Delegating work is an essential skill for any team leader or manager. It not only helps you manage your workload but also empowers your team members to grow and develop new skills.
However, many people struggle with delegation, either because they’re unsure how to do it effectively or they’re reluctant to let go of control. In this post, we’ll explore five steps to help you delegate work successfully.
Step 1: Pick the Right Tasks to Delegate Work
The first step in successful delegation is identifying which tasks are suitable to hand off, as not every task can or should be delegated. Look for time-consuming responsibilities that don’t require your specific expertise.
These might include routine administrative work, data entry, or research tasks. Also, consider tasks that could provide growth opportunities for your team members.
For instance, you might delegate certain client communication tasks to junior staff to help them develop their customer service skills. If dealing with financial matters, you could outsource some tasks to a tax agent near you, freeing up your time for more strategic work.
On the other hand, you should avoid delegating confidential tasks that are critical to the company’s success, or require your unique skills or authority. The goal is to free up your time for high-level tasks while providing valuable experiences for your team.
Step 2: Choose the Perfect Person for the Job
Once you’ve identified a task to delegate work, the next step is choosing the right person to handle it. Look for someone who has the necessary skills to complete the task or could benefit from the opportunity.
Of course, it’s crucial to consider their current workload to ensure they have the capacity to take on additional responsibilities. Ideally, you’ll also want to hand over tasks that match their career goals and interests, as this can increase their motivation and job satisfaction.
Step 3: Provide Clear Instructions and Expectations
When assigning a task, provide detailed instructions and set clear expectations. Explain what needs to be done, why it’s important, and when it needs to be completed. Also, be specific about the desired outcome and any guidelines that need to be followed.
It’s also beneficial to discuss how the task fits into the bigger picture. This can help the team member understand the importance of their work and feel more connected to the overall goals of the team or organization.
Step 4: Offer Support and Resources
Delegation doesn’t mean completely hands-off management. Make sure the person you’ve delegated to has all the resources they need to complete the task successfully. This might include access to necessary information, tools, or other team members.
You should encourage them to come to you with problems, but also empower them to try solving issues on their own first.
Step 5: Follow Up and Provide Feedback
Check in periodically to make sure that the task is progressing as expected. Of course, these check-ins shouldn’t devolve into micromanagement. Instead, trust your team member to do the work, and use these check-ins as opportunities to offer support, answer questions, and provide guidance if needed.
Once the task is complete, take time to review the work and offer constructive feedback. Acknowledge what they did well, and have a chat about areas for improvement. This feedback is crucial for the team member’s growth and can help them perform better in the future.
Master the Art of Delegation
Delegation isn’t just about passing off tasks you hate doing. It’s a skill in itself – one you can improve with practice. You might face some challenges at first, but don’t get discouraged. With time and experience, you’ll become more comfortable with the process, and your team will become more capable and confident in taking on new responsibilities.
