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Delegation allows leaders to match responsibilities with people who are well equipped
to manage them. Understanding delegation steps may help you improve communication
in the office and increase team productivity. In this article, we explore the steps of the
delegation process and provide best practices for how to successfully complete each
stage.
What is delegation?
Delegation is the practice of assigning one person's tasks to another. Managers,
supervisors and other leaders typically delegate tasks to heighten efficiency, handle
time management and provide training for staff. Effective delegating can:
1. Prepare to delegate
Assess the task you wish to delegate by clearly defining its objectives and expectations.
Ask yourself the following questions to specify your goals:
By answering the questions above, you can develop a solid explanation of your goals,
provide an actionable checklist of how to complete them and support your team toward
success.
Using your goal analysis as a guide to your expectations, determine the best individual
or team for the job. The following metrics may help you decide:
Skills: Delegate to someone with skills well-suited to the task, as they more likely
can work independently, which can boost their confidence and save you time.
Interest: Delegate to the most eager individual or team, as people often work
more efficiently when they are invested in the task.
Time: Delegate according to availability, as employees who have enough time to
complete the task are more likely to meet deadlines and may be more willing to
accept delegation in the future.
3. Confirm understanding
Clearly communicate the task's objectives and expectations to the employee or team
that is taking responsibility for the project. To confirm they are ready to begin work,
consider repeating the instructions in an actionable fashion.
Marie is a manager at a public library. She needs to catalog a large inventory of new
books by the end of the day on Friday. She delegates this task to two available
employees who have experience with cataloging and who enjoy sorting through new
inventory.
Marie lets them know the deadline for the project, then politely repeats the deadline by
asking them to write it on their calendars. She provides an estimate for how many hours
the project should take and suggests working on it for a minimum of two hours per day.
To confirm the timeframe and deadline, she asks what time they plan to work on the
project the next day.
4. Support success with SMART goals
Establish specific, actionable goals to help you track your employee's progress. For
both large and small projects you delegate, this provides a clear path toward success.
Here's what SMART goals look like during the delegation process:
5. Establish commitment
Schedule a follow-up meeting with your employee or team to confirm their commitment
to the task. This can be a great chance to show how the project is important, how it
might help them advance their skills and what's exciting about the upcoming work.
Here are a few simple questions you can ask to secure the commitment of your
employee:
When can you be halfway done with the project? Let us schedule a check-in.
What are you looking forward to with this project?
Do you think you can achieve these results by the deadline?
How do you think this project can benefit you?
These questions can elevate an employee's interest in the project and emphasize
professional growth.
6. Ensure accountability
Here's how you can encourage your team toward consistent success with delegated
tasks:
Provide regular feedback showcasing what employees did well and how they can
improve
Compare their results with the last delegated task to highlight growth
Celebrate successful delivery by giving specific details about what employees did
well