Do you have a to-do list? Many people use this simple system to manage their tasks. Do you also use a not-to-do list? This idea is not really new, but many people are still unfamiliar with it. Especially for leader who have taken on a new task, it is imperative to hand over at least some of their previous responsibilities. Unfortunately, it is often the case that people continue to perform the same tasks even though they have been given new areas of responsibility. This happens, among other things, because no one tells them that they should hand over some of their previous responsibilities, or because they cannot or do not want to let go of them. People often say, "I would like to hand over some of my tasks, but unfortunately there is no one who can take them on." So they just continue to do them themselves!
The purpose of a not-to-do list
Many people who use a not-to-do list simply write down what they don't want to do in the future because they are bad habits. For example, spending a long time channel surfing, constantly being online on social media, constantly checking your email, or similar things. People usually don't think about the fact that they could also use it to shape their future. A not-to-do list can also be used to plan what you want to hand over or delegate as soon as possible – that's why it's sometimes referred to as a "to-do list."
How about considering what you don't necessarily have to do yourself? This also includes tasks that cannot be delegated for the time being. Then the first step toward a solution would be to ask yourself:
"What needs to happen for me to be able to give this up?"
This means that you should not only include tasks that can be delegated immediately, but also those that require preparation. If your team is not yet ready to take on certain tasks from you, you should consider who you need to train and how, so that these people are able to complete individual tasks independently as soon as possible. Certain circumstances may prevent delegation, for example, because processes or regulations need to be adapted first. Then ask yourself:
"What do I need to change so that I no longer necessarily have to be done by me?"
It may be that certain tasks cannot be delegated because there are (internal) regulations that used to make sense but are now superfluous. It is often possible to delegate at least some of the tasks. Take hiring new staff, for example. Which tasks can you not delegate? In principle, your team can take care of everything except signing the employment contract. That means you wouldn't have to do anything else.
Create a not-to-do list
Make a note of which (sub)tasks you still do yourself, even though it is not absolutely necessary. What will you no longer do in the future? Also consider those activities that require preparation. If delegation is still impossible, ask yourself why.
- Is training or instruction required?
- Are changes to the system mandatory?
- Are there any restrictions that cannot (yet) be changed (e.g., legal requirements)?
- Define the measures that will lead to a solution.
- Formulate these in a measurable and binding manner.
- Discuss the not-to-do list with your employees.
- Ask who will take over what and when.
- Agree on future results (ideally in the form of an EOA).
- Keep your not-to-do list in a similar way to your to-do list. The actions from the first list may belong in the second. You could therefore combine the lists.
The not-to-do list helps everyone
You know that time is a limited resource. If you want to take on new tasks, you need space to do so! As soon as you hand over tasks that are no longer essential to your area of responsibility, others are given the opportunity to grow and take on challenging tasks. Delegating to the lowest possible level is also the most economical solution.
What else could stand in the way of successful delegation? Your habits and your ego, for example. You have been able to reap the rewards for your previous tasks. When you delegate the execution, others get the credit for the results. When delegating, it is therefore important to remember that it is also about promoting people. If you would like to know more about this, I can highly recommend our leadership seminars.
I wish you every success with your not-to-do list!
