3 steps to delegating any task 📝

Welcome to your first edition of The 8-Figure Agency (by me, Jesse Gilmore at Niche in Control) 👋 

Every Thursday, I’m going to send you a quick 10-minute read on the tools, tactics, and systems that the top 1% of agency owners have used to scale their businesses to 8-figures and beyond.

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This week, we’re talking about delegating effectively using the method of “JIT Standardization”.

Don’t let the acronym intimidate you. We’re going to show you a way to get tasks off your plate using a process that doesn’t even feel like extra work.

Ready?

Let’s dive in.

Delegation Done Easy

The biggest bottleneck that prevents most of us from working ON our businesses is time. When you’re knee deep in operations, it really can feel like there aren’t enough hours in the day. 

And the kicker? When we think of the obvious solution, delegation, we often think of all of the time that it will take just to do that effectively.

Delegation, for many, spurs images of meetings, rework, and mistakes.

But it doesn’t have to be that way.

In fact, your delegation process, if done right, can fit directly into your existing workflow.

Enter JIT (just-in-time) Standardization.

Very simply, JIT standardization is a process of creating basic instructions for tasks that you’d like to delegate as you’re completing those very tasks.

It takes almost all extra work of delegation off of your plate, because it’s as simple as doing the task that you were going to do anyway. The beauty of it though is that, if you’re doing it right, it will be the last time you have to do that task yourself 😀

Now, enough explanation, how do we actually implement it and start delegating as we work?

The easiest way that I’ve found, especially for more technical ‘step-by-step’ type tasks, is using a simple combination of Loom, Rev, and Asana.

For those of you that don’t already use it, Loom is a screen-recording app that will allow you to record yourself and your screen as you work through a task. While you’re working through the task, you should also talk through each step in as much detail as you can.

With the Loom recorded, you can then use a platform like Rev to have your video transcribed for $1.50/minute of video.

(Worth noting here that Loom’s AI capabilities are improving all the time, so it may be the case that, in the very near future, you’ll be able to receive highly-accurate transcriptions from Loom without need for much editing)

Now, here comes the fun part:

Take that transcription, and pair it with our battle-tested ChatGPT prompt for a seamlessly generated set of instructions to complement your video walkthrough. Here’s the prompt:

“Transform this transcript from an instructional video into a comprehensive set of actionable steps to create an SOP (standard operating procedure), that will be easy for a team member to understand and execute. The transcript includes [briefly describe the task or process covered]. You should highlight key points, cautionary notes, and tips for efficiency. The goal outcome is a step-by-step guide I can use for effective delegation, that minimizes misunderstandings and errors and maximizes productivity and accuracy in task execution: [Include the transcript]”

From here, drop the video and ChatGPT output into your project management tool of choice, set a cadence for execution, assign your VA or teammate, and voila - just like that, the task is off your plate.

It really can be that simple.

Ready to give it a try?

ACTION ITEM: After you close out the email today, pick one task that you know you can delegate effectively to someone on your team, and try the above method. 

Only warning: it’s addicting. 

Once you’ve done it effectively once, you’re going to start seeing opportunities to delegate everywhere.

Let me know how it goes 🫡

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