You Can Do Anything But You Can’t Do Everything
As the leader of an organization, or even as a team member looking to be more efficient and trying to get more accomplished with the limited time and resources at your disposal, delegation is a valuable skill that allows you to effectively distribute tasks and responsibilities to others. Some of the most successful people have learned how to delegate effectively, assigning duties to qualified personnel, empowering and encouraging them to use their own decision making criteria (within limits) to help them grow, trusting their best judgement and thereby accelerating the team’s (and you own) ability to get the job done. Some people find delegation incredible difficult due to their own unwillingness to relinquish control, lack of trust in people or processes, or their own insecurities. These people are often mired in their own wake, unable to scale, grow or contribute at a higher level. They will forever be viewed as competent individual contributors but never as a strategic thinker nor someone who helps to groom the next generation of thought leadership.
Here are 10 best practices for delegation:
Define Clear Objectives: Clearly communicate the desired outcome, expectations, and timeline for the delegated task. Provide a detailed explanation of what needs to be done and any specific guidelines or constraints. It can be painful and frustrating for both parties if the desired outcome isn’t spelled out with a clear timeline.
Choose the Right Person: Assess the skills, abilities, and availability of potential candidates for delegation. Select individuals who have the necessary expertise and capacity to handle the task effectively.
Provide Adequate Information: Ensure that the person you are delegating to has all the information and resources they need to complete the task successfully. Provide any relevant documents, instructions, or access to necessary tools. The better you prepare the delegate, the better chances for mutual success.
Encourage Questions and Feedback: Create an open and supportive environment where the person can ask questions, seek clarification, and provide feedback. Be available to provide guidance or answer any queries that may arise. Set up a standing daily meeting (even 5-minutes) to review status if the project is critical. The delegate may be too intimated to ask for the meeting him/herself so set it up proactively so they have a venue to ask questions and provide updates.
Grant Authority and Responsibility: Delegate both the responsibility for the task and the authority to make decisions related to it. Empower the person to take ownership of the task and make necessary choices within the assigned scope. Make sure their decision making limits are reasonable and manage risks.
Establish Checkpoints and Deadlines: Set milestones or check-in points to track progress and provide guidance if needed. Clearly communicate any interim deadlines to ensure the task stays on track.
Trust and Support: Demonstrate trust in the individual's abilities and show confidence in their work. Offer support and assistance when required, but avoid micromanaging or taking over the task. Resist the temptation to “do the job” but instead offer suggestions when asked.
Provide Recognition and Feedback: Recognize and appreciate the efforts and achievements of the person you delegated to. Offer constructive feedback to help them improve their skills and performance.
Monitor Progress: Keep an eye on the progress of the delegated task without being overly intrusive. Regularly check in to ensure everything is on track and offer assistance when necessary.
Learn from the Experience: Evaluate the outcomes of the delegated task and reflect on the process. Identify lessons learned, areas for improvement, and insights that can inform future delegation decisions.
Remember, effective delegation not only helps distribute workload but also develops the skills and capabilities of others. It's a win-win situation that fosters growth and productivity within a team or organization. Finally, make sure you’re appreciative of the support and find a way to celebrate or thank them for their help, formally or informally, depending on the size and scope of the project.
