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Delegating effectively ("This is what I need from you.")

From: Leading Productive Meetings

Video: Delegating effectively ("This is what I need from you.")

If you're the meeting leader, once the other person has had an opportunity to ask all of their questions, now it's time for you to ask your questions. This is a deliberate choice in the one-to-one meeting agenda. By giving first and allowing them to ask whatever they want first, it puts you in a position of service. It also puts them in a frame of mind of being more willing to help you with the questions that you have. At this point, everything I say relates to what to do if you're the person sharing your list, regardless of whether or not you're the leader.

Delegating effectively ("This is what I need from you.")

If you're the meeting leader, once the other person has had an opportunity to ask all of their questions, now it's time for you to ask your questions. This is a deliberate choice in the one-to-one meeting agenda. By giving first and allowing them to ask whatever they want first, it puts you in a position of service. It also puts them in a frame of mind of being more willing to help you with the questions that you have. At this point, everything I say relates to what to do if you're the person sharing your list, regardless of whether or not you're the leader.

First, you'll go through your one-to-one task list and look item by item for any questions that you have for that person. The one-to-one task list is so critical in making one-to-one meetings effective. It saves a lot of time for you and the other person. So, be sure that you've brought that list with you and that you're prepared to talk about it. Next, when you need help from the other person, give them specific descriptions, particularly about the results that you want the other person to achieve.

For a very simplified example, if you want the other person to create a poster for you, tell them specifically what you want the result of that poster to be. Tell them anything that's critical to that result, such as the colors that they should use, the type of pictures they should use, the language that they should use. In other words, give as much specific detail as you possibly can. That will help the other person be successful in completing the task and also avoid having to make many corrections later on.

Then after you a give specific description of the result that they should achieve, give them a clear who, what, and when for each item that you've asked them to do: the who, meaning this is who should take action; what, meaning this is what the next step should be to accomplishing it; and the when, meaning this is when you need it back from them or completed from them. In summary, go through each item on your one-to-one list, give the other person a specific description of the result they should achieve, and provide the who, what, and when.

This will help make it easier for the other person to serve you and help you be successful in your work.

Show transcript

This video is part of

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Leading Productive Meetings

35 video lessons · 19232 viewers

Dave Crenshaw
Author

 
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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