For someone looking to gain more time during their working day, they must first and foremost clarify what they need to do? They need to understand what is important and what is not important. By the time they have clarified what they need to do, they have to prioritize.
If you look at the Pareto Principle, it tells us that 80% of the results we get is always a result of 20% of the efforts you do. So the first thing they need to do is to understand what they need to do. Get a good clarity of their schedule, then they can prioritize accordingly.
When they have not prioritized their schedules, then they cannot delegate. Delegation is not actually abdication and most of the time, a problem often arises when people delegate… they still go ahead and control the system (in other words, they get too involved in the task they just delegated).
When you delegate, you give a measure of power to the person you are delegating to, to use their creativity in doing exactly what you asked them to do.
After delegating the process, all you need to do to is do some follow-up. So basically, you have to clarify what they need to do, prioritize it, and then delegate.
Now in the process of delegation there might be reasons for elimination. Probably there are things they discover that are not really needed, or things they are not supposed to be doing, but most importantly, is to clarify what you want them to do, prioritize it and delegate exactly what should be delegated.
And for those who delegate, they need to follow-up on what they delegated. I think with that, they can create more time, they can create more schedule for themselves and get some others things done.
By Daniel Cole, International Institute of Personal Development in Johannesburg GT