Advertising

How to Start Delegating Tasks Effectively (Step-by-Step Guide)

Advertising
How to Start Delegating Tasks Effectively (Step-by-Step Guide)

All managers and leaders must master the art of the delegation process. Understanding how and when to allocate responsibility to others is essential in maintaining a high level of productivity, both on a personal and organizational level. Delegating tasks is also essential for effective leadership.

To learn how to delegate is to build a cohesive and effective team that can meet deadlines. Moreover, knowing when and how to delegate work will reduce your workload, thus improving your wellbeing at work and boosting your job satisfaction. Unfortunately, many leaders are unsure how to delegate properly or are hesitant to do so.

In this guide, you will discover what delegation really entails, how delegating tasks benefits your team, and how to assign tasks effectively.

The Importance of Delegation

An good leader knows how to delegate. When you delegate some of your work, you free up your time and achieve more on a daily basis.

Effective delegation also promotes productivity and good time management within a team by drawing on the existing skill set of its members and allowing them to develop new knowledge and competencies along the way. The result is a more flexible team that can share roles when the need arises[1].

When you are willing to delegate, you are promoting an atmosphere of confidence and trust. Your actions send a clear signal: as a leader, you trust your subordinates to achieve desired outcomes. As a result, they will come to think of you as a likeable and effective leader who respects their skills and needs.

Delegation isn’t about barking orders and hoping that your staff falls in line. A manager’s job is to get the very best from those under their supervision and, in doing so, maximizing productivity and profit[2].

Here’s an example of bad delegation:

Advertising

Dilbert - delegating work

    Careful delegation helps to identify and capitalize on the unique strengths and weaknesses of the team members. Delegation also boosts employees’ engagement as it proves that the managers are interested in drawing on their talents.[3]

    Why Do People Fear Delegating Tasks?

    Delegation boosts productivity, but not all managers are willing or able to delegate.[4] Why? Here’re some common reasons:

    • They resent the idea that someone else may get the credit for a project.
    • They are willing to delegate in principle but are afraid their team won’t be able to handle more responsibility.
    • They suspect that their staff is already overworked and feel reluctant to increase their burden.
    • They suspect that it’s simpler and quicker just to do a task themselves.
    • They dislike the idea of letting go of tasks they enjoy doing.
    • They fear that if they delegate responsibility, their own manager will conclude that they can’t handle their workload.

    The Difference Between Delegation and Allocation

    Most people think that delegation and allocation are synonymous, but there is an important distinction to be made between the two.[5]

    When you allocate a task, you are merely instructing a subordinate to carry out a specific action. You tell them what to do, and they do it—it’s that simple.

    On the other hand, delegation involves transferring some of your own work to another person. They do not just receive a set of instructions. The important part is that they are placed in a role that requires that they make decisions and are held accountable for completing the task.[6]

    How to Delegate Tasks Effectively

    So what’s the best way to delegate work so you can fight the fear of delegation, build an efficient team, and work faster? Here’s a step-by-step guide:

    1. Know When to Delegate

    By understanding how much control you need to maintain over a situation, you can determine the best strategy for empowering workers. There are 7 levels of delegation that offer workers different degrees of responsibility.

    Advertising

    This brief video explains these levels and offers examples of when it’s appropriate to use each one:

    Delegation occurs along a spectrum. The lowest level of delegation happens when you tell other people what to do. It offers little opportunity for employees to try new approaches. The most empowering form of delegation occurs when you are able to give up most of your control over the project to the employee.

    Knowing how to delegate work helps you understand how to connect people with tasks that make the best use of their talents. When done properly, it ensures that you will get the best end-result.[7]

    When you’re deciding how to delegate work, ask the following questions:

    • Do you have to be in charge of this task, or can someone else pull it off?
    • Does this require your attention to be successful?
    • Will this work help an employee develop their skills?
    • Do you have time to teach someone how to do this job?
    • Do you expect tasks of this nature to recur in the future?

    2. Identify the Best Person for the Job

    You have to pass the torch to the right team member for delegation to work. Your goal is to create a situation in which you, your company, and the employee have a positive experience.

    Think about team members’ skills, willingness to learn, and their working styles and interests. The person you delegated will be able to carry out the work more effectively if they’re capable, coachable, and interested. When possible, give an employee a chance to play to their strengths.

    Inexperienced workers may need more guidance than seasoned veterans. If you don’t have the time to set the newer employee up for success, it’s not fair to delegate to them.

    You also have to consider how busy your employees are. The last thing you want to do is overwhelm someone by giving them too many responsibilities.

    Advertising

    3. Tell and Sell to Get the Member Buy-In

    After you’ve found the perfect person for the job, you still have to get them to take on the new responsibility. Let them know why you chose them for the job.[8] When you show others that you support their growth, it builds a culture of trust. Employees who see delegated tasks as opportunities are more likely to be invested in the outcome.

    When you’re working with newer employees, express your willingness to provide ongoing support and feedback. For seasoned employees, take their thoughts and experiences into account.

    4. Be Clear and Specific About the Work

    It’s critical to explain to employees why the project is necessary, what you expect of them, and when it’s due.[9] If they know what you expect, they’ll be more likely to deliver.

    By setting clear expectations, you help them plan how to carry out the task. Set up project milestones so that you can check progress without micromanaging. If your employee has trouble meeting a milestone, they still have time to course correct before the final product is due.

    This type of accountability is commonly used in universities. If students only know the due date and basic requirements for completing major research papers, they might put off the work until the eleventh hour. Many programs require students to meet with advisers weekly to get guidance, address structure, and work out kinks in their methods in advance of deadlines. These measures set students up to succeed while giving them the space to produce great work.

    5. Support Your Employees

    To see the best possible outcomes of delegating, your subordinates need resources and support from you. Connect them with training and materials to develop skillsets they don’t already have.[10]

    It may take more time up front to make resources available, but you’ll save time by having the work done correctly. For recurring tasks, this training pays off repeatedly.

    Sometimes employees need help to see what they’re doing well and how they can improve. Giving and receiving feedback is an essential part of delegating tasks. This is also a good way to monitor the delegated tasks as a leader. While you can keep track of the progress of the tasks, you are not micro-managing the employees.

    Advertising

    Throughout the project, periodically ask your employees if they need support or clarification. Make it clear that you trust them to do the work, and you want to create a space for them to ask questions and offer feedback. This feedback will help you refine the way you delegate work.

    6. Show Your Appreciation

    During periodic check-ins, recognize any wins that you’ve seen on the project so far. Acknowledge that your employees are making progress toward the objective. The Progress Principle lays out how important it is to celebrate small wins to keep employees motivated.[11] Workers will be more effective and dedicated if they know that you notice their efforts.

    Recognizing employees when they do well helps them understand the quality of work you expect. It makes them more likely to want to work with you again on future projects.

    Bottom Line

    Now that you know exactly what delegation means and the techniques to delegate work efficiently, you are in a great position to streamline your tasks and drive productivity in your team.

    To delegate is to grant autonomy and authority to someone else, thus lightening your own workload and building a well-rounded, well-utilized team.

    Delegation skills might seem complicated or scary, but it gets much easier with time. Start small by delegating a couple of decisions to members of your team over the next week or two.

    More Tips for Productive Leadership

    Featured photo credit: CoWomen via unsplash.com

    Reference

    More by this author

    Leon Ho

    Founder & CEO of Lifehack

    How to Create a Good Work-Life Balance Realistically What Is Life About? How to Find Your Meaning in Life How to Prevent Inaction from Leading to Regret What Is a Midlife Crisis and How to Deal With It How to Create Life Goals And Put Them into Action

    Trending in Leadership

    1 5 Ways to Manage Conflict in a Team Effectively 2 How to Manage a Failing Team (Or an Underperforming Team) 3 7 Reasons Why Team Management Is Important 4 How to Be a Good Manager And Leader 5 How to Manage a Team Effectively as a New Manager

    Read Next

    Advertising
    Advertising

    Last Updated on January 13, 2022

    How to Use Travel Time Effectively

    Advertising
    How to Use Travel Time Effectively

    Most of us associate travel and time with what we’re going to do one we get to our destination. Planning and mapping out what to do once you arrive can certainly make for a more pleasurable vacation, but there are things you can do while you are on your way that can make it even better.

    Sure, you can plan for the things you’re going to do on your vacation while you are travelling en route – but what about making use of that time for other things that you don’t usually do when you’re at home? You don’t need to have your gadgets with you to do it, and you can really connect with yourself if you take the time to manage your life while heading towards your vacation destination.

    Here are some great tips to help you with your time management while you travel, some of which are more conventional than others. Nonetheless, you can find out what works best for you and apply them accordingly depending on when and how you are travelling.

    Advertising

    1. Take Your Time Getting There

    As I write this, I’m on a flight to San Francisco. Flying is the fastest way to get from place to place, and for many people it’s really the only way to travel.

    But I’ve often taken the train or ferry on trips so that I have extra time without distraction to get more done. I’m not worrying about navigation or lack of space to do what I want to do. Instead I’m able to focus on getting stuff done during the time I’ve got without feeling rushed. For example, when I took the train from Vancouver to Portland, it was an eight hour trip and I managed to get a ton of writing done and closed a lot of open loops. It also was less expensive than flying, which was a bonus.

    Sometimes taking the long way to get somewhere on vacation can be the best thing for you to get somewhere with your life.

    Advertising

    2. Go Gadget-Free

    This is going to be a tough one for a lot of you. But why do you need to bring your gadgets with you when you go on vacation? It isn’t be a bad idea to leave all but one of them behind, and only pull out that one when you absolutely need to do so. In some countries, you’d be wise to be discreet with them anyway since flaunting them in front of those that are less fortunate than you isn’t a good practice. While it may not seem like flaunting to you, in different cultures it can definitely come across that way.

    If you can’t go gadget-free, then at least go Internet-free. If you use a task management app that requires syncing across your multiple devices to be effective, remember that if you only have the one device with you then it can be the “master device” for the time being and will store your data locally anyway. Just sync up when you get home.

    3. Reflect and Prepare

    Finally, going on any sort of excursion gives you the perfect opportunity to reflect on where you’ve been. The fact you have removed yourself from where you usually are can give you a perspective that you simply can’t get when you’re at home. You may want to journal your thoughts during this time – and by taking more time to get to your destination you’ll have more time to dig deeper into it.

    Advertising

    After a period of reflection – however long that happens to be – you can then begin to not only prepare for the rest of your travels, you can prepare for the rest of what happens afterward. The reflection period is important, though. You need to really know where you’ve been in order to properly look at where you want to be. Time away from things gives you that chance.

    Conclusion

    Traveling isn’t always about where you’re going and how quickly you can get there. In fact, it’s rarely about that at all.

    More often it’s where you’re at in your head that will dictate how much you benefit from traveling. So don’t just go somewhere fast. Instead, take your time on the way there and take the time to connect with not only where you are but who are while you’re there.

    Advertising

    If you do that, you’ll have a better chance to be who you want to be when you leave.

    Featured photo credit: bruce mars via unsplash.com

    Read Next