7 Success Mindsets to Improve Your Delegation Skills | J.C. Jones | Skillshare

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7 Success Mindsets to Improve Your Delegation Skills

teacher avatar J.C. Jones, Entrepreneur, Designer, & Photographer

Watch this class and thousands more

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

8 Lessons (22m)
    • 1. Intro - Develop the Delegation Mindset

      1:56
    • 2. 80/20 Principle

      3:35
    • 3. Opportunity Costs

      3:33
    • 4. Switching Costs

      2:40
    • 5. Accept Fear

      2:01
    • 6. Everything is a Test

      2:55
    • 7. Set Expectations & Deadlines

      2:24
    • 8. Embrace the Team Mentality

      2:28
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About This Class

If you want to be successful at delegating, this course will help you understand how successful people think, and what kind of thought processes go through their minds’ when they make decisions about delegating.

Without an understanding of the delegation mindset then you’ll likely run into several roadblocks along the way that can hold you back from being as productive as possible.

In this course you'll learn 7 of the most important concepts or ways of thinking that you can use to apply to delegating so that you can be more productive, both in your personal life and in business.

You'll learn the following mindsets that will help you delegate successfully:

  • 80/20 Principle
  • Opportunity Cost
  • Switching Costs
  • Accepting Fear
  • Everything is a Test
  • Expectations & Deadlines
  • Team Mentality

If you'd like to improve your outsourcing and delegation skills, enroll in this course now to learn how your approach and mindset can make all the difference!

Meet Your Teacher

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J.C. Jones

Entrepreneur, Designer, & Photographer

Teacher

With nearly fifteen years as a web designer, and ten years as an internet marketer, I've helped dozens of entrepreneurs and businesses owners grow their businesses, get more customers, and make more sales online and offline.

With over 3 years as a virtual assistant, I've worked with dozens of business owners and entrepreneurs and learned what works and what doesn't work when delegating and outsourcing. With all my experience, it's time to share what I've learned!

See full profile

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Transcripts

1. Intro - Develop the Delegation Mindset: Now, if you want to begin delegating. And more importantly, if you want to be successful at delegating, then let's start by looking at how successful people think and what kind of thought processes go through their minds when they make decisions about delegating without an understanding of the delegation mindset, then you'll likely run into several roadblocks or problems along the way that could hold you back from being as productive as possible. So in this section, we're going to cover seven different concepts or mindsets and ways of thinking and how you can adopt these mindsets and apply them to delegating so you can be more productive in your personal life and in your business. We'll start by discussing the 80 20 principle and how it applies to delegating. Then we'll discuss opportunity, cost and the importance of making the best use of your time. Your energy and resource is next. We'll talk about switching costs and the energy required to change focus from one task to another and why it's such an important concept to consider when delegating. We'll also talk about what it means to accept your fears in the face of handing off your tasks. to other people, then all share one of my favorite mindsets, which is that everything is a test, and this mindset can help you stay in the moment and look at your tasks, projects and life more objectively. Then we'll discuss the importance of setting expectations and deadlines and how to keep yourself in your team on track when delegating. And lastly, in this section you'll learn how and why. Harnessing the team mentality and becoming a team leader will increase your chances of success when delegating, so let's dive in. 2. 80/20 Principle: the 80 20 principle is a popular concept stating that 80% of your results come from only 20% of your time, effort and energy, which means in life there are certain activities and actions that you take that result in the majority of your success and happiness in life. So if that's the case and small actions have big results, then you should identify the 20% of your actions that are moving the needle forward so that you can refocus your efforts and doom. Or of that 20%. That makes the difference so that you can get even more out of your life and your business . And what's great about the 80 20 rule is that you can apply it to improve just about all areas of your life. So let's go over a few examples. For instance, if you run your own business or even if you work for another company, it's likely that 80% of your revenue comes from just 20% of your clients or customers. So work towards focusing on getting those customers on some sort of V I P list or offer them exclusive discounts and services, because when you show this kind of appreciation towards your most loyal customers. Then they'll be happy to do more business with you and spread the word tall, their family and friends, which means even more revenue for your business. And if you have a product for sale, then it's likely that 80% of your sales come from just 20% of the products that you have on the market. So if that's the case, you can focus on making mawr of those products that are generating sales and less of the products that aren't. And if you have a sales team to help you sell your products or services, then it's likely that 80% of your sales come from only 20% of your sales team. So you should focus on rewarding those sales people so that they'll stay motivated and continue making even more sales for you. And let's say, for example, you have a software company, or even if you're just a active user of software or an operating system like Windows, for example, it's likely that 80% of your software crashes come from only 20% of the bugs on your computer. In fact, the percentage could be much higher. But this is just a general rule of thumb, and the 80 20 rule can be applied to other areas of your life. A swell. For instance, if you exercise, then it's likely that 80% of your fat is burned or 80% of your muscle mass comes from only 20% of your exercises, because some exercises are just mawr effective at losing weight or gaining muscle. So if you want to lose weight or gain more muscle, then you should focus on doing mawr of those exercises that really make the difference. And when it comes to applying the 80 20 principle to delegating and productivity well, if you have a team of people working for you, then it's likely that 80% of your work is completed by only 20% of your team. And with that insight, you can reward those team members who are the most productive and who get the most work done for you. And even if you only have one other person on your team like an assistant, then you Condell a gate. The 80% or at least the majority of your work that's getting in your way so that you have more free time for the things that you truly enjoy. And with more free time and mental energy, you can be more productive and you'll have new ideas and see new opportunities arise. But since there are so many opportunities to choose from each day, you need to choose wisely, which is why we'll discuss opportunity cost in the next video. 3. Opportunity Costs: all right. Now, let's take a minute to talk about opportunity costs and why. It's such an important concept and mindset to consider when delegating first of all, opportunity. Cost is a common term that you might be aware of from the study of economics and the simplest definition for the term opportunity. Cost is the loss of potential gain from alternatives other than the one that has chosen, which basically means when he choose one course of action you're missing out on or it's costing you the potential benefits from the other course of action that you could have chosen stated even more simply, it just means weighing your options. This can refer to any kind of options you face, such as selecting an investment or choosing a wage to pay an employee, or the time that you could be spending on one activity versus another. And when it comes to your business and your productivity, it's important to weigh your options and determine the value of each one. That way you can choose Onley those opportunities that air the absolute best use of your time. So let's talk about that for a minute. Which activities are the best use of your time and which activities create the most value for you and your business and your life versus those activities that air wasting your time and that air creating the lowest value or providing very low return on your investment. As you would likely expect, productive people focus on spending their time doing activities that produce and provide the highest return for their time. So ask yourself which activities do you participate in? That create the highest value and produce the highest return on your investment? For example, you might say something like making sales or networking to increase brand awareness. Or perhaps you spend a lot of time strategizing, brainstorming and planning for your future and the growth of your company. Those are all high value activities. And then ask yourself which activities do you participate in? That create the lowest value and produce the lowest return on your investment? For example, maybe your business has a website. But if you're not the Web developer than making updates and doing website maintenance yourself might not actually be the best use of your time. Or maybe you spend a lot of time answering emails or scheduling meetings and phone calls. While doing those things might make you feel like you're being more productive. You actually might find that those air just distractions, keeping you from taking action on your larger goals and projects. And at home, let's say, cleaning up and doing laundry while they're necessary activities, they end up taking a lot of your time every weekend. That could be better spent doing something else, something you really love and something you really enjoy. So try to focus more of your time and energy on the high value activities that improve your life and grow your business and try to let go and delegate the lower value tasks and activities that need to get done but that aren't the best use of your time. As you can see, weighing your options and taking some time to consider the opportunity cost of each of your decisions before taking action can help you determine which tasks you personally are going to tackle versus the ones that you'll delegate to someone else so that you can stay focused on improving your life and being more productive 4. Switching Costs: The next mindset I want to share with you is the concept of switching costs. This concept refers to the time and energy that's required in order to shift mental gears from one task to another, as was the time that it takes to get in the zone of doing that task. You might not realize it, but switching focus can take a lot of mental energy. So when you switch from things like your work over to your email, then down to your phone and back to work and back to your phone, it hinders your ability to truly focus. And when you have this kind of sporadic behavior when trying to work on a project, it can take a full 10 to 15 minutes to get fully focused and in the zone on that project. And if you're not fully focused, then you can't be Aziz productive as possible with your time and energy, which is why I like to say if something gets in your way and takes away your focus or causes this type of switching behaviour, then delegate those tasks. Rather than trying to juggle several different tasks or projects every day, try to focus on completing just two or three of your highest priority tasks each day. And as other lower priority tasks come up throughout the day, which they inevitably will. Then try your best to delegate those smaller tasks to someone else so you can get them off your plate as quickly as possible while still making sure that they get completed. And in today's digital age, with emails and text messages and social media notifications coming through our smartphones at all hours of the day, it's so easy to get distracted. And it's especially true if you work from home by yourself. It's easy to fall into the trap of feeling like you're being productive while you're multitasking. But multitasking can actually be detrimental to your productivity because constantly switching focus from one small task over to another small task doesn't give you enough time to truly get in the zone on the bigger projects. And believe it or not, humans are actually most productive when we can focus uninterrupted for a full 60 to 90 minutes at a time. Because focus is actually like a muscle that needs to be exercise on a regular basis, and if you want to be more productive, then you need to strengthen your focus muscles and focus for longer periods of time. So as you can see, understanding the concept of switching costs can help you eliminate or delegate the less important tasks that take up your time and mental energy so you can focus for longer periods of time and ultimately be more productive. 5. Accept Fear: all right. The next mindset that I'd like to talk about is fear and why it's important to accept and overcome it, especially when delegating, because, let's face it, when it comes to letting other people into your life and trusting them with your work and your personal info, and maybe even with your clients and their information, it can be a little bit scary. But fear can actually stop you dead in your tracks and prevent you from making any progress at all from the fear of risk or the fear of decision making that can make or break your success to the fear of opinions of what other people will think of you or the fear of involving other people. These air all detrimental ways of thinking that will hinder your growth. And when it comes to delegating and trusting someone else with your key responsibilities and your projects and your tasks, it does mean taking some level of risk. But we all take risks every day, like driving on the freeway at 80 miles an hour. There just some risks that can't be avoided, and if you're in business for yourself, then you're already very familiar with the concept of taking risk because working for yourself can be a bit risky because paychecks aren't always consistent and since some risks can't be avoided, you ultimately just need to let go of any worries that you might have. That could be holding you back, because the fear of making a certain decision can lead to bad decision making or hasty decision making. And the fear of involving other people can lead you to feeling burnt out and overwhelmed and overloaded. So it's important toe, overcome your fears and view the whole process as a learning opportunity that will help you to be more productive and improve your life and grow your business as a result of overcoming your fears. 6. Everything is a Test: next. One of my all time favorite mindsets is thinking of everything is a test that way. If something goes wrong, you can always use it as a learning opportunity and a tool for growth in the future. For example, I kind of enjoyed gardening and growing my own fruits and vegetables, and when I started gardening, it was really easy to get attached to the plants that I was growing because I go and I pick him out and I try and find the best looking one, and I'd create the garden bed for it and plant it in the best soil I could buy and I'd take care of it. And when it died, I get really sad. Or if it just failed to produce a much fruit, as I was hoping for, then I'd get frustrated. But when I began thinking about everything is a test and I began thinking about everything I did as a test. Each different type of soil is a test, and how much water I give it is a test. How much sunlight it gets is a test. They're all tests. Everything is a test, and that's when I started planning my vegetables in different types of soil, with different amounts of fertilizer under different conditions to see which ones would produce the best results. And when I took this mind set and approach towards gardening, I realized that I wasn't upset it all if a plant died or didn't produces much fruit as I wanted it, too, because I learned in the process what not to do in gardening, and I learned what works and what doesn't work. And that same mentality can be applied towards life and delegating. That way, whenever you and your team face new challenges, you can look at them objectively as a chance to learn something new each time, rather than letting the possibility of making mistakes also stop you from making any progress. Instead, you can experiment with new solutions to try and find the best result in the best possible outcome. A Buddhist philosophy that I kind of like that aligns closely with this way of thinking is that the only constant in life is everything is in a constant state of change. And since we can't really rely on any one thing, toe always remain the same. It's important to practice non attachment and acceptance in everything in life. That way, when things don't go the way you planned or the way you expected, then you can realize it's just a learning lesson, and you can figure out how to fix the problem and get back on track so you can move forward in the right direction towards your goals. So I'd like to end this section with a quote from Maya Angelou, who said, There are no mistakes, Onley lessons. And I really like that quote because she understands the concept that everything is a test and everything is a chance to learn a new lesson. So if you really apply that mentality in that concept, you'll be able to be leaps and bounds more productive in both your life and in business. 7. Set Expectations & Deadlines: all right now, the next important concept or mindset that I like to talk about is setting expectations and deadlines for both yourself and the people who you're working with. Because the truth is human. Nature is actually to just sit around and procrastinate and avoid doing work for a long as possible. For instance, over 1/3 of United States citizens wait until April 15th toe file their taxes rather than getting a head start on it in January or February. And something that most of us can remember is back in school. Whether it's high school or college, we can all remember what it's like pulling all nighters, studying for a test or finishing a paper the last day or the night before it was due. The truth is, it's too easy to let day to day distractions prevent you from making progress, which is why it's so important to set expectations and deadlines to help keep you on track . One quote that I like by John Carlton says If it weren't for deadlines, then nothing would ever get done, which I find to be true in my own life and business as well. Even small, simple one off tasks need clear, concise deadlines. For example, if you ask someone for help on a Monday morning, make it clear that you like the job to be completed by or before the next day. At 4 p.m. There are other tasks that have to be completed more than once and become recurring or ongoing tasks or even long term projects. So when you delegate these types of tasks, it's important to communicate your deadlines as well as any potential projected timelines or milestones you like, reported along the way. For example, you can ask for progress reports every Friday afternoon so that you know exactly what was accomplished during the week. Or if you delegate a time sensitive task to someone, you can ask that they spend on Lee two hours on the project and report back to you on what they've completed within that two hour time span. Or perhaps you just want them to work on the task until the project itself is completely finished. Either way, it's important to start thinking about all of your tasks and projects in terms of deadlines and begin communicating your expectations to ensure that you achieve your end goals efficiently and on time 8. Embrace the Team Mentality: lastly, but certainly not least one of the most important mindsets to adopt when delegating is the team mentality, as mentioned earlier in the course delegation is not simply about offloading tasks onto other people. Delegating actually offers you a chance to maximize the productivity and efficiency for you and your entire team in both your life and your business. And like I mentioned earlier, everybody wants to feel a sense of purpose to be valued and to be a part of something bigger than themselves. And when you approach delegation with the team mentality, your team will want to help improve your systems in your methods, which will help the group and your business as a whole. For instance. Imagine how flat screen TVs were so expensive when they came out. Now you can get one for a couple 100 bucks, and as people are exposed to your way of doing things and they're encouraged to find new ways of working, they can become more efficient over time and bring even more value to you and your team, just like how technology has become more efficient and less expensive over time. So in order to harness the team mentality start approaching life in general as a team sport , and when you have other people willing and capable of helping you achieve your goals, then you can take on the attitude of being a team leader, kind of like in football. When a quarterback is under pressure to get rid of the ball, they zoom out and they scan the entire field to see who's available and who is the most capable player to accept the past. Then they hone in and do their best to deliver that pass. And just like in football, a good or a bad pass can affect the whole team. So if you throw a bad pass in delegating, that would translate to bad communication or lack of information, or passing off a task to the wrong person who's incapable of completing the job, which then creates inefficiencies throughout your entire team. And if it's a good pass, then everything will go right and everybody will learn something new for the success you created together. Lastly, when you approach life with the team mentality and as a team sport, it's important to share your tasks with the most suitable people at the appropriate time and to embrace that team mentality if you want to be assed productive as possible and get the most out of delegating.