Any project hand-offs or delegated tasks have the potential, if handled incorrectly, to be costly in terms of time, money and resources. I find that taking the time to hand off with professionalism, consistency and just a bit of attention to detail goes a long way.
The following procedure is the one I have found to be most effective:
Assigning the Task
The task giver communicates the following:
- What the task is in appropriate detail
- How much time is available for the task
- The date/time the task needs to be completed
Receiving the Assignment
The task recipient acknowledges in writing the following
- A short summary of the task, in their own words
- How long it is expected to take
- The anticipated date/time of completion
Completing the task
A hand-off isn’t actually finished when the task is complete!
- Report to the task giver when the task is complete, indicating how much time was spent on it.
- As a task assigner, always provide feedback and acknowledge that you have received notice of completion. Follow up to ensure interested parties are notified and, if applicable, hours are billed appropriately.