An entrepreneur's manual for delegating to an independent assistant (2/3)

Part 2. Delegating

Now that we have seen what tasks you might consider delegating to an independent assistant, here comes the potentially more complex part, delegation.

First, you need to determine exactly what activities can be delegated. Secondly, you will need to provide clear instructions to the independent assistant so that she is able to perform the tasks to your standards. Finally, you will need to adopt the mindset that will allow you to offload some of your activity.

Best practice in delegating

In order to have the best possible experience with your independent assistant from the start, it is worth learning some basic principles of delegation.

Define in advance which tasks you will delegate

There is no point in trying to work out what tasks to delegate as you go along; you need to know this before you even hire an independent assistant. This will allow you to choose someone with the right experience and qualifications. You can always expand the tasks you delegate in the future, either by asking the same person to do more or by bringing in another freelance assistant.

How do you integrate your independent assistant?

To ensure that your independent assistant is well integrated, you can use some of the same practices as for setting up remote employees. The extent of the induction process will depend on the amount of work the freelance assistant will do for you.

Prepare instructions

Try to put yourself in the shoes of your independent assistant. What kind of instructions would you need to complete each task? Simple tasks may only need a sentence or two, while more complex activities may require background information or even training in the use of a particular tool. Think about how best to present the information - sometimes a video showing a process is more useful than written instructions.

For each individual task you define, think carefully about how much information your independent assistant needs. Sometimes it is not necessary to go into detail (especially if the assistant has more experience in carrying out the task than you), or it may even be confusing. In other cases, however, instructions that are too simple can lead to mistakes and misunderstandings.

Set deadlines

It is difficult for an independent assistant to know what to prioritise if tasks do not have a deadline. You run a great risk if you tell your freelance assistant to finish the job "as soon as possible", as different people may interpret this in different ways. If your assistant is already busy with other clients' work, your tasks may end up at the bottom of the pile.

If the deadline is flexible, set a tentative deadline and let your independent assistant know that it's okay to deliver the work a few days late. On the other hand, if you have an absolute deadline, you should also communicate this.

Create a project

To keep track of your independent assistant's progress and add new tasks as they arise, create a project. The easiest option is to create a folder on Google Drive, for example.

Be available

Make it easy for your independent assistant to come to you when in doubt or to instantly clarify instructions when they might find them unclear. If you prefer video chat, stay connected to your favourite software at all times.

In the next article, I'll talk about letting go and trust!

Would you like to discuss the tasks you could entrust to me? Don't hesitate, contact me!

Adapted from this article