Delegation is a crucial skill for managers, allowing them to distribute workload, build trust, and foster professional growth within their team. However, effective delegation requires careful consideration before assigning tasks and choosing the right individuals for the job. In this blog post, we will explore two essential steps to take before delegating tasks: determining what to delegate and selecting the most suitable person for the role.
Step One: Determine What to Delegate
Tip 1: Clarify your objectives
Before initiating a delegation discussion, it’s essential to have a clear understanding of your objectives. By defining your desired outcomes, you can provide concise instructions to your employees, minimizing ambiguity and confusion. Take a moment to write down the specific task you want to delegate, crystallizing your thoughts and ensuring effective communication. For instance, “I need my employee to complete the PowerPoint slides and update the Excel financial spreadsheet for our monthly senior leadership meeting.”
Tip 2: Start with small tasks
To build trust and confidence, begin by delegating smaller, non-critical tasks. These tasks should be manageable in terms of complexity and time requirements. By assigning low-risk tasks, you give your employees an opportunity to develop their skills and increase their confidence. It also allows them to learn from any mistakes without significant consequences. Starting with small tasks lays the foundation for a successful delegation process and fosters a strong relationship between you and your subordinates.
Tip 3: Avoid delegating sensitive tasks
Some tasks should never be delegated, particularly those involving people management, personnel issues, or tasks that require access to confidential information. Tasks like performance management discussions, hiring or firing employees, and tasks explicitly requested by your own supervisor should remain within your purview. Remember, your position holds a certain level of authority, and tasks escalated to you should not be delegated back down the management chain.
Step Two: Determine Who to Delegate to
Tip 1: Assess your team’s capabilities
Before assigning tasks, carefully evaluate the skills, strengths, and weaknesses of your team members. Avoid assuming that everyone possesses equal strengths. Consider the individual’s expertise and align it with the requirements of the task at hand. For example, detail-oriented individuals excel in tasks requiring meticulous attention, such as spreadsheet analysis. On the other hand, those with a big-picture orientation thrive in creative assignments, such as generating marketing ideas. Additionally, consider each team member’s workload to ensure you don’t overload someone already operating at full capacity.
Tip 2: Identify natural leaders
When choosing the most suitable person for a task is not entirely clear, or when multiple candidates seem capable, opt for natural leaders. Natural leaders are proactive, driven individuals who consistently go above and beyond their regular duties. They demonstrate a willingness to take on additional responsibilities and have a desire to develop their skill sets. If you’re unsure who fits this description, you can invite volunteers to take on additional assignments, allowing high-potential subordinates to showcase their abilities.
Conclusion
Effective delegation is a fundamental skill for managers seeking to optimize their team’s performance and promote professional growth. By following these two crucial steps before delegating tasks—determining what to delegate and selecting the right individuals—you can set the stage for successful task assignments. Remember to clarify your objectives, start with small tasks, avoid sensitive delegations, assess your team’s capabilities, and identify natural leaders. Embracing effective delegation practices will not only alleviate your workload but also empower your team and foster a positive work environment.
If you’d like to learn more, check out “Effective Delegation of Authority”
Click here to learn about what you should do while you are delegating work to employees.
