C02 LL Sun 130pm LTC2015 Delegation TimeMgnt - hfma. · PDF fileDelegation and Time Management: ... decisions without consulting them. 18. 4/21/2015 10 ... Microsoft PowerPoint

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Leadership Labp

Delegation and Time Management:

A Winning Combination

2015 Leadership Training ConferenceSunday, April 26, 20151:30 to 2:15 p.m.

FacilitatorsFacilitators

David Butler, FHFMA, CPAHorne LLPMississippi Chapter

Tracy PackinghamTriage Consulting Group

Kent Thompson, FHFMADixon Hughes Goodman LLP North Carolina Chapter

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Triage Consulting GroupGreater St. Louis Chapter

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At the end of this session, you will be able to

• Know what types of tasks to delegate

Learning Objectives

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• Identify roadblocks to delegation

• Identify three 3 micromanagement pitfalls to avoid

• Use time management tips to carve time in your busy schedule

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“How to get others to do your work,

so you can get on to what you’re

The Art of Delegation

so you can get on to what you re

really suppose to be doing…

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• To use skills and resources already

ithi th

Why Delegate?

• To prevent the group from getting too dependent on one or two leaderswithin the group

• To keep from burning out a few leaders

• To develop new leaders and build

one or two leaders

• To become more powerful as a group

• To allow everyone to feel a part of the effort and the successleaders and build

new skills within the group

• To get things done

• Group members feel more committed if they have a role and feel needed

• Those tasks you completed prior to assuming new role

Delegate…

• Those tasks your delegates have more experience with

• Routine activities

• Those things not in your core competency

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• Supervision of subordinates

• Long-term planning

Do Not Delegate…

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• Tasks only you can do

• Assurance of program compliance

• Dismissal of staff, volunteers, etc.

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• …it’s too hard!

• …it takes too much time!

Roadblocks to Delegation

• …nobody can do it as good as I can

• …nobody else has any time Misconceptions about the true character of delegation and

• …one significant reason that overlaps all others:

HABITHABIT

• I Introduce the task

• D Demonstrate clearly what needs to be done

Steps in Delegation

D Demonstrate clearly what needs to be done

• E Ensure understanding

• A Allocate authority, information and resources

• L Let go

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Introduce the Task

Use What-Why Statements:

I want you to do …

Because you …

• Brainstorm 3 tasks you are currently doing

What-Why Statements

y y gthat could be delegated.

• Determine who would serve as your best delegate for each of the tasks.

• Compose what – why statements for each of the 3 tasks brainstormed.

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“The secret of success is not in doing your

own work but in recognizing the right

[person] to do it.”

~Andrew Carnegie

Red Need to look good technically, be right, and be respected. They are strong leaders and love challenges

Matching Tasks to Interpersonal Skills

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Blue Need to have integrity and be appreciated. They are focused on quality and creating strong relationships

White Need to be accepted and treated with kindness. They are logical, objective, and tolerant of others

Yellow Need to be noticed and have fun. They love lif i l ti d b i iti dYellow life, social connections, and being positive and spontaneous.

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Let go…

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Support and Monitor

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Choosing the Task

•must, should, can, retain•knowing task requirement•assessing the risk

Choosing the People

•Ace, Kings & Queens,Jack, Jokers

•Know the facts, feel the support

Choosing the Task

•Letting Go•Showing TrustS ti Mi t k

Check ListFor Delegating

•Matching task to people

Briefing

•Set the Scene

•Supporting Mistakes•Obtaining Commitment

•Talk Over the Details•Describe the Background•Set Standards•Coaching•Reporting Progress

MonitoringProgress

•Checking•Advising•Reviewing•Giving Credit

• Resist delegating.

• Immerse themselves in overseeing the projects of others.

Micromanagement Hell

• Correcting tiny details vs. looking at the big picture.

• Take back delegated work before it is finished if they find a mistake in it.

• Discourage others from making

decisions without consulting them.

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I am definitely going to take a course on time

Time Management

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management… just as soon as I can work it into

my schedule.

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Organize and Prioritize

Prioritize your tasksWhere do the majority of your tasks fall on the chart?

Urgent Not Urgent

Impo

rtan

t

IImportant and Urgent

IIImportant, but Not Urgent

nt III IV

Not

Im

port

an

Urgent, but Not Important Not Urgent and Not Important

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The Good, the Bad, and the Ugly

Benefits ConsequencesGreater productivity and efficiency.. Missed deadlines.

Inefficient work flow.

A better professional reputation. A poor professional reputation and a stalled career.

L t Hi h t l lLess stress. Higher stress levels.

Increased opportunities for advancement.

Poor work quality.

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• Fill in your calendar at the start of the chapter year

• Organize emails using Outlook folders

Calendar and Email Tips

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• Check email at set points in the day

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• In your group, share

– 3 time management tips that work for you

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Group Exercise

– 2 techniques for managing your email

– 1 way you avoid procrastination

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Don’t count every hour in the day, make every hour in the day count..

Time is PRICELESS.

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LTC Session Evaluation

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Continue the discussion and share your LTC pictures on social media …

https://www linkedin com/groups?gid

HFMA Chapter Leaders LinkedIn Group

#HFMALTC

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https://www.linkedin.com/groups?gid=3846013&trk=my_groups-b-grp-v

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