Delegating tips to make your life easier

 If you can free up an hour a day, you'll create a month a year for yourself. If you're a business owner, that could be a breakthrough thought. What would you do if you were able to free up a month a year? Perhaps you'd use it to focus on growing your business. Or maybe you'd simply take four weeks' additional holiday. It would be great to have the choice. Here are four tips to help you delegate tasks to help you on that quest.

  1. Work out what you should be doing

Many small business owners spend way too much time doing things they should not be doing. It's natural to get involved in everything when you are in start up mode – after all, the funds are not there to invest in more people. But as soon as your business starts to grow, it is imperative that you work out how you can best contribute to your business and let others do the rest. Focusing on just three big-ticket items can make a massive difference. For example, as the business owner you might decide that you should be spending your time:

  • Closing large, complex sales
  • Nurturing major customers
  • Developing your people.

If that's your choice, then get everything else off your plate. Your starting point should be to make a list of everything you do over a two week period then make a plan to remove all items but your top three from your list. It might take you a couple of years to do that, perhaps at the rate of one or two items to month, but when you get there, you and your business will be transformed.

  1. Plan your day the evening before

There is nothing wrong with checking your email last thing before you go to bed at night. Whilst you are doing that, look at your calendar for the following day and plan out how you are going to get everything done. If you find that you regularly don't get things done, it could be because you are overscheduling. Here are some rules of thumb to follow to help you achieve what needs to be done each day:

  • Keep your days light. For example, you might find that any more than three sales calls a day is too much in that you simply don't have the time to properly follow up on them in a timely manner
  • Deal with the most difficult thing first. This could be a call to a disgruntled customer, or that chat you know you need to have with your 2IC. Get it out of the way early otherwise it will fester and weigh on your mind all day
  • Decide on just three things you will achieve the following day, then when you're planning out the next day, make sure you achieved them. You're much better off knocking over three things a day than having a list of 25 items and achieving nothing.
  1. Learn to say no

World-renowned thought leader and author, Jim Collins, advises business owners that as their business grows up, the business owner should find themselves saying no 20 times more than they say yes. How insightful is that? How many times do you say no? To customers, to new business, to your team? As your business matures, you don't need to take on everything that walks through the door. Instead, you should become extremely focused on exactly who and what forms your market and your best buyer. You are in control and you should build your business by design so that you are doing what you want with whom you want. As a key performance indicator, the number of times you say 'no' during a week would have to be right up there.

  1. Change the way you respond to email and phone

Many business owners find their inbox is way too big and it becomes overwhelming. They also cite emails from customers as a major source of interruptions. So you need to stop being beholden to your email. We know of business owners who have on their email footers that they only check their email twice a day and if it's urgent, please contact the office by phone. It's a neat approach. You should certainly turn off those annoying pings ("you've got mail"!). Never look at email when you are working on something else. There is nothing so urgent that it won't wait 90 minutes.

Similarly, just because you have a mobile phone doesn't mean you need to answer it the second it rings. Consider using your mobile as a voicemail service. Tell your customers they can leave a message and your will get back to them within a couple of hours. That is almost invariably good enough. Technology is terrific but don't let it own you.

Once you get in control of your life, you'll find you are more able to delegate. Set yourself that goal to free up a month a year by allowing yourself a great reward when you get there. You'll be glad you did.


Would you please view the video below:


Retail store finds one way of doing things brings success

Sarah and Tim own an independent home entertainment retailer, selling televisions, music systems, phones, computers, games and consoles and other consumer electronics. Having completed their year-end accounts and tax work, the accountant presented the couple with a three-year business performance review, which highlighted three key issues:

  1. Sales had declined year on year
  2. Gross profit percentage was falling
  3. The business was running out of cash.

Working together with their accountant, Sarah and Tim discovered some important numbers about their business that they had not previously considered. They started off by looking at average transaction value and monitored that number daily. Next, they moved onto the number of transactions per day. As they were thinking about that number, the accountant recommended they attempt to track a sales conversion rate. They decided that this would be a measure of the percentage of people buying something divided by the number of people entering the store.

They invested in an electronic people counter so that they knew exactly how many people entered their store each day. Their till told them how many transactions were rung up and they discovered that their conversion rate was 24% – in other words, just less than quarter of the people entering the store bought something.

Armed with this information, the accountant wondered if there was any difference in the conversion rates experienced by different sales assistants. So they started to measure the conversion rate by sales assistant and also the rate where no assistant intervened. As a result of this measurement, they found that one particular sales assistant had a conversion rate significantly higher than the rest – over 40%, in fact.

The obvious question then was, how did this happen? It transpired that there was no standard approach for when to approach a customer and how to start a sales conversation with them. The accountant ran a workshop with Tim and Sarah's sales team to transfer some of the skills in the head of the star sales person and create a systematised approach to helping customers. They found that the overall conversion rate increased by five percentage points, which in and of itself completely turned around the business results.

If you suspect you have something similar happening in your business, contact us and we'll be in touch to set up a free initial consultation to discuss how we might be able to help you.

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