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SHMD 129

SPORT MANAGEMENT

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ORGANIZING YOURSELF & DELEGATING WORK

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ORGANIZING YOURSELF & DELEGATING WORK

Successful managers set priorities & delegate work.

Prioritizing important – some objectives & tasks more important than others.

Delegating important – is how you get work done.

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SETTING PRIORITIES You may need to perform several tasks

at once. This makes it easier.

A to-do list, good place to start. List tasks you need to do – then rate

importance. Focus on finishing 1 task at a time by

priority.

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PRIORITIZING QUESTIONS To begin, as a manager, ask yourself 3

questions?

1. Do I need to be personally involved?

2. Is the task my responsibility or will it affect the performance or finances of my department?

3. Is quick action needed (deadline)?

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ASSIGN PRIORITIES With your answers to the 3 prioritizing

questions in mind, you can now assign each task a priority.Delegate priority (D) – Delegate the task if

your answer to question 1 is no.High priority (H) – If you answered yes to all

three questions (YYY).Medium priority (M) – If you answered yes

to question 1 but no to question 2 or question 3 (YNY or YYN).

Low priority (L) – If you answered yes to question 1 but no to both questions 2 & 3 (YNN).

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PRIORITIZE YOUR TO-DO LIST A quick way to prioritize your to-do lists:

1. List the tasks to be performed.

2. Answer the three prioritizing questions.

3. Assign a priority (D,H,M, or L) to the task.

4. Determine which task you should work on now.

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DELEGATING When you delegate, you assign the

person responsibility for accomplishing a task & authority to do what is needed.

Directing people to do work that is part of their job description is NOT delegating.

Delegating is about giving employees tasks that are not part of their regular

job.

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WHY SHOULD YOU DELEGATE? It gives you time to perform your high-

priority tasks. When more tasks are accomplished,

productivity rises. Delegating stretches the person &

improves their self-esteem, trains them for future opportunities, & eases the stress & burden on you.

Wise delegation of work enriches jobs & improves personal & work outcomes.

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WHAT STOPS MANAGERS FROM DELEGATING? Managers get used to doing things

themselves. Managers fear two things:1. That the employee will fail to

accomplish the task.2. That the person will show them up.

Another reason – managers believe they can perform the task more efficiently than others.

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HOW CAN MANAGERS KNOW THAT THEY DELEGATE TOO LITTLE? Several flags indicate that managers are

delegating too little:1. They take work home,2. They perform employee tasks,3. They are continually behind in their

work,4. They continually feel pressured &

stressed,5. They are always rushing to meet

deadlines,6. They rarely meet deadlines,7. Their employees always seek approval

before acting.

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GETTING TO DELEGATING An important part of delegating is

knowing which tasks to delegate.

Effective delegators know: which work to delegate, when to delegate it, and the right person to delegate it.

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WHAT & WHEN TO DELEGATE To make sure you are approaching

delegating correctly, here are the types of things you should consider delegating:

PaperworkRoutine tasksTechnical mattersTasks with developmental potentialProblem solving

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WHAT YOU SHOULD DELEGATE This is pretty clear-cut – don’t delegate

the following:

Personnel matters.Confidential activities.Crises.Activities assigned to you personally by

your boss.

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NOW IT’S TIME TO DELEGATE The following 4 steps help ensure that the

job you need done gets done & done right.

The delegation model steps are:1. Explain the need for delegating & the

reasons for selecting the employee.2. Set objectives that define responsibility,

the level of authority, & the deadline.3. Develop a plan.4. Establish control checkpoints & hold

employees accountable.