The Ultimate Delegation Framework
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Today’s Overview:
The CPQQRT Framework is a powerful tool that can help project managers delegate tasks effectively and solve complex problems efficiently.
With the CPQQRT Framework, project managers can allow their team members to fully understand the context, purpose, quality standards, quantity, required resources, and time frame for any given task, which can help to prevent misunderstandings and ensure that projects are completed to the highest possible standard.
Whether you're delegating tasks to team members, collaborating with architects and engineers, or solving complex problems on the job site, the CPQQRT Framework can help you to communicate effectively, stay organized, and achieve your goals.
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One Framework:
The C-P-Q-Q-R-T Delegation Framework
Assigning tasks and initiatives to your team members is a critical component of your work as an influential project manager. How you do it one of the biggest drivers for how successful your team’s overall performance will be.
Introducing the the C-P-Q-Q-R-T model for delegating or receiving a task.
CPQQRT might not roll off the tip of your tongue but it is a great mnemonic for understanding and clarifying the required elements of a task, both for the person assigning the task and the person it is assigned to.
The task is in the mind of the manager and the framework is a tool to support the communication of this to someone else. If the Manager cannot write down or articulate what they want from the task – then how can anyone else be expected to deliver on it?
When your direct reports are clear about what they are being asked to do and why, they are much more likely to deliver what you want, when you want it, and with minimal requirements for your time along the way.
The better you get at this, the more effective your time will be.
Clear articulation of the task, activity, or plan using this framework allows for a greater level of understanding and clarity between the task giver and task receiver.
This ends up generating more effective results and a lot less confusion and frustration.
What is CPQQRT?
CPQQRT is six prompts for the things that you should address when briefing a team member on a new task:
Context
Purpose
Quality
Quantity
Resources
Time
It was developed by Elliot Jaques, a Canadian organizational psychologist, and first referenced in 1994 in the book "Executive leadership: A Practical Guide to Managing Complexity".
CPQQRT is a core framework that supports project and team member success.
It ensures our communication is clear, comprehensive, and complete.
Let’s look at each element of the CPQQRT framework in detail.
Setting Context
Context aims at setting the scene and provide clarity about what brought about the task, linkages to other tasks, and anything that could in any substantive way influence what we are trying to achieve.
Questions to ask:
Why is this important?
Who is concerned?
What is the history?
Defining Purpose
This is the reason for the work – not the work itself.
It clarifies why we are we doing this and what do we hope to achieve by doing so?
Questions to ask:
What is the overarching “why”?
What do you want this project or task to do or not do?
How will you know the goal will be achieved?
Describing Quality
Quality can be described in more general terms. For example, within industry, safety, or environmental standards.
Quality can also have a relationship angle as in: achieve xyz and establish a working relationship with stakeholder ABC.
Questions to ask:
In what format?
What will the output be like?
What level of detail is required?
Describing Quantity
This can be tricky for more complex tasks but it refers to the output in numbers and answers the question: how many?
Questions to ask:
How long?
How many?
Identifying Resources
These are the resources that will be available to deliver the task to the desired quantity/quality and include:
Money (budget)
Equipment (e.g. software, whiteboards, AV)
Meeting rooms
People and their availability (e.g. Board, Exec, Staff)
External support (if applicable)
Project sponsor/manager and their availability
Central support (e.g. PMO, IT, Admin)
Establishing Time
The final element is about establishing detailed timelines for the project – when activities need to be completed, by what date, and what time frames are available for each stage of the project.
Remember, ASAP is not a date and is never clear enough.
Questions to ask:
What is the last responsible moment?
What are the fixed deadlines?
What is the lead time required for each step?
How frequently should follow ups be?
Putting It All Together
Now let’s look at an example of how easy but effective these prompts can be.
In this example, I’ll take a complicated issue that I’ve uncovered in the field and assign it to an architect so they can take action and come back to me with the information needed to resolve the problem.
Context
Hi, I wanted to talk to you about an issue we're facing on the job site. We've discovered a design issue with the steel beams that will impact the structural integrity of the building if we don't address it quickly.
Purpose
The purpose of this task is to work together to find a solution to the steel beam design issue in a way that preserves the structural integrity of the building and maintains the project schedule.
Quality
We need to ensure that any solution we propose meets all necessary building codes and regulations and does not compromise the overall quality or safety of the project.
Quantity
We need to identify at least three viable solutions to the steel beam design issue and evaluate the pros and cons of each option.
Resources
To complete this task, we'll need access to the building plans, as well as any relevant engineering reports and specifications. We may also need to consult with the structural engineer and other relevant parties to ensure that any solution we propose is feasible and safe.
Time
We need to have the 3 options on the table for evaluation by next Tuesday to ensure that we can implement any necessary changes without causing significant delays or additional costs. From there, we need to make a final decision on how to fix the steel beam issue before MON. 4/3/2023 in order to maintain the current project schedule.
By using the CPQQRT framework, project leaders can clearly communicate the context, purpose, quality standards, quantity, required resources, and time frame for delegating a task or resolving a complex issue.
Final Takeaways
If you are serious about maximizing your efficiency, influence, and impact, it’s critical to learn how to delegate effectively.
Try this tool out and see the difference they can make in how things get done.
If you want to do a few small things right, do them yourself. If you want to do great things and make a big impact, learn to delegate.” - John C. Maxwell
Until next week,
Kyle Nitchen
Influential Ideas
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