Welcome to the Scaling Therapy Practice podcast. In this episode, James Marland and David Hall dive into the topic of delegation, sharing valuable insights and practical tips for entrepreneurs and practice owners. They discuss the importance of clear communication, defining outcomes, and managing expectations when delegating. 

The Decision-Making Delegation Framework for Therapists

Marland discusses a delegation-making framework from Mike Michalowicz's program, "Run Like Clockwork." He highlights the importance of three key elements: permission, information, and outcome. To make effective decisions, one needs permission within their roles, the right information, and a clear outcome to achieve. Marland emphasizes that if any of these elements are missing, it's essential to communicate with the person assigning the work and seek clarification or guidance.

Defining Clear Outcomes

David Hall expresses his concerns about defining clear outcomes when delegating tasks, especially for those who struggle with organization. He shares his frustration with disorganization and the need to measure the impact of delegating tasks effectively. Hall acknowledges that as therapists, many tend to be intuitive feelers rather than objective measures. However, he highlights the importance of setting measurable outcomes and engaging in a discipline of clear communication to avoid disappointment.

The Role of Clarity and Check-Ins

James Marland emphasizes the significance of clarity and early check-ins when delegating tasks. Providing clear instructions, and defining the finished product, timeframe, and required resources can help virtual assistants or team members understand the expectations. Marland also suggests scheduling early check-ins to provide feedback and ensure that the delegated tasks align with your desired outcome. These check-ins allow for course correction and prevent potential disappointments.

Delegate the Outcome 

One key aspect of effective delegation is ensuring that your direct reports and virtual assistants understand the desired outcome, rather than just the assigned tasks. By clearly communicating the outcome you wish to achieve, you provide them with a sense of purpose and direction. When individuals understand the bigger picture and the ultimate goal, they can contribute more meaningfully and creatively to the process. This approach encourages them to think critically and take ownership of their work, going beyond simply completing tasks. It empowers them to make informed decisions and find innovative solutions that align with the desired outcome. Ultimately, helping your team members understand the outcome fosters a sense of shared purpose and motivates them to strive for excellence in their work.

The Forest, Not Just the Trees

When it comes to delegation, it's essential to keep the bigger picture in mind. David Hall uses the metaphor of the forest and the trees to explain this concept. He emphasizes that the outcome or the gestalt of the situation is more critical than individual tasks. David says, "It's not about a collection of trees; it's about the forest." By shifting our focus to the experiential outcome for clients, therapists can create a more meaningful and holistic therapeutic process.

Understanding the Gestalt David explains that therapists often have a natural inclination towards the bigger picture, as they are more intuitive and focused on the overall outcome. This allows them to think beyond the individual pieces and consider the client's experience as a whole. He advises fellow therapists to lean on their strengths and think about the experiential outcome they want their clients to have.

The goal is the Outcome James Marland adds to the discussion, emphasizing that the ultimate goal is the outcome, not the specific method or task. He states, "The goal is not the method; the goal is the outcome." James believes that different clients require different approaches, and therapists need to adapt their methods to each individual. This flexibility allows therapists to maintain a strong therapeutic alliance and facilitate positive change.

Effective Delegation and Trust

Delegating tasks is a crucial aspect of scaling your therapy practice, but it requires trust between the therapist and the individual to whom tasks are assigned. James explains the importance of trust and the need for regular check-ins to ensure that tasks are completed correctly.

Trust and Verify Delegated Tasks

James suggests adopting a "trust but verify" approach when delegating tasks. Once a therapist has established trust with their assistant, they can have less frequent check-ins. However, it's vital to maintain a certain level of verification to ensure tasks are being accomplished effectively. James recommends checking in regularly during the initial stages and gradually reducing the frequency as trust is established.

Ownership and Responsibility is Key to Delegation

Ownership plays a significant role in effective delegation. When someone takes ownership of a task, they become responsible for it, ensuring its completion. David highlights the importance of ownership and mentions that owning both success and failure is essential. It fosters a culture of accountability and trust within the team. By taking responsibility for their actions, assistants can build trust with therapists and demonstrate their commitment to the practice's success.

Clear Delegation and Role Definition 

To delegate effectively, it's crucial to have clear role definitions within your practice. David and James discuss their experiences as co-business owners and emphasize the need for explicit role assignments. By clearly defining responsibilities, both partners can work in harmony and avoid confusion or overlapping tasks.

Avoid Delegating to the Room 

David warns against delegating tasks to a group or leaving them ambiguous, as this can lead to miscommunication and hinder task completion. Instead, he advises delegating tasks to specific individuals, ensuring that they take ownership of the responsibility. By doing so, tasks are more likely to be completed efficiently and effectively.

Flexible Collaboration 

While clear delegation is vital, it's also important to maintain flexibility and open communication within the team. David and his wife, who is also his business partner, demonstrate how they collaborate and support each other within their counseling business. They have distinct roles but are free to ask for assistance when needed. This balance ensures that responsibilities are clear, but the team can provide support to one another as required.

Using Effective Delegation to Scale Your Therapy Practice

Scaling your therapy practice requires effective delegation practices. By focusing on the outcome, building trust, and maintaining clear communication, therapists can delegate tasks efficiently and ensure their practice's success. Remember to listen to your disappointment, address it as a discussion starter, and use visuals and check-in meetings to enhance clarity and accountability. Trust, open communication, and a well-defined delegation process are the keys to scaling your therapy practice.

Tips for Better Delegation:

• Realize most people working for you want to do a good job and feel like a winner.
• Shift your mindset from "how" is this going to get done to "who" is the best person to get this done when delegating tasks. Considering the power of specialization and empowering others.
• The three elements of great delegation are permission, information, and outcomes.  
• Communicate clearly not just the tasks but the outcomes you want your direct report to achieve. 
• Provide enough clarity and information so the direct can achieve success. 
• Clearly defined responsibilities and who owns the task. 
• Use regular check-ins and clear reporting of task completion, especially during the early stages of delegation. 
• Your feelings of disappointment will point to what is missing in the delegation process. Feelings of disappointment may not mean “Bring the hammer down” it might point to a failure of communicating permission, information, or outcome. 
• Trust is everything. When you lose trust you lose the ability to get things done. 
• Always make the last step in an assignment is communicating that the task is done. 

Links and Resources

• The Pumpkin Plan on Amazon
• Instagram Counseling Memes
• Run Like Clockwork
• Make a Copy of the SOP Spreadsheet for Virtual Assistants
• PsychMaven - Online Training for Therapists
• Beginner’s Guide for Creating Knowledge Income - Passive Income Course for Therapists
• Join the discussion group on Facebook for Assistants, Automation, and AI for Mental Health Providers
• Builder Type Assessment - grow without the grind
• Email James to talk about questions or problems about scaling: [email protected]