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Effective
delegation yeilds increased production
BY Fred Heppner
Dentists
have long wrestled with the challenges of balancing a clinician's
duties with those of a manager. As a dental practice expands, so
do the tasks and responsibilities needed to sustain growth in such
a competitive profession. Effective delegation can dramatically
improve the efficiency of a practice by helping to build teamwork
among the staff and enabling them to reach their full potential.
One of the reasons people hesitate to delegate is that they believe
they can do the tasks better themselves. However, tasks such as
managing the financial aspects of a dental practice, dealing with
managed care, ensuring compliance with governmental infection control
standards, leading a team of workers and sustaining growth in a
competitive environment take dentists away from treatment time.
These factors necessitate the proper distribution of responsibility
in such a way that it is embraced and accepted by the staff.
But don't confuse delegating with dumping. It's all in the way one
delegates. If an employee feels s/he is being dumped on, then that
is probably because a task has been delegated without adequate authority.
There's an element of risk in delegating authority, but if one doesn't
feel comfortable with that risk, it probably means that the task
is being delegated to the wrong person. And, if the right person
to delegate to doesn't exist, it's time to hire better people.
Following are some tips on effective responsibility distribution
- remember, the ultimate goal is to increase the output of the team
and the practice:
1. Don't delegate the method, delegate the task. Let the person
you delegate to determine the method.
2. Make sure the person delegated to "buys in" to the
task, agrees to the time frame and accepts the responsibility. If
a doctor is unwilling to delegate the responsibility, then s/he
shouldn't bother delegating the task
3. Make sure the person delegated to has input as to what constitutes
accomplishment so that goals can be measured.
4. Once the task is assigned, keep your distance. It's okay to ask
for updates, but don't snoop or pry. If you feel you must, you've
delegated to the wrong person.
5. Require reporting, but not excessive reporting.
6. Follow up only on target dates, when the project is finished,
or when it should be finished.
7. Make sure the person delegated to is accountable for his/her
success or failure. Applaud and reward success; discuss and document
failure. If necessary, develop a plan together to improve performance.
8. Beware of over-delegation to superstars. If one employee is relied
upon too heavily, then there is a superstar shortage.
Finally, do not confuse the "delegatee" with the "gofer."
Gofers "go fer" because they have to. Delegatees "go
fer" because they want to.
In summary, the basis of effective delegation is trust. If one doesn't
trust, then one can't delegate. Prepare a plan to carry out the
work, implement the plan and measure the progress. Effective distribution
of responsibility will yield leverage by allowing the dentists to
become more productive with their time. When you distribute responsibilities
effectively, you will inevitably witness increased staff productivity,
enhanced practice performance and increased profits.
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