Effective Delegation

Time & Stress Management Last Updated: 29 October 2021 Hits: 28316

When Should you delegate?

Delegation should be done when the task: – Is not your strength and someone else has more skill
– Requires a lower level of expertise
– Will take more time than you can afford and someone else has the time
– Would be a good training opportunity

To delegate effectively you have to follow a proper delegation process, first of all you need to clearly write down the following:

Before Delegating make sure you:
1. Identify the task
2. Determine:
a) Who has the skill, ability and time, OR
b) Who is ready to be trained on this task

Delegation skill practice Exercise

Delegation Steps

1. Explain why the job is important.
a) How does it fit with the team goals?
b) How it can contribute to the person's success?

2. Describe how to do the task and what is needed in terms of results.
a) Invest time and write the results down.
b) Write the results as a SMART goal.
3. Give the person the authority they need to do the job.
a) Allow them to contribute their own ideas on how to proceed.
b) Make sure others know the person has the authority to complete this task.
4. Indicate when the job needs to be completed and get agreement.
5. Check for understanding by asking the other person to:
a) Summarize their understanding of the task, expected results, checkpoints and deadlines.
b) Encourage the person to ask questions.

After Delegating:
1. Follow-up at checkpoints.
2. Give positive and constructive feedback.
3. Make yourself available.
4. Accept risk—avoid perfectionism.
5. Limit standards to what is acceptable and expect a learning curve.

Delegation preparation Activity

In the previous exercise, you identified employees who would benefit from learning new tasks through delegation. Select one of the employees you identified and prepare to practice delegating the new task. Use the space below to prepare for your practice session.

Employee Name:_____________________________________________________________
Task:________________________________________________________________________

1. Why is this job important?

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2. How do you do the task? What results do you want? (Write it as a SMART Goal.)

3. What authority or materials will the person need to complete the task?

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4. When does the task need to be completed?

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5. When will you check back with the employee to assess progress?

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Proper Delegation - delegating others

Delegation is an important tool that many of us hesitate to use, and it has been the downfall of many potential successful people. The biggest barrier to delegation is overcoming the attitude that you must do it all! It becomes a curse when you adhere to the adage, "If you want something done right, do it yourself."

Delegation is very different from simply assigning someone a task or project that falls into his or her established job description or requirements. When you delegate, you give someone else one of your job tasks to complete with the authority and control to complete it properly.

Delegation is not abdication. You share accountability for the assignment, which is why you establish checkpoints to monitor overall progress. Just as the outcomes of your entire department are your responsibility, you are also responsible for the ultimate success of the delegation process.