Intro: Welcome to the E6S-Methods podcast with Jacob and Aaron, your source for expert advice on Lean, Six Sigma, and performance improvement methods. In this episode number 31 we discuss team meeting delegation. When you can’t, ensure someone can. We cover the preparation necessary to ensure the project progresses even in your absence. Here we go.
***When you can't, ensure someone can.***
Objection 1: Team members will resist participating if I'm not there.---
Counter 1: Team members may find it uncomfortable, because so many managers are horrible with delegation. Make sure you prep them before-hand so it's not too much of a shock. This also reinforces the importance of the project, and that the project is even "bigger than you" and you recognize it.
Objection 2: The meeting will be less effective without me there.---
Counter 2: True the meeting may be only 60-80% effective without you, but that's 60-80% more than if you have no meeting at all---
Objection 3: The project is my responsibility, and I cannot pawn it off on someone else.
Counter 3: Prep a delegate. They will appreciate the vote of confidence and the opportunity to know how if feels to take the lead. Ask their permission first.
I When to delegate a meeting
a. When you are unavailable
i. Planned Vacation
ii. Last minute emergency
iii. Schedule conflict
b. As a development opportunity
i. To challenge your team members
1. test out who can be relied upon
2. Set a higher expectation for team member participation
3. Set a high priority for the project objectives & schedule over individual personal needs
c. If a transition is necessary
i. Prep someone else to take over completely, for any reason
II How to prepare a team member to facilitate the meeting.
a. Be a good model for effective meetings. Set the expectation to follow.
i. Disciplined Agenda
ii. Record attendance
iii. Disciplined time, group, and meeting management
iv. Capture meeting notes and follow up on action items
b. Spell out the specific meeting agenda, expectations, goals, tools, etc.
c. Train the delegate on how to complete the particular meeting
i. Answer any questions
ii. Address any issues
iii. Assure them to do their best
d. Inform the team of your absence, expectations, and “delegated authority"
i. Answer questions
ii. Address issues
iii. Reaffirm your expectations for continuity
III How to decide who will facilitate the meeting.
a. Your intuition, based on observations
i. Test them out, take a shot
b. Individuals you'd like to develop
c. Team members who expressed an interest to increase responsibility
i. Test them out
d. Team members who are GBs, BBs, other mgrs, or Project Managers
Outro: Thanks for listening to episode 31 of the E6S-Methods Podcast. Stay tuned for episode number 32, Meeting Between the Lines. How you manage your project team is not just in the meetings. Know what to do between meetings to keep on schedule. Subscribe to past and future episodes on iTunes or stream us live on-demand with Stitcher Radio. Follow us on twitter @e6sindustries. Find us on LinkedIn to join a discussion. Outlines and graphics for all shows are posted on our website, www.E6S-Methods.com. “Journey Through Success”