from Chaos to Efficiency
Sultan, managing director of UK flight
support company FltCtrl.
elegating work is the go-to strategy
for overcoming the limitation of having too much to do with too little time.
If done correctly, delegation
ensures productivity is maximized especially in dealing with tight deadlines.
Another result of doing this is a successful team. But for years I have avoided
delegating because it takes a lot of up-front effort and I wasn't sure how to go
about doing it.
So I started off with asking
myself, “Would this task be the best use of my time?”. Just because I can do it
does not mean I should. When I am in control of a new project, it is most
probable that my skills could be utilized in taking on large tasks instead of
focusing on smaller ones. By choosing not to delegate the latter, it means that
I am not making the best possible use of my time. Furthermore, from what I have
been reading, delegation is critical in helping my team grow and reach their
However, this does not mean that
I should be delegating every task to my team. As such, I started following a
simple rule: if the answer was yes to at least one of the following questions,
then it would be worth to delegate this task.
- Can someone else do this critical task
instead of me?
- Can someone else benefit by developing
their skills if they take on this task?
- Will this task or a similar one recur in
- Do I have enough time on hand, for
training, checking progress, and rework to delegate this task effectively?
I started off by delegating the
smallest tasks, but in time I started increasing the importance of those tasks.
This helped me in getting to know my team better and improving the trust amongst
After deciding which task to
delegate, the next step for me was to determine to whom should I delegate said
task and how. Taking the following factors into consideration helped me in
deciding to whom to delegate the task to:
- The individual’s experience, knowledge,
working style and skill set.
- Availability of time and resources for
- How independent that individual is.
- The current workload of this person and
if they would have the time to take on more work.
After clearing up the above
steps, it’s time to brief my selected team member. This would include explaining
why they were chosen to tackle the delegated task, what is expected of them, the
goals that have been set out, timelines & deadlines and the resources they will
have at hand. Stress on how the success of the task would impact desired
outcomes for the company as a whole. It’s then important to ensure that my team
member is aware that in the case of problems occurring, I should be notified -
and will be available to provide guidance when needed.
But I have learned not to allow
the shifting of responsibility back to myself and that I am there to give advice
and not do the task on their behalf. It’s crucial to maintain the balance
between giving people enough space to use their abilities to the maximum effect
and being able to monitor and support the process to ensure the job is being
done correctly and efficiently. I keep my mind occupied only with what the
result is, rather than worrying about the means of getting it done. Key to
building trust and success is understanding and accepting that others do things
I have also understood that when
first delegating a task to someone, I have noticed that, most times, they would
take a longer time to complete it. It is because that in many cases, the person
is still learning - therefore I had to learn to remain patient until that person
is going through the learning curve but then I am confident if this task comes
back again they are ready to take it on with ease.
When the delegated task is
finished, it becomes time to review what has been done. I would only accept
fully completed work that is of good quality just because If I were to take work
that I am not entirely satisfied with I knew my team member would not learn how
to do the job correctly. And, in turn, I will also have a lot of work to do on
my end to make amends. But in most cases when I do get the results I envisioned,
I would make sure to give recognition for the efforts that have been put into
After reading all of this, you
must be thinking to yourself that delegation sounds like a whole lot of work
compared to what it’s worth. But you must keep in mind that by efficiently
delegating, you will expand immensely on the amount of work that can be
delivered. Securing you have the time to work on the highest priority tasks,
while others are working on challenging and significant tasks - is a recipe for
To make sure you delegate
effectively, you have to make sure you are choosing the right tasks to delegate,
the right people to delegate to and to delegate in the right way.
Next week, I will share with you
the tools that we are currently using in our company that help us to automate
work and efficiently handle a lot of the repetitive task we deal with on a daily
Next week: 'Automate'
things First' | 'Declutter'
About the Author
Issam Sultan is the Managing
Director of FltCtrl Ltd
headquartered in London, UK.
Combined, the company’s team
of professionals, FltCtrl
has over 40 years of
aviation industry experience
and currently specialises in
developing aviation IT
solutions to the aviation
While working in the UAE
with flight support services firm RamJet Aviation Support for more
than 17 years, Issam became increasingly frustrated by the
complexity of the flight operations process – it was crying out to
be simplified. Aviation requires quick decision making and to do
this, one needs to have all the relevant information at their
fingertips. Team synchronicity is invaluable. From that seed, the
idea for FltCtrl was sown.
Using the latest technology,
FltCtrl has also started
Flock.aero, a Community
Driven Aviation Directory
that aims to give aircraft
operators and suppliers the
power to connect and succeed
in their business. At its
very core Flock is a
directory of all the
airports and suppliers
operating at these airports,
but more importantly it is a
platform where operators and
suppliers can connect and
find new opportunities to
improve their business
BlueSky Business Aviation News | 8thFebruary
2018 | Issue #450