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2338 University

Day 3

Delegation & Time Management

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Agenda

1). Delegating Jobs

2). Developing Plans

3). Setting Expectations

4). Stimulating Engagement

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Delegating

Jobs

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When you think of delegation what are some key words you think of?

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What is Delegation?

Delegation is the process of distributing and entrusting work to another person

All the work should not be done by one person

Responsible for making sure all members are included
Person who delegated is accountable for making sure the task is completed

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What is Important When Delegating?

Sharing ownership
Thoroughly explaining tasks
Making sure all members are on the same page
Giving room for clarifying questions
Following up with team members

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How Do We Delegate?

4 Main Aspects:

Application of skills
Time needed for each task
Skill level of available workforce
Passion/Excitement

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What can we do when jobs get done

Could lead to a “nothing to do” situation

Sometimes unavoidable
Happens when different groups finish jobs at different paces

Work in with other groups
Ask others if they need help
Other “odd jobs”
Train / mentor

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Developing

Plans

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Essential Questions

How do we take the skill level of members into consideration of time?
What can be done to bring people up to the needed skill level?

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Skill Level

Assign people skilled in targeted area to get task completed quickly
Some tasks are not meant to be used to train due to time/material constraints
Pair less experiences students with students with more experience so they can teach and learn

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How to create the plans

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Creating Realistic Time Expectations

Base the time frame on skill level of the students and difficulty of the task
Include a buffer if something goes wrong
Understand what to do if you have extra time
Under Promise, Over Deliver

Nidhi - base the time frame on skill level of the students and difficulty of the task

Each person works at their own pace and you should be able to account for that
Task complexity: a simple task might not take as much time compared to a problem that requires you to go make a plan, gather people, using creative thinking and presenting.

Include a buffer if something goes wrong:

The world is really unpredictable and you don’t know what what might at happen at any time. It’s really important to set aside extra time.
Stress reduction: giving extra time prevents you from being stressed and lets everyone work in a healthy environment.

Understand what to do with extra time

Think about ways to make your project better, challenge yourself
Going back to delegating tasks, if you have extra time you can also train other members.
Or getting to know eachother better and building connections

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How to Create Daily Logs

1). List out MVPs (Minimum Viable Products) and how long you have to reach it

2). Separate dates by when & where you can work

3). Find the jobs/tasks that will take the longest time to prioritize

4). Estimate the time needed to complete each area and put jobs in sequential order

5). Delegate jobs once outline is complete

Nidhi

1). Start with the end of the timeline by listing out MVPs (Minimum Viable Products) that you must obtain, and how long you have to reach it

2). Separate dates by when & where you can work

Put breaks in between so there isn’t stress and members can work better with a refreshed mind

3). Find the jobs/tasks that will take the longest time and/or critical elements and prioritize those

4). Then go back to the beginning of the timeline, estimate the time needed to complete each area and put jobs in sequential order

Some jobs can be done simultaneously so have multiple people do different tasks at the same time

5). Once outline of the log is complete (doesn’t need to be perfect), then delegate jobs and responsibilities

If the project is flexible, you can maybe ask the members what they are interested in and what they don’t prefer doing. This is optional

Example is: MVPs:

A place to host the party�
Invitations sent out�
Food and drinks�
A Christmas playlist�
Basic decorations (tree, lights, table setup)

Party is in 10 days, so MVPs need to be ready within the first 7 days.

After work (school):� Buy decorations, send invitations, plan the menu, create a playlist.�

Weekend:� Deep clean the house, put up the tree, decorate, and shop for groceries.

Decorating the house → takes several hours�

Shopping for groceries → can be busy and time-consuming�

Planning food (especially if cooking) → needs prep and timing� These tasks should be started early so you’re not rushing the day before.

Put up/decorate the tree: 2 hours�

Hang lights and other décor: 1–2 hours�

Send invitations & track RSVPs: 20–30 minutes�

Buy decorations: 1 hour�

Shop for groceries: 1–2 hours�

Prepare food/cooking: 2–4 hours (depending on menu)

Sequential order:

Send invitations and confirm who’s coming.�
Put up the tree and main decorations over the weekend.�
Buy any missing decorations midweek.�
Plan the menu and make a grocery list.�
Shop for groceries 1–2 days before the party.�
Cook and set up the serving table on the day of the party.�
Turn on music, put out snacks, and finish last touches right before guests arrive.

Lastly, delegate jobs once the plan is complete. Tell everyone to bring a food item to the party. Assign someone to make the christmas music playlist.

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Recap & Organization Styles

Gantt Charts

Spreadsheet that helps list what got done

Recap Messages and Reminds

Utilize discord, email, or google classroom

Updated physical lists

Writing assignments/notebook
White board with plan and reminders

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Setting

Expectations

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How do you set realistic expectations and how do you deal with expectations it isn’t met?

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What to Consider

How much time and support are you willing or able to give to your team?

Create expectations based off how much needs to be done, and how much time, people, and resources you have

If they aren’t met, be prepared to have a 1 on 1 respectful conversation why they weren’t met and how you can support them in the future

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Stimulating Engagement

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How do we get people excited about the work they are doing?

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Essential Questions

How would you describe engagement?
What do you consider investment?
How do we consider what is “fair”?

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Engagement

You can’t force engagement or passion from members, but you can guide them to find what makes them excited
What are common ways we inspire members?

Volunteering
Developing new systems
Winning competitions
Help people find a “niche”

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Let’s

Practice!

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In groups of 3-4, build a Pom Pom Launcher with limited resources

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Instructions

Delegate roles between your team of who is getting what material, what your roles for building are, etc
Spend 15 minutes building
10 minutes to test (see who's launches the pompom further)
Once finished, discuss the results:
What was successful
What can we improve next time