The Art of Delegation
Estimated reading time: 3 minutes
Summary
The art of delegation is a skill for effective time management. Multiply your impact by entrusting others, empowering team members, and freeing up time for higher-priority responsibilities. Learn how to overcome common barriers to delegation, identify suitable tasks, and develop effective delegation strategies.
Overcoming Barriers
Many find delegation challenging because they fear losing control or believing they can only perform a task to the required standard. Concerns about others’ competence can also hinder delegation, making you believe it’s easier to do it yourself. Another common obstacle is the belief that delegating is somehow “passing the buck” or avoiding work. Delegation is not about shirking responsibility but optimizing your time. The benefits of delegation, both for yourself and team members, help overcome these barriers. Delegation frees your time for strategic work, provides growth opportunities for team members, and improves overall team capabilities.
Suitable Candidates
As much as delegation will optimize your time, it is essential to know that not all tasks suit delegation. Tasks that are repetitive, well-defined, or require skills that others possess are good candidates for delegation. These tasks often involve routine activities, data entry, basic research, or other tasks that do not require specialized expertise. Consider team members’ skills, experience, and development requirements when assigning tasks. However, delegating tasks that stretch your trust and the team’s abilities offers valuable learning opportunities and fosters professional growth for both.
Creating Consistency
Consistency is fundamental to effective time management. Establish daily, weekly, or monthly routines to maximize productivity and goal achievement. Incorporate regular time slots for focused work, meetings, breaks, and personal activities. A consistent routine creates a rhythm that promotes focus and minimizes wasted time. For example, scheduling dedicated time for checking and responding to emails can prevent constant interruptions throughout the day. Similarly, incorporating regular breaks can help maintain focus and to avoid burnout. A well-structured routine provides a framework for consistent progress and reduces the mental energy required for daily decision-making.
Communicating Clearly
Effective delegation requires clear communication and ongoing support. Clear and concise instructions are essential, ensuring the delegated task is well understood. This involves clearly defining the task, outlining the desired outcome, specifying any relevant deadlines or constraints, and setting clear expectations regarding autonomy, communication frequency, and reporting requirements. Offering support and guidance while allowing for independent work provides reassurance and prevents potential roadblocks. Establishing regular check-ins allows for monitoring progress, answering questions, and giving feedback. Empowering team members to take ownership of their delegated tasks fosters a sense of responsibility, builds trust, and promotes professional development.
Delegation Cycle
Delegation is not complete once the task is assigned. Following up on progress and providing feedback are important components of the process. Periodically check in, address questions or challenges, and give constructive feedback. Feedback should be specific and actionable, focused on the process and the outcome. Recognizing and acknowledging the successful completion of delegated tasks throughout the cycle will reinforce positive behavior and build confidence. Communication must be ongoing and support the complete delegation cycle.
Take Away
Delegation involves overcoming barriers, choosing the right tasks, communicating, providing support, and following up with feedback. Apply this and identify one task that could be delegated. Consider who on the team has the skills or potential to handle the task, and plan how to communicate the assignment clearly and provide appropriate support. This first step toward delegating effectively can significantly improve time management and team efficiency.