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Last Updated on April 22, 2020

What Is Delegation and How Does It Enhance Team Management?

What Is Delegation and How Does It Enhance Team Management?

The ability to delegate is one of the hallmarks of a successful leader. Delegation is one of the best management tools for increasing employee morale, job satisfaction, trust between team members and manager, and the company’s bottom line. It also helps with time management.

While effective delegation techniques are rarely taught, the good news is that delegation is a skill like any other that can be acquired.

What is Delegation?

Delegation can be defined as “the act of empowering to act for another.”[1] With this bestowed power, a person, usually a subordinate, is able to carry out specific activities (normally given by a manager or supervisor). Delegation is a management tool designed to increase the efficiency of an organization.[2] It allows for the goals of the organization to be broken down into tasks and assigned to the team member best suited for the duty. With that said, most entrepreneurs and managers are notoriously bad at delegating. But why?

As stated earlier, most organizations don’t teach their managers how to delegate. However, there are a number of other reasons why managers are hesitant to delegate, including:

They Believe No One Can Do the Job as Well as They Can

Managers need to delegate because their responsibility is to oversee employees. They can’t and shouldn’t do all the work themselves. A leader’s job is to guide, motivate, and oversee their team members in order to reach a goal.

They Think It Takes Too Much Time to Train Someone

Part of guiding and motivating team members includes training. Yes, it will take extra time to train an employee on a new task, but you need to think of it as an investment. Imagine it takes an extra hour a day to train someone to do a task, and that training lasts a week. That’s five extra hours spent doing the task. However, after the first five days of the employee doing the task, you will have freed up five hours per week to devote to other issues.

There Is a Lack of Trust in Employees’ Motivation

Another part of a manager’s job is to develop their employees’ abilities in order to identify future leaders, as well as discover their strengths and weaknesses. Without delegation, you’ll never know the level of motivation your employees have.

They Want to Make Themselves Indispensable

If you’re worried about making yourself indispensable, you shouldn’t be. You are indispensable. Good managers and leaders are notoriously difficult to come by, and so are naturally indispensable to organizations. If you’re in a leadership position and worried about your job, learn how to be a better leader.

They Enjoy Doing the Work Themselves

While a lot of people do enjoy doing the work themselves, they like the creative process or just the idea that they can control the outcome and take credit for it. That’s not a manager’s job.

You need to be willing to give up control, accept that other people have different (and sometimes better) ways of doing things, and accept your role as facilitator or overseer.

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They Feel Bad About Giving More Work to an Overloaded Staff

Feeling that your staff is overloaded or overworked is pretty common for a manager. So, giving team members more to do can feel like you’re just dumping more work on them. However, when done right (more on that later), delegation can increase their motivation and job satisfaction.

Now that we’ve answered the question of what is delegation, let’s move on to the second part of the question:

How Does Delegation Enhance Team Management?

Effective delegation is one of the most important managerial skills you can have. The benefits of proper delegation go deeper than the increased productivity. This effects can be seen in:

Greater Trust Between Manager and Employee

When you give an employee the authority and autonomy to do a task, it is implied that you are trusting them to get it done. It also says that you think that they are competent enough to handle the task. This show of trust and confidence builds a bond between supervisor and subordinate.

Increase in Job Satisfaction

Delegating tasks or assignments to your team members allows them to take ownership and pride in their work. No one wants to be thought of as a cog in the machine, doing a job that anyone could do. Giving them the responsibility and authority to get the job done will go a long way towards helping them take pride in their work.

Increased Motivation

By delegating tasks to the appropriate employees, they get to take ownership of the result. This is their chance to shine. Everyone wants praise from the boss, and knowing that the result they come up with will be evaluated as a reflection of themselves is great motivation.

More Time for Other Important Activities

Just like a ship captain, leaders assess the conditions, plot the course, and steer the vessel. They may jump in when there’s a man down, but their main job is to worry about the big picture. Let your crew worry about paddling, and you just make sure they are going in the right direction.

In this way, you can free up time to participate in more important activities.

Developing New Skills in Your Team Members

Part of any manager’s job is to help your employees learn and grow. As employees perfect and add to their skill sets, they become more valuable to the company and the industry as a whole. This is part of their career development. It also makes your team much more flexible.

Great Evaluation Tool

As a manager, part of your job is to identify top performers and those worthy of promotion. You should also be thinking about who should replace you when you get promoted. By delegating responsibilities to your employees, you are in a great position to see who takes the bull by the horns and who only does the bare minimum.

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Taken together, the positive effects of delegation can have a synergistic effect on the efficiency, productivity and profitability of an organization.

How to Delegate Properly

We’ve talked about what delegation is and its benefits, but how can you be an effective delegator and reap the benefits we discussed? Here are some effective delegation techniques to help you get started.

1. Start From the Result and Move Backwards

When delegating a new responsibility to an employee, start by explaining what the outcome should look like. For example: “I’m going to put you in charge of X, and the purpose of X is to have ABC converted to DEF within two weeks and for under $100.” This is a way to set the goal without telling them how they must achieve it.

2. Give Your Employees Autonomy

This can be hard for managers, but you should try to step back and recognize that there are many different ways to solve a problem. By letting them figure out their own way of doing it, they will learn, and there will often be a better outcome.

3. Give Them the Authority to Do What You Ask

This is very important! Delegating responsibility for a task without giving them the authority needed to complete it is really just dumping more work on an employee. Instead of increasing motivation and job satisfaction, you’ll be creating resentment and anger.

4. Match Their Personality and Skill Set

Don’t give an introvert the task of running a meeting. Likewise, don’t put the extrovert in charge of accounting. You should have a good idea of who your employees are and what skills they possess. Delegate the right task to the right person.

5. Make Sure They Have the Right Resources

Make sure that the people you delegate to have enough time, money, training, supplies, work space and help from others to get the job done. If they don’t, then failure is not on them, it’s on you.

6. Supervise, Don’t Micromanage

The best way to do this is to establish a timeline with regular check-ins. This allows the employee autonomy while still being held accountable for the project moving forward. It also allows the employee to ask questions and receive input at regularly scheduled intervals.

7. Create a Motivating Environment

The most successful delegators are the ones that know when to be a cheerleader or coach and when to step in or step back. They are also there to celebrate the successes.

8. Be Tolerant of Mistakes

You’ll never have innovation without risk-taking, and you can’t have risk-taking without mistakes. Be tolerant and use mistakes as a learning tool, not as something to be afraid of.

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So far, we’ve dealt with the what, why and how of delegation, but how do we decide what tasks should be delegated?

Knowing What Should and Shouldn’t Be Delegated

There are a few different thoughts on this subject, one view is that, at a certain point, everything that can be delegated should be; with rare exception.

What Should Be Delegated

Conduct an audit using the six T’s to determine what tasks make the most sense to offload. [3]

1. Tiny

These are tasks that are so small that they seem inconsequential to tackle, but they add up. They are never important or urgent, and even if they only take a few minutes, they end up taking you out of the flow of more strategic work. For example, registering for a conference or event, adding it to your calendar, and booking the hotel and flight — on their own each of these things may not take much time, but taken together, they all add up.

2. Tedious

Tasks that are relatively simple probably are not the best use of your time. Very straightforward tasks can (and should) be handled by anyone but you.

For example, manually inputting a 100-item list into a spreadsheet and color-coding it or updating the KPIs in your presentation deck are all simple tasks that can be handed off.

3. Time-Consuming

These are tasks that, although they may be important and even somewhat complex, are time-consuming and do not require you to do the initial 80% of research. You can easily step in when the task is 80% complete and give approval, oversight, and/or direction on the next steps.

4. Teachable

These tasks, although appearing complicated at first, can be translated into a system and passed along, with you still providing quality checks and final approval.

For example, teaching one of your direct reports how to draft the presentation deck for the monthly all-hands meeting, and even how to be the one to deliver those updates to the team, can be a good way to free up time for yourself.

5. Terrible At

Tasks that fall into an area where you feel unequipped should generally be passed on to someone with strengths in that area. For example, if you aren’t sure how to organize the visual design of those PowerPoint slides for the team meeting, someone on your team will likely be able to step in.

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6. Time-Sensitive

These are tasks that are time-sensitive but compete with other priorities. There isn’t enough time to do them all at once, so you delegate an important and time-sensitive task that can be done in parallel to your other project-based deadlines.

For example, leaving your iPad on the plane after a flight and working to recover it before it goes completely missing into the airport lost and found abyss by calling customer service daily can take a lot of time and can be delegated to a subordinate.

What Shouldn’t Be Delegated

In contrast to the above, there are some tasks that should never be delegated and should always remain as the manager’s responsibility. Some of these include:

Company Vision and Mission Statements

These play an important role in the reputation of the company and should be taken as seriously as possible. Therefore, the responsibility for creating these should always lie with a manager or other company leader.

Hiring Decisions

Too many managers rely on outside agencies for their hiring decisions. While skill sets are important, evaluating how an employee will fit into the corporate culture is equally important, and this is best done face-to-face.

“Onboarding” Employees

It’s important for managers to take an active role in making new employees feel welcome. They should always be available and accessible to new employees.

Discipline

Passing off disciplinary duties to an administrative assistant or HR is often a sign of poor managerial skills. Managers can generally gain more respect from employees by handling this themselves.

Performance Reviews

Having employees do their own reviews and just signing off on them is a disservice to everyone involved. Managers should be personally involved in this process in order to get the most out of it.

Conclusion

At first glance, delegation can seem like more trouble than it’s worth. However, when done properly, the scope, breadth, and quality of work produced more than make up for any inconvenience.

You’ll be amazed at what happens when you arrange the workload so that you can focus only on the tasks with the highest priorities while others are working on meaningful and challenging assignments.

By implementing the practices we’ve talked about here, you’ll be able to delegate the right projects to the right people in the right way, and that is a recipe for success.

Featured photo credit: CoWomen via unsplash.com

Reference

[1] Merriam-Webster Dictionary: Delegation
[2] Harvard Business Review: When Empowering Employees Works , and When It Doesn’t
[3] Harvard Business Review: How to Decide Which Tasks to Delegate

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David Carpenter

Lifelong entrepreneur and business owner helping others to realize the American Dream of business ownership

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Last Updated on July 3, 2020

6 Things To Do Every Day To Ensure You Stick To Your Goals

6 Things To Do Every Day To Ensure You Stick To Your Goals

Sticking to your goals can sometimes be challenging. We all want better health, better careers, and better jobs, and we want to cast an impression on everyone that we are living fulfilled lives.

Yet to reach our goals and make every minute of our time count requires commitment, consistency, and hard work. Setting goals is one thing, but sticking to them is another. We have to observe certain daily practices if we want to get the best out of ourselves.

Here are 6 things that you have to ensure daily to reach your goals.

1. Involve Others

You have to be accountable for the actions you are committing yourself to. Involve everyone around you, get them engaged, and talk to them on how they can help you accomplish your goals.

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When you involve others you feel, you have a responsibility towards them as well as yourself. Every day, make sure you are accountable for sticking to your goals. By joining groups or engaging others, you have more motivation to reach your goals.

For example, if you want to read more, try joining a book club. If you want to be a better entrepreneur, join an entrepreneurial organization.

2. Visualize the Rewards

Reaching a goal can be challenging and sometimes, it can be overwhelming. When the journey becomes tough and difficult, try to stick to visualizing your successes every day.

Wake up to visualize what rewards you will get from sticking to meeting your goals. If you want to lose some pounds, visualize yourself already underweight and benefiting from being underweight. The mind has a way of channeling your body and intentions to sticking to your goals and reaching them.

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3. Break Down Your Goals

Try to break down your goals into tiny chunks. The smaller the size of the goals, the more willing and prepared you are to meet them.

For example, if you find it difficult to get out of the house and take a workout at the gym, why not try to break the goal into making sure you are always dressed for the gym daily? By doing this, you demonstrate that you are moving in the right direction, and you can keep this momentum so you can meet the larger goal.

4. Reward Yourself

For every progress you make daily towards reaching your goals, try to vindicate and reward yourself. By doing this you appreciate yourself and the hard work you have put in for the day.

When you reward yourself, you program yourself to benefit from a larger reward in the future. You also propel yourself to gain daily rewards, which can be enticing and motivating. Rewarding yourself serves as a form of positive reinforcement that reinforces your mind and behavior to stick to your goals and stay motivated.

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5. Measure Your Progress

It is easy to become frustrated when you are not getting instant results. Change can be slow and rewards are not always immediate. Still, progress can be measured even in tiny bits, so take time to look back at where you are coming from.

You don’t have to feel depressed about not making that major progress in an instant. But when you journal or snap pictures to document your progress, no matter how small, you will feel grateful and elated to see what difference you have made from where you are coming from up until now.

6. Believe in the Possibilities

If you don’t even believe in the possibility of reaching your goals, how can you expect yourself to stick to your goals in the first place?

By believing in the possibilities of accomplishing a goal or task, you increase your chance of reaching it and eradicating whatever roadblocks or challenges you may face. Believe in what you can achieve.

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What self-belief has over self-control is that while self-control can be depleted but self-belief cannot. We all have an enormous reservoir of how much we can believe in ourselves.

With believing in ourselves comes perseverance, determination, and desire to reaching our goals. Every day, understand that what you need to keep going is your belief toward achieving your goals. Your goals are reachable if you think you can reach them!

Final Words

Due to circumstances in life, people tend to abandon some of their goals in life. You may also feel this way sometimes. In that case, just come back to this article and remember the 6 ways you can help yourself stick to your goals.

People don’t always reach their goals, but you will never know if you can reach them if you don’t stick to them in the first place. As long as you stick to your goals, there will always be the possibility of you achieving them!

More Tips on How to Stick to Your Goals

Featured photo credit: Kelly Sikkema via unsplash.com

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