Lesson 6

12:04 ‫م‬12:04 ‫م‬12:04 ‫م‬12:04 ‫م‬ dr/Yasser Abdelmaksouddr/Yasser Abdelmaksoud 11
LESSON 6LESSON 6
HOW TO DELEGATE,HOW TO DELEGATE,
MANAGE YOUR TIME, SOLVEMANAGE YOUR TIME, SOLVE
PROBLEMS AND MAKE THEPROBLEMS AND MAKE THE
RIGHTRIGHT
DECISIONSDECISIONS

12:04Q‫م‬12:04Q‫م‬ dr/Yasser Abdelmaksoud 2
Introduction: Know how to get it all doneIntroduction: Know how to get it all done
with the least amount of stresswith the least amount of stress
Managers usually have to juggle many tasks,Managers usually have to juggle many tasks,
projects, and meetings daily. If you try toprojects, and meetings daily. If you try to
take on every project yourself, you will mosttake on every project yourself, you will most
likely end up missing deadlines andlikely end up missing deadlines and
ineffectively prioritizing . This lesson willineffectively prioritizing . This lesson will
cover how to effectively delegate, focus oncover how to effectively delegate, focus on
how to multi-task, manage your time, andhow to multi-task, manage your time, and
making the right decisions to solve themaking the right decisions to solve the
problems, all the while keeping your stressproblems, all the while keeping your stress
levels downlevels down..

Delegate ConfidentlyDelegate Confidently
The basic definition of delegating is “assigningThe basic definition of delegating is “assigning
duties to another person or persons whileduties to another person or persons while
still being held accountablestill being held accountable
Before you delegate, first ask yourself theseBefore you delegate, first ask yourself these
three questionsthree questions::
11--Can this project or task be delegated and doCan this project or task be delegated and do
you have the staff that can honestly do theyou have the staff that can honestly do the
work requiredwork required??
22--Should it be delegated or is it too critical andShould it be delegated or is it too critical and
truly needs your involvementtruly needs your involvement??
33--Do you have enough time to delegate the jobDo you have enough time to delegate the job
effectively and explain the expectations andeffectively and explain the expectations and
outcomeoutcome??

12:04Q‫م‬12:04Q‫م‬ dr/Yasser Abdelmaksoud 4Q
If you can say yes to the three questions justIf you can say yes to the three questions just
asked, utilize these eight tips and points whenasked, utilize these eight tips and points when
delegating:delegating:--
1-Pick the right person best suited for the task.1-Pick the right person best suited for the task.
2-Make sure the person can work independently.2-Make sure the person can work independently.
3-Make sure the person understands exactly what it3-Make sure the person understands exactly what it
is you want them to do.is you want them to do.
4.4. Get the agreement and commitment of theGet the agreement and commitment of the
employee.employee.
5.5. Give the person the authority to take control ofGive the person the authority to take control of
the whole project.the whole project.
6.6. Determine what tasks will need moreDetermine what tasks will need more
monitoring than others.monitoring than others.
7.7. Motivate them by discussing how the success ofMotivate them by discussing how the success of
the project will make a positive impactthe project will make a positive impact
8.8. Once the project or task is completed, carefullyOnce the project or task is completed, carefully
review.review.

Here are three different possibilities toHere are three different possibilities to
consider, before a task or project isconsider, before a task or project is
considered completeconsidered complete::
11--Do you need to make the final decisionDo you need to make the final decision
that the task is completedthat the task is completed??
22--Do you need to review with the employeeDo you need to review with the employee
and the two of you decide that the task isand the two of you decide that the task is
completedcompleted??
33--Do you let the employee make the decisionDo you let the employee make the decision
that the task is completedthat the task is completed??
try not to always pick the same persontry not to always pick the same person..

12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 6
Multitask and PrioritizeMultitask and Prioritize
..Multitasking is about knowing how toMultitasking is about knowing how to
juggle several issues or tasks atjuggle several issues or tasks at
onceonce..
Prioritizing is about knowing which ofPrioritizing is about knowing which of
the issues or tasks are the mostthe issues or tasks are the most
important and need to get done firstimportant and need to get done first
““Never let them see you sweatNever let them see you sweat,”,”

Here are six ways to help you withHere are six ways to help you with
everyday multitaskingeveryday multitasking::
Separate the tasks into three groupsSeparate the tasks into three groups::
Group 1 needs to be done immediatelyGroup 1 needs to be done immediately
or at least by the end of the dayor at least by the end of the day..
Group 2 would need to be completedGroup 2 would need to be completed
in the next couple of daysin the next couple of days..
Group 3 would need to be completedGroup 3 would need to be completed
in the next week or monthin the next week or month..

Keeping Stress under controlKeeping Stress under control
As a manager, you might find yourself trying toAs a manager, you might find yourself trying to
cope with staffing shortages, recent layoffs, toocope with staffing shortages, recent layoffs, too
many errors, missing goals, newly added goals,many errors, missing goals, newly added goals,
turnover in senior administration, etcturnover in senior administration, etc
Here are 12 ways to help adapt to stressfulHere are 12 ways to help adapt to stressful
situationssituations
11--Know your trigger pointsKnow your trigger points..
··Is it when you are going into a meetingIs it when you are going into a meeting??
··Is it when you are not making your numbersIs it when you are not making your numbers??
··Is it because of poor employee attendanceIs it because of poor employee attendance??
··Is it when you lose focus on a particularIs it when you lose focus on a particular
projectproject??
··Is it when you have too much coffee or colaIs it when you have too much coffee or cola??

Here are 12 ways to help adapt to stressfulHere are 12 ways to help adapt to stressful
22--Stop and take a deep breathStop and take a deep breath..
33--Time managementTime management..
44--Reduce the stress by dissecting the issueReduce the stress by dissecting the issue..
55--Take a break and take a walkTake a break and take a walk..
66--Laugh more often and lighten upLaugh more often and lighten up..
77--Make some Feng Shui type of changes in yourMake some Feng Shui type of changes in your
office or cubicaloffice or cubical..
88--Keep a notepad and a pen by your side at allKeep a notepad and a pen by your side at all
timestimes..
99--Take care of your healthTake care of your health..
1010--Talk it out with your family or friendsTalk it out with your family or friends..
1111--Keep a positive attitudeKeep a positive attitude..
1212--try to stay away from any negative situationstry to stay away from any negative situations
such as gossipingsuch as gossiping..

Time ManagementTime Management
Here are 15 ways that can help you manageHere are 15 ways that can help you manage
your time and make the most of youryour time and make the most of your
dayday::
11..Start your day off rightStart your day off right
22--Set clear expectations of the goalsSet clear expectations of the goals..
33--When you are holding a meeting, stick toWhen you are holding a meeting, stick to
the agendathe agenda..
44--Delegating helps time management theDelegating helps time management the
mostmost..

your time and make the most of youryour time and make the most of your
dayday::
55--Give members of your team moreGive members of your team more
responsibilityresponsibility..
66--Make sure your previous responsibilitiesMake sure your previous responsibilities
have been 100% taken overhave been 100% taken over..
77--Even though you have an open doorEven though you have an open door
policypolicy……

your time and make the most of your dayyour time and make the most of your day::
88--Whenever possible, start and finish aWhenever possible, start and finish a
project or task in one sessionproject or task in one session..
99--Read over reports and importantRead over reports and important
materials while away from the officematerials while away from the office..
1010--Organize your computer files and foldersOrganize your computer files and folders..
1111--Keep a pen and paper near your bedKeep a pen and paper near your bed..

your time and make the most of your dayyour time and make the most of your day::
1212--Again, as stated in multitasking, workAgain, as stated in multitasking, work
smarter, not hardersmarter, not harder..
1313--Don’t be afraid to say “no” to your bossDon’t be afraid to say “no” to your boss..
1414--Politely let a friend or family memberPolitely let a friend or family member
know you will get back to them as soon asknow you will get back to them as soon as
possiblepossible
1515-“-“Under promise and over deliverUnder promise and over deliver.”.”

12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 14E
Time managing a project can varyTime managing a project can vary
you have a project to get your staff trainedyou have a project to get your staff trained
on a new product, you first need toon a new product, you first need to::
··Determine what needs to be trainedDetermine what needs to be trained..
··Determine when the training shouldDetermine when the training should
take placetake place..
··Determine where the training shouldDetermine where the training should
take placetake place..
··Determine how long the training shouldDetermine how long the training should
lastlast..

··Determine the amount of peopleDetermine the amount of people
who need to take the trainingwho need to take the training..
··Determine how many people youDetermine how many people you
can afford to take the training withoutcan afford to take the training without
losing productionlosing production..
··Determine how many people canDetermine how many people can
be trained without affecting thebe trained without affecting the
customer’s immediate needscustomer’s immediate needs..
··Determine the cost of the trainingDetermine the cost of the training
and materialsand materials..

12:045‫م‬12:045‫م‬ dr/Yasser Abdelmaksoud 16
Problem Solving and DecisionProblem Solving and Decision
MakingMaking
Decision-making is a key role of aDecision-making is a key role of a
manager and leadermanager and leader..
Define the problem or need beforeDefine the problem or need before
you make the decisionyou make the decision..

here are 12 steps to follow to use as ahere are 12 steps to follow to use as a
guideline when making importantguideline when making important
decisionsdecisions::
11--Who should make the decisionWho should make the decision??
22--What makes you think there is a problem,What makes you think there is a problem,
or why the needor why the need??
33--Where is the problem or need? Is itWhere is the problem or need? Is it
internal or externalinternal or external??
44--When is it happening or neededWhen is it happening or needed??
55--What is causing the problem or needWhat is causing the problem or need??

66--How complex is the problem or needHow complex is the problem or need??
77--What is the urgency and how should youWhat is the urgency and how should you
prioritizeprioritize??
88--What is the ideal outcomeWhat is the ideal outcome??
99--What are the possible solutions to theWhat are the possible solutions to the
problem or needproblem or need??

1010--Make the final decisionMake the final decision
1111--Plan and implement the final decisionPlan and implement the final decision
1212--Monitor and verify whether the problemMonitor and verify whether the problem
or need has been solved and/or isor need has been solved and/or is
effectiveeffective..

Quick Lesson SummaryQuick Lesson Summary
11--A sign of a good leader is how they are able toA sign of a good leader is how they are able to
delegatedelegate
22--Make multitasking more of a game rather than aMake multitasking more of a game rather than a
burdenburden
33--Although stress cannot be avoided and you cannotAlthough stress cannot be avoided and you cannot
always control what happens, your reaction toalways control what happens, your reaction to
stress can make the difference on how it affectsstress can make the difference on how it affects
youyou..
44--Always look at ways to utilize your time moreAlways look at ways to utilize your time more
effectivelyeffectively
55--Problem solving and making decisions is one ofProblem solving and making decisions is one of
the most important aspects of managementthe most important aspects of management..

Lesson 6

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Lesson 6