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Delegation

VIEWS: 9 PAGES: 9

									                                           Delegation
                                          Instructions
Introduction
This exercise can help you get more done, faster.
This exercise helps you look at how you use your time.
It also helps you identify things you could delegate without too much worry.
If you share this exercise with your management group, they can benefit too.
Step 1: Getting Started
First, enter the following information below:
                                 Enter your organization's name here
                          Enter the time that you get to work, such as 08:00
                              Enter the time that you usually go to lunch
                              Enter the time that you get back from lunch
                 Enter the time that you normally leave work at the end of the day.
Step 2: Prepare to do this Exercise
Pick two days in the coming week when you can take time to answer these questionnaires.
Enter the dates when you plan to do these questionnaires as dd-mm-yy here:
                   Enter the date when you plan to do Questionnaire - Day 1 here.
                   Enter the date when you plan to do Questionnaire - Day 2 here.
Go to the "Questionnaire - Day 1" Worksheet. Print a copy.
Go to the "Questionnaire - Day 2" Worksheet. Print a copy.
Try not to change your mind about doing the questionnaires on the days you pick.
It is easy to put things like this off - but then you lose the potential benefit.
Step 3: Questionnaire - Day 1
After your first hour at work, stop what you are doing.
Think about what you have done over the last hour.
Note your items of work on the questionnaire, using as few words as possible.
Answer the questions about each item.
Go on to your next hour of work and repeat the cycle until you finish at the end of the day.
Try not to get distracted and forget to fill out the questionnaire every hour.
You may want to set an alarm clock to remind you to work with the questionnaire every hour.
Before you go home, enter your hand written answers in the Questionnaire - Day 1 Worksheet in
this file.
Step 4: Questionnaire - Day 2
Follow the instructions for Day 1 again.
Before you go home, enter your hand written answers in the Questionnaire - Day 2 Worksheet in
this file.
Step 5: How to use the Results
When you finish entering answers, look at the Results Worksheet.
The lower box shows if there is work that someone else could do for you.
This box will tell you if you need to go on to the Delegate Worksheet.
Step 6: Find things to Delegate
Go to the Delegate Worksheet. It suggests things that you can delegate. It also poses questions to
help you find other things to delegate.
You can use these results to get started on a table of delegation.
Step 7: Score
The Results Worksheet calculates a score for delegation. It will appear below. Put this score in
your Score file:
                                             #DIV/0!

                        To unprotect this workbook, the password is 1.




                                                Instructions
                                                               Enter your organization's name here
                                                                            Delegation
                                                                              Day 1
                                                                         Date:              Enter the date
                                      Start Work
Enter the time that you get to work, such as 08:00
              Note items you work on Is the amount     Does this have a Is this a small     Is it unlikely that This does not       This does not         Could someone
                  during this hour    involved less    low impact on      problem?          this could cause a involve high level   involve any of        else do this work?
                                      than the         your organization?                   big problem?        outsiders           your 20 biggest
                                      equivalent of                                                                                 customers.
                                      US$100?
                  How to answer          "1" for Yes      "1" for Yes        "1" for Yes       "1" for Yes      "1" if this is true "1" if this is true      "1" for Yes




                      Hour 1          Answer Questions Above




                      Hour 2          Answer Questions Above




                                                                               Questionnaire - Day 1                                                                           Page 2
          Note items you work on Is the amount     Does this have a Is this a small     Is it unlikely that This does not       This does not         Could someone
             during this hour    involved less     low impact on      problem?          this could cause a involve high level   involve any of        else do this work?
                                 than the          your organization?                   big problem?        outsiders           your 20 biggest
                                 equivalent of                                                                                  customers.
                                 US$100?
             How to answer           "1" for Yes      "1" for Yes        "1" for Yes       "1" for Yes      "1" if this is true "1" if this is true      "1" for Yes




                 Hour 3           Answer Questions Above




                   Hour 4          Answer Questions Above
                                    to lunch
Enter the time that you usually goLunch
                                   Break
Enter the time that you get back from lunch




                                                                           Questionnaire - Day 1                                                                           Page 3
                     Note items you work on Is the amount     Does this have a Is this a small     Is it unlikely that This does not       This does not         Could someone
                        during this hour    involved less     low impact on      problem?          this could cause a involve high level   involve any of        else do this work?
                                            than the          your organization?                   big problem?        outsiders           your 20 biggest
                                            equivalent of                                                                                  customers.
                                            US$100?
                        How to answer           "1" for Yes      "1" for Yes        "1" for Yes       "1" for Yes      "1" if this is true "1" if this is true      "1" for Yes




                             Hour 6          Answer Questions Above




                             Hour 7          Answer Questions Above




                                             Answer Questions Above
Enter the time that you normally leave work at the end of the day.
                                             Put your answers in the Excel File - Questionnaire - Day 1 Worksheet




                                                                                      Questionnaire - Day 1                                                                           Page 4
                                                               Enter your organization's name here
                                                                            Delegation
                                                                              Day 2
                                                                         Date:             Enter the date when you plan to do Questionnaire - Day 2 here.

                                      Start Work
Enter the time that you get to work, such as 08:00
              Note items you work on Is the amount     Does this have a Is this a small    Is it unlikely that This does not       This does not       Could someone
                  during this hour    involved less    low impact on      problem?         this could cause a involve high level   involve any of your else do this work?
                                      than the         your organization?                  big problem?        outsiders           20 biggest
                                      equivalent of                                                                                customers.
                                      US$100?
                  How to answer          "1" for Yes      "1" for Yes        "1" for Yes       "1" for Yes     "1" if this is true "1" if this is true    "1" for Yes




                     Hour 1           Answer Questions Above




                     Hour 2           Answer Questions Above




                     Hour 3           Answer Questions Above




                                                                                           Questionnaire - Day 2                                                            Page 5
          Note items you work on Is the amount   Does this have a Is this a small   Is it unlikely that This does not       This does not       Could someone
             during this hour    involved less   low impact on      problem?        this could cause a involve high level   involve any of your else do this work?
                                 than the        your organization?                 big problem?        outsiders           20 biggest
                                 equivalent of                                                                              customers.
                                 US$100?




                   Hour 4          Answer Questions Above
                                    to lunch
Enter the time that you usually goLunch
                                   Break
Enter the time that you get back from lunch




                 Hour 6          Answer Questions Above




                 Hour 7          Answer Questions Above




                                                                                    Questionnaire - Day 2                                                            Page 6
                     Note items you work on Is the amount    Does this have a Is this a small    Is it unlikely that This does not       This does not       Could someone
                        during this hour    involved less    low impact on      problem?         this could cause a involve high level   involve any of your else do this work?
                                            than the         your organization?                  big problem?        outsiders           20 biggest
                                            equivalent of                                                                                customers.
                                            US$100?




                                             Answer Questions Above
Enter the time that you normally leave work at the end of the day.
                                             Put your answers in the Excel File - Questionnaire - Day 1 Worksheet




                                                                                                 Questionnaire - Day 2                                                            Page 7
                     Enter your organization's name here
                                  Delegation
        Enter the date when you plan to do Questionnaire - Day 2 here.
                                   Results

                                                               Day 1       Day 2       Total
Number of items you worked on                                          0           0             0
Items that involved less than equivalent of US$100                     0           0             0
Items that do not have a big impact                                    0           0             0
Items that were not big problem                                        0           0             0
Items that could not cause a big problem                               0           0             0
Items that did not involve high level outsiders                        0           0             0
Items that did not involve any of your 20 biggest customers            0           0             0
Items that someone else could do.                                      0           0             0

                                                               Day 1       Day 2       Total
Is there an opportunity for you to delegate more?               No          No          No
Items that are not risky to delegate                                   0           0             0
Items that someone else could do                                       0           0             0
If the columns to the right are more than "0", please see              0           0             0
"Delegate" Worksheet for items you might delegate


Score                                                                                  #DIV/0!




                                                     Results
                        Enter your organization's name here
                              Delegation Possibilities
           Enter the date when you plan to do Questionnaire - Day 2 here.
If a task is not too risky and you thought someone else could do it - why not try?
If the task is not too risky and you did not think someone else could do it, think again.
If you thought someone else could and the task does not appear, think about that as well.

                      From Day 1                                                 From Day 2
  Items that are       Delegate!         Think again -      Items that are        Delegate!      Think again -
   not too risky     Someone else       maybe you can        not too risky      Someone else    maybe you can
                      could do it.         delegate                              could do it.      delegate




                               f591679c-206c-4821-b376-e1f0096efbf0.xls

								
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