Advertising

Last Updated on November 26, 2020

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

    Feel That Life Is Meaningless? Here’s How to Find Meaning How Self Care Can Help You Live Your Best Life The Careful Art of Delegation: How to Delegate Effectively How the Flow State Helps You Stay Productive and Concentrate What Is A Flow State And How To Achieve It For Productivity

    Trending in Leadership

    1 How To Lead And Manage a Remote Team 2 How To Boost Employee Motivation During Difficult Times 3 7 Effective Ways To Motivate Employees in 2021 4 5 Values of an Effective Leader 5 How to Motivate People Around You and Inspire Them

    Read Next

    Advertising
    Advertising

    Last Updated on September 9, 2021

    10 Best Productivity Planners To Get More Done in 2021

    Advertising
    10 Best Productivity Planners To Get More Done in 2021

    Productivity planners and journals are tools of a trade. There’s an art to productivity. Just like art is very personal to the artist, productivity is very personal to the person. What works for you may not work for me. This is an important distinction if you really want get more done in less time.

    Too many of us dabble in productivity hacks only to move on to the next tool or trend when it didn’t workout for us, missing the lesson of what worked and didn’t work about that tool or trend.

    We put the tool on a pedestal and miss the art. It’s worshipping the paint brush rather than the process and act of painting. We miss the art of our own productivity when the tool overshadows the treasure.

    As an artist, you have many brushes to choose from. You’re looking for a brush that feels best in your hand. You want a brush that doesn’t distract you from your art but partners with you to create the many things you see in your mind to create. Finding a brush like this may take some experimenting, but when you understand that the role of the brush is to bring life to your vision, it’s easier to find the right brush.

    Planners are the same way. You want a productivity journal that supports you in the creation of your vision, not one that bogs you down or steals your energy.

    Let’s dive into the 10 best productivity planners and journals to help you get more done in less time.

    1. The One Thing Planner

    The NY Times best selling book, The One Thing, just released their new planner. If you loved this book, you’ll love this planner.

    As the founder of the world’s largest real estate company Keller Williams Realty, Gary Keller, has mastered the art of focus. The One Thing planner has its roots in industry changing productivity. If you’re out to put a dent in the universe, this may be the planner for you.

    Get the planner here!

    2. The Full Life Planner

    The Full Life Planner is Lifehacks’ ultimate planning system to get results across all your core life aspects including work, health and relationships. This smart planner is 15 years of Lifehack’s best practices and proven success formulas by top performers.

    With the Full Life Planner, you can align your actions to long term milestones every day, week, and month consistently. This will help you to get more done and achieve your goals.

    Get the planner here!

    3. The Freedom Journal

    Creator of one of the most prolific podcasts ever, Entrepreneur on Fire, John Lee Dumas released his productivity journal in 2016. This hard-cover journal focuses on accomplishing SMART goals in 100 days.

    Advertising

    From their site:

    “The Freedom Journal is an accountability partner that won’t let you fail. John Lee Dumas has interviewed over 2000 successful Entrepreneurs and has created a unique step-by-step process that will guide you in SETTING and ACCOMPLISHING your #1 goal in 100 days.”

    Get the planner here!

    4. Full Focus Planner

    Michael Hyatt, author of Platform and host of the podcast “This is Your Life”, also has his own planner called the Full Focus Planner.

    From the site:

    “Built for a 90-day achievement cycle, the Full Focus Planner® gives you a quarter of a year’s content so you aren’t overwhelmed by planning (and tracking) 12 months at a time.”

    This productivity planner includes a place for annual goals, a monthly calendar, quarterly planning, the ideal week, daily pages, a place for rituals, weekly preview and quarterly previews. It also comes with a Quickstart lessons to help you master the use of the planner.

    Get the planner here!

    5. Passion Planner

    They call themselves the #pashfam and think of their planner as a “paper life coach”. Their formats include dated, academic and undated in hardbound journals with assorted colors. With over 600,000 users they have a track record for effective planners.

    From the site:

    “An appointment calendar, goal setting guide, journal, sketchbook, gratitude log & personal and work to-do lists all in one notebook.”

    They have a get-one give-one program. For every Passion Planner that is bought they will donate one to a student or someone in need.

    They also provide free PDF downloads of their planners. This is a great way to test drive if their planner is right for you.

    Advertising

    Get the planner here!

    6. Desire Map Planners

    If you’re looking for a more spiritually oriented planner, Danielle LaPorte, author of The Desire Map, created the Desire Map Planners. With Daily planners, Weekly planners and Undated planners you can find the right fit for you.

    Behind this planner is the Desire Map Planner Program including 3 workbooks that not only support you in using the planners but guide you in your thought process about your life and intentions you’re using the planner to help you fulfill.

    Get the planner here!

    7. Franklin Covey Planners

    The grandfather of all planners, Franklin Covey, has the most options when it comes to layouts, binders, and accessories. With over 30 years in the productivity planner business, they not only provide a ton of planner layouts, they also have been teaching productivity and planning from the beginning.

    From the site:

    “Achieve what matters most with innovative, high quality planners and binders tailored to your personal style. Our paper planning system guides you to identify values, create successful habits, and track and achieve your goals.”

    Get the planner here!

    8. Productivity Planner

    From the makers of the best selling journal backed by Tim Ferriss, “The Five Minute Journal”, comes the Productivity Planner.

    Combining the Ivy Lee method which made Charles Schwab millions with the Pomodoro Technique to stay focused in the moment, the Productivity Planner is both intelligent and effective.

    It allows for six months of planning, 5-day daily pages, weekly planning and weekly review, a prioritized task list, Pomodoro time tracking, and extra space for notes.

    From the site:

    “Do you often find yourself busy, while more important tasks get procrastinated on? The Productivity Planner helps you prioritize and accomplish the vital few tasks that make your day satisfying. Quality over quantity. Combined with the Pomodoro Technique to help you avoid distractions, the Productivity Planner assists you to get better work done in less time.”

    Get the planner here!

    9. Self Journal

    Endorsed by Daymond John of Shark Tank, the Self Journal takes a 13 week approach and combines Monthly, Weekly and Daily planning to help you stay focused on the things that really matter.

    Self Journal includes additional tools to help you produce with their Weekly Action Pad, Project Action Pad, the Sidekick pocket journal to capture your ideas on the go and their SmartMarks bookmarks that act as a notepad while you’re reading.

    Get the planner here!

    10. Google Calendar

    You may already use Google Calendar for appointments, but with a couple tweaks you can use it as a productivity planner.

    Productivity assumes we have time to do the work we intend to do. So blocking time on your Google Calendar and designating it as “busy” will prevent others from filling up those spaces on your calendar. Actually using those blocks of time as you intended is up to you.

    If you use a booking tool like Schedule Once or Calendly, you can integrate it with your Google Calendar. For maximum productivity and rhythm, I recommend creating a consistent “available” block of time each day for these kinds of appointments.

    Google Calendar is free, web based and to the point. If you’re a bottom line person and easily hold your priorities in your head, this may be a good solution for you.

    Get the planner here!

    Bonus Advice: Integrate the 4 Building Blocks of Productivity

    Just as important to productivity planners as the tool are the principles that we create inside of. There are 4 building blocks of productivity, that when embraced, accelerate your energy and results.

    The four building blocks of productivity are desire, strategy, focus and rhythm. When you get these right, having a productivity planner or journal provides the structure to keep you on track.

    Block #1: Desire

    Somehow in the pursuit of all our goals, we accumulate ideas and To-Do’s we’re not actually passionate about and don’t really want to pursue. They sneak their way in and steal our focus from the things that really matter.

    Underneath powerful productivity is desire. Not many little desires, but the overarching mother of desires. The desire you feel in your gut, the desire that comes from your soul, not your logic, is what you need to tap into if you want to level up your productivity.

    Advertising

    A productivity planner is just a distraction if you’re not clear on what it’s all for. With desire, however, your productivity planner provides the guide rails to accomplish your intentions.

    Block #2: Strategy

    Once you’re clear on your overarching desire, you need to organize your steps to get there. Let’s call this “strategy”. Strategy is like assembling a jigsaw puzzle. You must first turn over all the pieces to see patterns, colors, connections and find borders.

    In business and life, we often start trying to put our “puzzle” together without turning over all the pieces. We put many items on our To-Do lists and clog our planners with things that aren’t important to the bigger picture of our puzzle.

    Strategy is about taking the time to brain dump all the things in your head related to your goal and then looking for patterns and priorities. As you turn over these puzzle pieces, you’ll begin to see the more important tasks that take care of the less important tasks or make the less important tasks irrelevant.

    In the best selling book, The One Thing, the focusing question they teach is:

    “What’s the One thing I can do, such that by doing it, everything else is easier or unnecessary?”

    This is the heart of strategy and organizing what hits your planner and what doesn’t.

    Block #3: Focus

    With your priorities identified, now you can focus on the One Thing that makes everything else easier or unnecessary. This is where your productivity planners and journals help you hold the line.

    Because you’ve already turned over the puzzle pieces, you aren’t distracted by new shiny objects. If new ideas come along, and they will, you will better see how and where they fit in the big picture of your desire and strategy, allowing you to go back and focus on your One Thing.

    Block #4: Rhythm

    The final building block of productivity is rhythm. There is a rhythm in life and work that works best for you. When you find this rhythm, time stands still, productivity is easy and your experience of work is joyful.

    Some call this flow. As you hone your self-awareness about your ideal rhythm you will find yourself riding flow more often and owning your productivity.

    Without these four building blocks of productivity, you’re like a painter with a paintbrush and no idea how to use it to create what’s in your heart to create. But harness these four building blocks and find yourself getting more done in less time.

    The Bottom Line

    Your life is your art. Everyday you have a chance to create something amazing. By understanding and using the four building blocks of productivity, you will set yourself up for success no matter which planner, or “paintbrush”, you choose to use.

    Advertising

    As you experiment with different planners you will narrow which one is best for you and accelerate your path to putting a dent in the universe.

    More Tools to Boost Your Productivity

    Featured photo credit: Anete Lūsiņa via unsplash.com

    Read Next