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Running a business is hard work. Most entrepreneurs wear too many hats. If you’re like them, you are too. It’s easy to get lost in your business. You spend time on tasks that could be better. This is where the ‘Who Not How’ framework can make a huge difference.
Stop asking, “How can I get everything done?” The idea is to ask, “Who can do this for me?” Effective delegation frees up your time and lets you focus on what matters most for your business.
This post will share five tips. They will help you master delegation using the ‘Who Not How’ framework. These strategies will help you save time and grow your business. They will also boost your productivity without overloading you.
Time Block Your Week
To master delegation, first learn to manage your time better. Entrepreneurs often struggle with the urge to react to urgent tasks. They need to focus on their big-picture goals instead. Time blocking can solve this. It forces you to assign specific tasks to specific times on your calendar.
Let me share a quick story. I worked with a private client. She was starting her coaching business while working full-time. She was all over the place, trying to get everything done. We created a time-blocked schedule. In just 30 days, she went from scattered to launching her business. It had taken her years to do that on her own.
So, how can time blocking help you delegate more effectively? Here’s what I do:
- Create a perfect week: Block out time on your calendar for specific tasks. These could be meetings, creative work, or strategy sessions. The key is to be in control of your time and not let tasks control you.
- Set clear objectives for each block. Don’t just mark “work on marketing” on your calendar. Break it down. Instead of something vague, assign a clear goal. For example, “develop a new lead generation strategy.””
- Batch similar tasks: Group tasks that need similar focus, like calls or meetings, into one block. This helps you stay in the right mindset instead of jumping from one type of work to another.
- Stick to your blocks: When something new pops up, don’t tackle it immediately. Resist the urge and save it for its designated time block. This discipline is critical to controlling your week.
Sticking to your time blocks will give you more mental space, which will help you identify tasks that can and should be delegated.
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Track Your Time
Next up, let’s talk about tracking your time. If you don’t track your time, you can’t delegate well. I admire entrepreneur Rob Dyrdek. He credits his success to tracking his time. He has reports that break down his daily, hourly spending. He’s done it for years.
Most entrepreneurs believe they are doing important work. But, they need to learn how much time they waste on low-value tasks.
The fix? Start tracking your time.
I use an app called Toggl for this. It’s simple. It helps me see where my time goes. I can then decide what to keep doing and what to delegate. Here’s a quick step-by-step on how to start tracking your time:
- Step 1: Sign up for Toggl. Head to toggl.com and sign up for free. You can create an account with your email or Google.
- Step 2: Set up your projects. On the Toggl dashboard, you can create projects for your work categories, including client meetings and marketing and sales calls.
- Step 3: Track your time. When you start working on a task, select the project and hit the Start Timer button. When you’re done, hit Stop Timer. For more detailed reports, track in 15-minute increments.
- Step 4: Review your report. At the end of the month, you can pull a report to see precisely how much time you spent on each project. This will give you a clear picture of where your time is going.
After tracking your time, you’ll find “who-requiring activities.” Dan Sullivan calls them tasks that someone else can do better or faster.
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Identify What to Delegate
Now that you’ve tracked your time, you know where you’re wasting it. It’s on tasks that don’t align with your strengths. This is key to mastering delegation.
I used this method when I started my business. I did everything: emails, writing, client meetings, and scheduling calls. It was exhausting and, more importantly, slowed me down. I was wasting time on tasks that weren’t my strengths. They took me away from work, which advanced the business.
Dan Sullivan says every entrepreneur has a Unique Ability. This is the one thing you’re good at bringing the most value to your business. Anything outside of that should be delegated.
Here’s how to identify what to delegate:
- Look at your Toggl report. After tracking your time, find tasks that waste it. They should not align with your Unique Ability. For me, these were client meetings and sales calls.
- Separate tasks into two categories: Drivers and drivers. Drivers are tasks that match your strengths and help the business. Examples are strategy and system-building. Drainers are tasks that waste your time but don’t need your skills. Examples are scheduling and admin work.
- Delegate the drainers. Look at the drainers on your list and figure out who can handle them better than you. The goal is to pass off tasks, whether to a virtual assistant, freelancer, or team member. This lets you focus on your strengths.
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Hire Based on KPIs and OKRs
After finding tasks to delegate, hiring the right people is the next step. Early in my career, I made a mistake. I hired just about anyone. This led to a lot of micromanaging and frustration. I learned quickly that hiring the wrong people can set you back.
The key to successful hiring is to set clear goals and expectations from the start. KPIs and OKRs help with this.
Here’s how I use them:
- Set specific KPIs. For sales hires, a KPI could be “20 successful sales calls per week.”
- Create measurable OKRs. Link their role to a business goal: “increase customer onboarding by 25% in the next quarter.”
- Hire the right person. Use LinkedIn or referrals to find an expert in your delegating area. Make sure they have a track record of success in that specific role.
- Set quarterly goals: Once you’ve hired someone, give them a clear quarterly goal to hit. They might not be a good fit for the role if they don’t reach it.
Hiring for results, not just tasks, is critical. It builds a team that can grow your business.
Perform Monthly Audits and Adjustments
You must regularly review and adjust your approach after delegating and hiring the right people. Without regular audits, it’s easy to slip back into old habits. For example, we may take on tasks that should be delegated.
A coach once asked me, “How often are you meeting with your team?” At the time, I wasn’t doing it nearly enough. Regular meetings and reviews are vital. They align your team with your vision and ensure their work grows your business.
Here’s how I perform monthly audits:
- Step 1: Pull your latest time-tracking report. Go back into Toggl and review how you spent your time over the past month.
- Step 2: Look for new tasks to delegate. Are any new tasks taking up too much of your time but could be handled by someone else? If so, delegate them.
- Step 3: Adjust your time blocks. If you’ve delegated tasks, free up those time blocks on your calendar and replace them with high-impact activities, like strategy or growth planning.
Regularly auditing your time will help you. It will keep you focused on the most valuable tasks and free up more time through delegation.
Final Thoughts
Delegation is a powerful way to grow your business and avoid feeling overwhelmed. By using the ‘Who Not How’ framework and my steps, you can focus on what matters and hand off tasks that don’t need your unique expertise.
Remember, it all starts with asking the right question—not “How can I do this?” but “Who can do this for me?”
Use these tips today. You’ll be more productive and less stressed!
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