them. They want to do it. You want to delegate it and everybody wins. Delegation one on one these are tasks that others can and will do on your behalf so you can start doing them yourself. That’s what delegation means. I said everyone wants a task that other people can and will do on your behalf probably cause you pain so that they can stop doing it so that you can stop doing those tasks on your own because you don’t need to do all of the work yourself. Like I talked about in yesterday’s episode delegation is the solo prisoners those who are solo prisoners you know are basically running your whole business yourself.

[00:02:00] This is your first step into power because it frees your number one asset.

We know our five forms of investment write five forms of investment are money attention focus energy and the biggest one most important one one and if you run out of it you can’t make it back like the rest of the time no one aside is time. Today I’m going to talk about the keys that you will need to best delegate work with the least amount of wasted time and wasted energy and wasted money because if you’re going to delegate to somebody you probably had to pay them so you don’t want to waste money delegating to someone who doesn’t know what the hell they’re doing. Right you got to make some smart decisions when it comes to delegation. The first thing you need in the top again is delegation one to one first thing you need is process and today I’ll given you I’ll use as an example this very podcast that you’re listening to. Many of you have complimented me and told me hey I love the way the podcast sounds always sound so professional audio is so clear. That’s because of the person who is doing the editing and producing on his podcast. His name is Niko and one editing this episode right here. So s Nico for his editing I’m going to use how I delegated the task of not recording this podcast but the editing and the posting and making sure everything is right with this podcast How I delegated this as an example and Nico I know he’s listens is I got anything wrong thing thing is inaccurate about what I said here he can let me know so let’s get right to it.

[00:03:18] The keys of delegating number one process to delegate. You need a process that means understanding your own. Like I talked about yesterday’s up so you need clarity what exactly do you need done. How do you need it done. If there is a how to get it done that you know of maybe you don’t even know the house so you need to hire somebody who does know the how but you trust them enough to do the how the right way because you know what you want the finished product to look like maybe you do know everything about the test is is that you don’t want to be doing it maybe it’s something you know nothing about so you need somebody else to do it but either way you gotta get clear on what the processes. Understanding your process you then have a process are you doing things the same way every time are you just handling stuff randomly as it comes.

[00:03:58] Do you have a grip a firm grip on what exactly is going on with your work understand it the more streamlined and clear your process is for you the more ready it will be for delegation this is the discipline of your business knowing exactly what you’re doing how it works and then being able to hand it off to somebody else if you don’t know what you’re doing and how it works how you gonna hand it off when I wanted someone to be a I want someone to be a producer editor to make sure that the audio sound right if I sneeze in the middle of a point you’re not gonna know about it if I stop in the middle of a point you won’t know about it if I don’t know something happens it interrupts me if I’m not the mike stand down or something happens and I need a pause in the middle of this recording you would know it because all going to sound very smooth and flow because I delegated this work to someone who knows exactly what did know when it comes to editing audio I’m no expert at editing audio I could do it if I really really needed to but I really really am not really into it. So I went in found somebody who could. So my first step was Listen I’m doing a podcast I want this.

[00:04:59] Yes the sound a certain way. I want the audio to come out certain way. Someone it needed to show me that they knew how to do this. And that’s what I ended up delegating the work to a producer who could edit the audio for his podcast and I showed them. This is where you’re going to post it. That’s how it gets posted. Here’s how you title each episode. Here’s how you titled it. When you put a blog post up on Dre All Day dot com. This is where not how I wanted to be set up. If there’s something that changes in a process. Okay I’m gonna change this part right here. We’re going to change how we’re doing is right here. I get clear on the process before I talk to anyone to whom I’m delegating because if I’m not clear then I know my instructions won’t be clear to that person then I’m going to do something that shows that it wasn’t clear to me or they’ll come back to me and say well I don’t quite understand what you want. And now we don’t have anything working. So I gotta be clear myself on the process when I’m clear I can tell somebody else the process and that this is also a skill of communication was we going to get into.

[00:05:49] And point number two. So let’s go right into a to go hand-in-hand. And today’s topic is delegation one on one communication skills.

This is probably why they had to be a tie these two process and communication for delegating to someone else to do a job even if you’re delegating for them to do it and not paying you like you parents out there you got kids and you delegate them to do chores. Our first of all you I’d be clear on what you want them to do and you I’d be cleaner and communicating and whatever way you choose to communicate how they need to do those tours take that trash out and wash though this is and no clean steps so whatever it is they’ve got to do communication. When you have a process you’re clear on the process or you’re at least clear on what you want the outcome to be. Because again you might not know the process. I don’t know every single detail of editing an audio file to make it sound clean and professional but I did know the outcome. I know what I want. I wanted to sound like. So let me hear you you go edit this audio file Nico and then I want to listen to what it sounds like and if it sounds good and you can explain to me how you’re doing it and what you’re doing it makes it worth the effort that you’re putting into it and in time you’re putting into it and whatever I’m paying you to be doing it.

[00:06:53] OK. Now it makes sense to me at least I understand what’s coming on the other end even if I don’t understand every single detail of what goes on in the middle. OK so once you’re clear on the process whether that’s the details on the inside or at least what you want the finished product to be and feel and look like then you need to communicate so communicate that to whomever you delegating to share with that person was not the same as doing it on your own. OK. I want to be clear about that. Now that sounds pretty simple but let me make sure I’m being clear. Sharing your process with another person is not the same as doing it yourself because now you have to take every single thing that you’re doing step by step piece by piece and explain to another person you’re going to do this you’re going to move this thing here you can’t go it just gloss over a step because you assume that they know and this is something that happens with a lot of people when you know a process really well and you do it on your own so often that you may not be as a debt as at explaining it to another person because there are certain parts of it that you take for granted because you know it so well that you don’t even you it doesn’t even cross your mind as somebody else might not know it as well as you know somebody that somebody else is doing is that they don’t know anything that you know which means you got to be very very detailed and very very specific about what you’re doing.

[00:08:08] Not every great athlete for example makes a great coach because this because you can play the game well it doesn’t mean you can coach somebody else to play the game or even teach somebody to play the game. Not every great player is a great trainer or a great coach or a great owner or a great general manager because playing is a completely different skill from coaching training owning or managing those are all completely different skill sets. But often we think that just because some made that one thing they could do another thing some people can and some people can not and some players are not that great as a player but they become amazing as coaches. Some players are greatest players and terrible as go to some players every now and then you get someone who’s pretty good to both.

[00:08:43] Not every smart person is a good teacher. You know anybody who’s really smart but they can really teach you two things that they know because they don’t have cell strong communication skills. Some people are very smart but they can’t teach anybody anything. Therefore they won’t be able to codify. Communication is a key skill and codification as well. So we gonna talk about in tomorrow’s episode. Communication is taking what is in your mind what you know your process that made you good or the process that you want done and explaining it to another person in such a way that they can follow your process and produce the same result without your involvement. That is the skill of communication. If you are not capable of doing that you need to work on your communication skills. Recent books go join a Toastmasters club. Work on your communication. Have conversations with people in real life. Get off your damn phone. You must get your communication skills up. If you’re going to delegate. If you can’t communicate what you want done and how you want it done you can never tell somebody else to do the work and you can find yourself doing all the work on your own forever i.e. working yourself to death.

[00:09:42] So how is it done all.

[00:09:45] For example I say if I was teaching somebody how to take I wrote a word document and I want you to take this word document I want you to post it as a blog post on my website. I can make a screen case or basically make my screen record everything that I’m doing. Record my actions and it records my voice at the same time so I will go through and do it myself and I’ll walk you through every single step. So go to DRE DRE. Here’s how to get into the back end. Here’s the log and information you going to use. Here’s how you go to create a new post. Here’s how you copy and paste the text from the word document and post it into the word processor here on WordPress as my site is on WordPress. Here’s how you insert a featured image. Here’s how you titled it image. Here’s how you schedule this the time that I want to come out. There’s the date that I wanted to be. Here’s how you set all of the other settings. Here’s how you choose the tags. Here’s how you choose the category. Here’s how you make sure the post looks the way is supposed to look. Here’s how I want to make sure you get this sent off to my email is here’s how you make sure it shares the Twitter and Facebook. Here’s how you do every little detail. You see all these details and I’m going into that often people gloss over when they’re doing it on their own for the first time you’re delegating like they’re some steps you skip me you have to go to every one of these details and communication.

[00:10:51] This is all part of your communication skill and delegating rather. This is all part of your communications. Go on. On line if you’re doing a job this online and you teasing somebody else to do the same job online again you can make a screen cars and let them just follow what you’re doing on video but you must be clear and being very very detail every click of that mouse every movement that you make with that cursor. You need to talk through what you’re doing and why you’re doing it and what the result is of doing it. The reason why you need to do this is because even if you understand or you believe that the other person kind of understand certain points that you do you feel like you don’t have to talk about here’s why you need to say what you’re doing why you’re doing it and what the Alchemist is because that person if they have any amount of smarts they may see a way to do it more efficiently than what you’re doing. So if I just say look the reason why you do step one two three and four is because you want to produce outcome X the person who I’m delegated to might say you know what do I look we can still produce outcome X by taking out steps three in two and just doing one in four and we can still produce the same outcome in less time more efficiently. How about that. I would say well that’s a great idea.

[00:11:56] And if I hadn’t communicated what I’m doing why I’m doing it and what the result is they would not have the space to even say anything to me because they don’t know why I’m doing it because I just glossed over it because I assumed that they knew and I also falsely assumed ignorantly assumed that my way was the smartest way the most efficient way and the best way. So I have some trust in whomever you’re delegating to that they may notice some things that you don’t notice in an assignment that’s going to be something that we talk about and point number three so just hold that thought. This is we’re still on point number two here communication the topics day today is delegation 1 0 1. If you’re doing something that is quote unquote on paper. Meaning is not something you can do a screen cast of something that you want somebody to actually do physically. All you need to do here is right now step by step in detail how things are done and don’t leave out any details.

[00:12:42] Don’t leave out anything. Step by step exactly what you want somebody to do if you were teasing somebody to drive a car. OK as first get up off the couch. Second put your clothes on. Third tie your shoes. Fourth grab the car keys and house keys. Fourth leave the house make sure the door is about fifth get open it unlock the car door. Because say even walk to the car unlock the car door insert the key inner city ignition or if is a keyless ignition. Then make sure the keys in your pocket or somewhere inside the car puts a foot on the gas. Press the start button once the car starts up. Put your seatbelt on make sure you adjust your mirrors and your seat. Then possibly take your foot off. Probably skipping a step. Take your foot off the brake pedal put it on the gas but note actually don’t do that yet. Shift the car from parking to Dre All these details that you got to put in. Then you can actually start moving the car probably has some guy in a car with you. You got explaining to him that much so that they know what the hell to do and maybe they see it first too. But writing down every step in details the point that I’m making leaving out nothing.

[00:13:38] Do not leave out any single detail McDonald’s the most successful franchise in history of franchising. You know why anybody can work in McDonald’s. You know why anyone who’s listened to it is right now could work in McDonald’s today is because McDonald’s created a process to which they can delegate the work for working to fry machine or making a burger serving up a mic flurry or working to register to anybody who walks in who understands the language that their information is president because they take an every single step of that process and codified it in a way that anyone can do it. Therefore the job can be delegated to damn their anybody. So if I work in McDonald’s today and I quit tomorrow the day after that you could be working in the same job that I did. And there will be no interruption in service because they they have made that process so simple and so clear and it communicated it so simply that anybody can follow that process. That is how you replicate yourself making a process that is simple clear and easy to follow by damn near anybody. So easy that a caveman can do it as the Geico commercials is what you’ll learn while communicating your process. Once you get clear or at least you believe you’re clear on your process what you will learn is that your process may not be as clear as you thought it was.

[00:14:51] It may not be as simple as you thought it was it may not be as easy as you thought it was and the more clear it becomes to you the more clear you can make it to others.

and hopefully if you happen to delegate to someone who is smart and is an independent thinker and will be willing to let you know when they see something that could be better they’ll let you know hey you know what we could do this a lot more smoothly you know what you’ve been doing wait it you’ve been doing it is cool but we could do a better.

[00:15:15] This is the example that I gave several episodes bet that I heard a business a business owner said that whenever he brings somebody new into his business he shows them around. This is where everything is. This is how we do. They show him how everything is done and then he says to them he says you know what. What I’ve just shown you this is how we’ve been doing things. Up to this point. But if you see a way that we could do things better more efficiently a way that could save us money save us time produce better results than we want to know about it because we’re not stuck in our ways.

[00:15:47] And this is the same idea the energy that you need to be able. You need to be giving to whomever you’re delegating to. This is the way that I want things done. It’s the process that I’ve been following that we’ve been following. If you know a better way we want to know about it utilize the brains of whomever you’re delegating to. Point number three we are five points here today the topic is delegation 1 0 1 sourcing your staff if you’re going to delegates the people you need to source out who is going to be who are gonna be these people you’re delegating to I mean there’s a whole world of people out there many of them looking for work so you can find good people anywhere you find terrible people anywhere also you can find useless people anywhere and this is the game you’re getting into when you start delegating work and this is the part where not a solo producer so use doing everything themselves their eyes roll to the back of their head or the top of the head at the bottom of your head because they don’t want to go through the effort of giving the work to another person they could just easily quote unquote easily do it themselves well this is the disappoint you got had to know that the time you put an upfront to delegate will save you a whole lot of time on the back end so you’re going to cast a wide net and the key for you when you are sourcing it means looking for people to delegate to people to hired you can delegate to how you advertise what you’re looking for in other words the job description is the key to finding good people.

[00:17:04] The job description was on when you post somewhere on whether he places a zip recruiter if you go to fire even if you’ve got a fiver dot.com or any word it’s you’re hiring people from the job description is the key prerequisites. What skills and experience do people need in order to even be a candidate for your job application requirements is a secret way to weed out any knickknacks weed out anybody who’s not paying attention. For example here’s a simple one that any of you can use if you haven’t been using it. If you hire people online that you haven’t met in person is a simple way to weed out somebody in the job descriptions just put this. Somewhere in a job descriptions is right in the subject line put and then put some unique thing and nobody would think to put in the subject line of an email and say if this is not in the subject line you will not be considered. And then any applications that come in or resume as they come in they don’t have that thing in a subject line and you said put in you know that person didn’t read the job description is just copy pasting every epic every job description AC you can toss all those out and the only ones are going to have people who actually read it and paid attention.

[00:18:09] So now you’ve narrowed it you’ve narrowed your your list down very quickly very easily. That’s a simple one that you should be using at all times especially online. I don’t care if you’re dealing with Americans you’re outsourcing overseas wherever. Something that makes people prove that they were actually paying attention. You could. I even had posted a job once for some work and I said go to my Web site and let me know what sport I played before I played basketball and is right there on my back. All you gotta do is go to the about page and it says like damn near the first paragraph. Lisa did at that time that I played baseball football before I play basketball. Put that somewhere in your your when you apply put that somewhere in your report and a bunch of people didn’t do that. And as someone even said well I don’t know. So um I said I don’t know because I always says that you are a basketball player and they actually submitted that to me.

[00:18:57] I’m like Are you fucking kidding me. You’re that lazy to not go find information. I wouldn’t be asking if it wasn’t easily available. You were so lazy you wouldn’t go look for you know what I did with that application right. No attachments. You could say something like that. Don’t put any attachments that is e-mails of people who are used to copying and pasting their attachments.

[00:19:15] They won’t pay attention.

[00:19:17] Put a funny word in the first line shows you who’s paying attention and who’s not paying attention and you don’t want anybody who’s not pendants isn’t doing a hiring process. I guarantee you they are not going to pay any attention during the the actual work process. Only if any of you paint it says its who is money going to get paid. Point Number 4 if you are hiring a virtual assistant meaning a person that is not going to be sitting right there with you and you can’t see them doing the work you’re not going to be in the same physical space as that person. And this could be again in America. It could be someone you outsourced abroad test before hiring. Anytime I hire somebody to do work for me whether is a one off task or is an ongoing task. I always make them do a test before I hired them. Always. And whatever test they do they must do that test properly they must pass that tests before they get hired to do anything.

[00:20:10] You’ve got to learn how well when you’re in. When you put someone through a test of the job before you hire them you will learn how well you articulate your needs and how clearly you communicate them because of your communication is not clear and you don’t articulate well what you want then they’re not gonna quite understand and you might think it’s their fault but it’s actually your fault because you’re not clear on what you want and how you want things done.

[00:20:41] For example.

[00:20:45] An example I got. I remember Tim Ferriss said this in his book The Four Hour Workweek which was my introduction to delegation. I remember reading a book back in 2007 maybe 2008. He said anytime he hires a virtual assistant he lays out what the job is. He thinks it’s pretty clear but this is what he says city virtual assistant. I want you to repeat back to me in your own words what it is that I want done and what the result is that I want produced. So that way Tim the hirer you knows that your assistant knows that you know exactly that you know that they know exactly what they’re supposed to be doing exactly what is expected of them. Again this all goes back to your communication skills. Notice how everything we’re talking about here is coming back to you. Point number five. Today’s topic is delegation 1 or 1. You must trust but verify. So even after you hired somebody.

[00:21:40] Trust them to do the job. You had the breathing down your neck. Let them do the job that you hired them for but make sure you’re looking over what they’re doing. Make sure you’re checking on their work every now and then to make sure that they’re staying on point that they’re paying attention that they’re doing what they’re supposed to be doing. Because after all it is your business not their business is your business. You know breathe down a neck but make sure you check in anywhere and know that it’s it’s OK for them to know that you know that they know that you’re checking on what they’re doing. Now this is how trust is built they trust that they’re going to do. They trust that you’re going to be paying attention so they better be doing the right thing and you trust that they’re doing the right thing because you’re verifying and checking. You’re not just trusting binary you’re trusting because you’re looking to seeing it yourself because again at the end of everything is your business. And if you hire somebody is your money you’re paying them. They need to do the job that you want them to do and if they’re not doing it right. That means either a there’s a breakdown in your communication or b you may hire the wrong person but if you follow these points that I’m giving you here.

[00:22:38] Getting clear in your communication casting a wide net and making sure that you’re finding people were actually paying attention and making sure that they pass the test before you hired them. You won’t make too many hiring mistakes. Now you may take it may take you some time to go through all the applicants and go through all the possibilities but you won’t make too many mistakes in hiring. If you’re following the points and I’m giving you here today and we go a lot deeper incidents again at Dre. Dre membership in the game group. So let’s recap today’s topic is delegation 1 0 1 task that others can do and will do on your behalf. So you can start doing them yourself in the task that you’re going to be delegating or things that you do not personally have to be doing. Point number one process. Understanding your process do you even have a process. Do you know what your processes are you doing things the same way every time or just handling things randomly because if you don’t have a process you probably can’t explain it to anybody else. Streamlining your work that may be work for you to do but the more streamlined you get it in your mind the more easier you can explain it to another person as leads to point number two communication.

[00:23:39] When you have a process and you’re really ready to delegate now it’s to share it with someone else which is not the same as doing it on your own. That’s because you play basketball doesn’t mean you can train basketball just because you can write a book doesn’t mean you can see somebody else to write about it because you got a podcast mean you can see somebody else how to have a podcast the more clear things are to you that you can say and speak and explain the more clear will be to other people number three and when you source prospective staff there are a lot of great people you can find and a lot of places there are a lot of terrible and useless people you can find a lot of places so you’re going to cast a wide net probably whether you want to or not but you can have simple little prerequisites little hidden things that you put in your job descriptions that finds out that will easily tease out who’s paying attention who’s not paying attention and it’ll make your job a whole lot easier to save you a whole lot of time with a very simple thing. Point Number four Test everyone before you hired them. Anyone who gets hire must prove that they can actually do the work before you hire them and if they’re not willing to do a test then you’re not going to be willing to hire them.

[00:24:37] This is where you will also learn how well you articulate your task and make sure you’re repeating back to them or having them repeat back to you exactly what it is you want done after you’ve explained it’s in and what it is that I want done and what kind of result I want producer that you know that they know exactly what’s going on. Point number 5. Trust but verify. Even if you hire somebody trusted to do the job and make sure you’re looking over what they’re doing because it is your business at the end of the day doesn’t mean you breed down a neck and be hovering over them but check their work so that they know your check and so they want to stay on point and you know that they know you’re checking so that you are paying attention to your business because your business. This is how trust is built and they know that you’ll notice if they’re not doing what they’re supposed to be doing. That’s delegation 1 or 1. You ready go and delegation 1 or 2 game group. I got it. Work on your game. Dre All Day.

2:19 Today’s Topic: Delegation 101 for Entrepreneurs

4:09 Point I: Process

5:00 What exactly do you need done? How do you need it done?

5:35 The more streamline and clear your process is for you, the more ready it will be for delegation.

7:17 Point II: Communication Skills

8:47 Sharing your process with another person is not the same as doing it yourself.

17:20 Point III: Sourcing your staff

18:14 How you advertise what you’re looking for, is the key to finding good people.

22:00 Point IV: Test before hiring

23:42 Point V: Trust but verify

25:10 Recap

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The Work On Your Game podcast covers every aspect of Mental Toughness, Confidence and Discipline with 9-year pro basketball player and author of 22 books on the Mental Game of sports and life, Dre Baldwin.

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