How To Delegate

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There are a few different options for project delegation:

  • Written instructions
  • Voice memos
  • Video recordings

Below we will discuss the benefits of each method and how to go about delegating a project. But first, let’s talk about what to include.

This is important!

However you choose to delegate, it is essential that you include the correct information. Failure to do so will often result in delayed turnaround times or completed projects that aren’t quite what you were looking for. We want to produce GREAT work for you! Help us do that by giving us everything we need. To ensure that our working relationship runs smoothly, please try to keep these guidelines in mind:

Make sure we have login information, and that it’s CORRECT!
We can’t tell you how often we’ve received login information that is wrong. We get it, keeping track of passwords is an endlessly exhausting battle. But if you can test the login information before you send it, it will save us both a lot of time.

Include all of the resources we need.
We aren’t always sure what we need from you until we start digging into the project. If you can make sure that we have everything ahead of time, the whole project will go smoother. Double-check that we have the direct links that we need, access to images you’d like us to use, etc. We need all of the pieces! Try to use exact names of documents and resources that you’d like us to work from so that we know we are looking in the right place, and make sure we have access to what we need.

Be clear and include details.
Where do we find the resources we need to complete the project? Are there specifics that you’re hoping to see? Is there a certain date that you need it by? It’s helpful to us if you can communicate what you are hoping to get out of a project. Sometimes this can be done by including links to examples.

Think of problems that might come up.
Yes, you won’t be able to catch everything. But before you submit your project, read through and make sure that you would understand the instructions if you were trying to complete the project yourself.

Now that we have covered all of that, let’s talk about options for project delegation.

Written Instructions

Our standard form of project delegation is through the Project Submission Form. It’s easy to follow and tells you exactly what we need from you! Here are some notes to keep in mind:

  • Each project should be submitted individually. For example, if you want us to create a social media template to promote your blog posts every week and then create social media posts to promote the blog post you released this week, that’s two separate projects. First, submit a project to create a template and tell us what you want. Include links to examples if you’ve seen social media templates that you really love. Then once your templates are finalized, submit a project to create social media posts using those templates and promoting your latest blog post.
  • Include as much detail as possible. Make sure that we have all of the logins, resources, and instructions that we need.

Voice Memos

Note: there will be a .25 project setup fee applied to each project submitted through a voice memo since it takes a little more time to sort through.

Sometimes writing out instructions just doesn’t cut it. Maybe you don’t have the time to sit down and write the instructions out. Maybe you’re just not a write-it-out kind of person. That’s okay! Try a voice memo. Fit it in where it works for you. Just record yourself talking about the project while you’re driving (but be careful) or on a walk, and then email the recording to us and we will build the project. Here are some voice memo options that you can use:

From your phone:

  • Most iphones come with an app called Voice Memos
  • Most Androids come with an app called Voice Recorder
  • If you’re not sure if your phone has one, try searching for “memo” or “voice” – you may be surprised!
  • If your phone doesn’t have one, search your app store and find a free option to use

Video Recordings

Note: there will be a .25 project setup fee applied to each project submitted through a video recording since it takes a little more time to sort through.

Sometimes projects are too hard to give instructions for. It can be easier to show how to do it instead of tell how to do it. Zoom is a great tool for this. Zoom is made for video communications. You can use Zoom to host a meeting and video chat with another person, but for our purposes, we will be using it to make a video recording of project instructions. Here’s how:

1. Download Zoom. The first step is to download Zoom’s basic, personal meeting plan. It’s free! Create your account here.

2. Start a “Meeting.” Once you have created a Zoom account, you can log in at zoom.us. On the top right of your dashboard, click on “Host A Meeting” (image below) and then “with video on.” Note that when the meeting starts you will need to join audio.

3. Record. You can find instructions on how to record here. Our personal preference is to save the recording to the computer. When you end the meeting, you will see a new Zoom window with a progress bar as the recording converts. When it is complete, it will open a window with three recordings. Rename the one that is called “zoom” and drag it to your desktop so that you can find it and send it to us. That’s all we need!

4. Screen Share. Sharing your screen during the video recording can be a handy way to give project instructions. Here are instructions on how to share your screen, so that we can follow along.

Once your recording is complete, email it to us and we will turn it into a project. Remember that with all forms of project delegation you want to include all information, resources and an idea of your expectations!