As I alluded to at the end of Part IX, in theory there is no such thing as Subordinate-Imposed Time, but since practice often deviates from theory, in the real world, there
is such a thing as Subordinate-Imposed time. Subordinate-Imposed Time is time spent doing things that a subordinate asked you to do. Back to theory - in theory in a typical organizational chart the people who give the orders are at the top and those who get ordered are lower down - there are invisible arrows always pointing
down. But sometimes a crafty subordinate will figure a way to switch that arrow around so that it's pointing
up. Usually this takes the form of a subordinate either not knowing how to do something (bad training perhaps?) or not wanting to take responsibility for the things listed in their job description. With the former, the manager has to get involved to either retrain the subordinate or to do the job herself; in the latter will also result in the manager having to do the work personally. In order to eliminate or minimize Subordinate-Imposed Time, the professional manager must internalize the reality that the job of a manager is not to
do things, but to
see that things get done. William Oncken, in his book
Managing Management Time lays out five levels for a subordinate:
- Wait until being told before doing anything
- Ask what to do before doing anything
- Make independent decisions regarding what to do, but check with a manager before actually doing it
- Make independent decisions regarding what to do, informing the manager after the fact what was done
- Make independent decisions regarding what to do, routine reporting in only
#1, it should be fairly obvious to see, should only apply to brand-new people who barely know what their job is, let alone how to do it; although I have seen this behavior in people who had been in a job long enough to know the basics. Even the newest employee will quickly move to #2 and ask "What do I do now?" after completing a task.
#2 is where most entry-level employees spend most of their day. The boss gives them a to-do list, the employees complete the list and then go ask what to do next. This is why I have never been a big supporter of to-do lists, it limits the employee to a certain set of tasks and doesn't encourage them to think
#3 is where you want your employees to be fairly quickly. rather than give them a list, give them a vision of how you want things to be when they are done. Back when I worked in a grocery store we had a position that was called "grocery clerk", these employees, usually high school students working their first job, were responsible for bringing in stray shopping carts, filling displays, straightening out the aisles, cleaning bathrooms and overall customer service. A "okay" clerk did the items on the list and then asked a manager what to do, or reverted to #1 and didn't do anything! A good grocery clerk knew that his job included all the aforementioned things and organized his time to get them all done, prioritizing as needed, usually checking with the manager if he was going outside or taking a break.
#4 is the goal for your employees. To extend the grocery clerk example, a manager didn't need a great grocery clerk to check in except occasionally during a shift, and trusted the clerk to do what needed to be done without being repeatedly told. This is also where you want all supervising or managing employees to be.
#5 is where very few people have they confidence to be, and what very few managers have the trust to allow. This is where true delegation takes place. Delegation is where an employee knows what needs to be done and does it, secure in the knowledge that they have the responsibility and the authority to get it done. Delegation from the manager's perspective is where the manager has done sufficient training and instruction for the subordinate and has enough confidence and trust in the subordinates ability to allow that independence. It is the opposite of assigning, which is what takes place in #1 and #2, and a little bit in #3.
The independence scale can be looked at somewhat like an insurance policy. With #1 you have a pretty high premium (the time you have to spend in Subordinate-Imposed Time) but a low deductible (amount of exposure to risk - you're involved 100%, so there's no chance a subordinate's actions can get you in trouble). With #5 you have a low premium (very little time spent supervising the subordinate) but a very high deductible, or exposure to risk (it's still your ass on the line if the subordinate messes up). If you have an aversion to risk (i.e. trusting your subordinates) then you'll be stuck forever with subordinates who can't decide what hand to wipe their butts with without consulting you first; but if you can train and coach your people to rise to the higher numbers on the independence scale, then you will have all but eliminated a significant demand on your time.
There's another side to this. Unless you are at the top of the corporate pyramid, you have a boss. Maybe you have a boss who believes in the levels of independence and strives to eliminate her Subordinate-Imposed Time, freeing you to operate at Level Five, but more likely you have a manager who likes to micromanage to some extent. Then it becomes your job to manage your boss in order to get yourself higher on the independence scale.