How Do You Spend Your Time?
It’s an interesting question. And one that a lot of partners don’t know the real answer to.
Is your time 100% focused on delivering exceptional client value and growing your practice?
Or do you still find yourself picking up the pieces and doing low-level admin tasks?
Ask yourself – in the last 30 days, how many of these things have you done?
– Returning client records
– Typing of letters/simple reports for clients
– Monitoring your WIP
– Chasing debtors
And now ask yourself, just how much is that time worth in pound terms?
These are just a handful from a list of 25 admin tasks that partners all over the country find themselves doing on a daily basis.
These tasks are low level and can easily be delegated to somebody whose time is much less valuable than yours.
As long as you find yourself still completing low-level admin tasks then:
– Your time is not spent on growing your practice
– You’re essentially an ‘expensive’ admin person
And the result of this? You’re stressed, frustrated, and can’t understand why your practice isn’t moving in the right direction.
By focusing on removing yourself from low-level tasks you can:
– Focus your time on growing the practice
– Let less expensive people take care of these tasks
And ultimately this means that you’re relaxed and focused, as your team take care of things for you.
With that in mind, let’s look at a 3 step process for removing low-level tasks.
3 Step Process For Removing Low-Level Tasks
Step 1 – Identify
The first step is to identify, and there’re two parts to this step.
Part one is to identify WHAT the different tasks are that you are going to hand over
Part two is to identify WHO the tasks will be handed over to.
So for the first part, you want to brainstorm a list of everything that you’ve done in your practice in the last 30 days. Whether it’s meeting clients, photocopying, whatever it is, write as many things down.
Then from this list, you want to pick out the ‘low-level’ tasks, things that aren’t the best use of your time which can be delegated to someone else.
And then for the second part, for each of these tasks you want to identify who you will delegate them to. And these could be either internal (i.e. somebody you will have to train) or external (i.e. somebody you find on a part-time basis or even outsource to).
Make sure you have a clear list of every task you want to remove, and who exactly is going to do it for you.
Step 2 – Systemise
In this step, you want to look at creating the systems for each task, which can be used to train your chosen person on how to complete it.
The key to remember here is that your system needs to be something that anybody could pick up and run with. It needs to include all of the detail and necessary training for the task to be completed.
Step 3 – Delegate
Once you’ve identified your task, identified your person responsible, and created your system, all that’s left to do is delegate.
So in other words, give your recently created system to the responsible person, and using the Who What When Triangle, delegate it to them effectively.
Start with step 1.
Create time in your diary to sit down and brainstorm all of the things you currently do and highlight the low-level tasks you want to remove.
I promise you, the time you will save by removing these tasks will be worth so much more when you invest it in growing your practice and adding greater value to your client relationships.