How to Delegate More Effectively

By: Sarah Taylor

Any successful leader of an organization needs to know how to delegate. You might want to do all the work yourself, but you simply can’t, even if you worked 24/7 around the clock. That is not the work/life balance we want to achieve! You need to delegate some of your responsibilities, and likely you already are delegating tasks to your team with some success. However, mastering delegation involves much more than just assigning tasks to other people on your team. When delegation is effective it empowers team members, promotes efficiency, and allows leaders to focus on high-priority tasks. 

What is delegation?

Delegation is the process of entrusting tasks or responsibilities to others while retaining accountability for the outcomes. It’s about leveraging the skills and abilities of your team to achieve common goals. 

To be successful, effective delegation requires: 

a) careful consideration 

b) strategic planning

c) clear communication

Our Tips for Effective Delegation:

Know Your Team

Understand the strengths, weaknesses, and capabilities of your team members in order to be an effective delegator. Assign tasks based on each individual’s skills and expertise to maximize productivity and success. By recognizing their strengths, you can delegate tasks that align with their abilities, fostering a sense of confidence and ownership.

Clearly Define Expectations

When delegating tasks, it’s essential to communicate clear and specific expectations. 

What does that look like? It looks like clearly defining:

• Objectives
• Deadlines
• Desired outcomes

It also looks like you – a leader in your organization – providing your team with the necessary resources, information, and support to make sure that they can complete their delegated tasks successfully. 

For example, a while back, we had a client asking us, “Why didn’t my assistant send out the invitations like I asked?” Come to find out, the client hadn’t given their assistant login access to the event invitation platform and the request to do so had been lost in their Slack. Make sure your team members have what they need to complete the task and check your channels of communication so you can help with any roadblocks they encounter as they work. 

Delegate Authority

To delegate effectively, you not only will assign tasks but also will grant your direct reports the necessary authority to complete them. If you don’t trust your project manager or account manager and insert yourself into the client relationship regularly, it will undermine their authority and your client or customer will go around them to talk to you. This adds more work to your plate and holds your employee(s) back from their full potential. 

As a leader in your company, your job is to empower your team members to make decisions and take ownership of their assigned responsibilities. You will need to trust your team to handle tasks autonomously and, by extension, foster a sense of ownership and accountability.

In return, your team will need to trust you too.

Establish Checkpoints

Regular checkpoints or check ins with your team help you to monitor progress and provide them with guidance if needed. In your regular checkpoints you and your team member will assess the status of delegated tasks, address any challenges or concerns, and offer support or resources as necessary. These quality meetings ensure that tasks stay on track and allow for timely intervention if issues arise.

Provide Feedback

Feedback is essential for your team’s growth and improvement. Let’s say that again: Your team needs feedback to grow and improve. We know it’s hard, but your team won’t grow without thoughtful, considered feedback. 

When you give your team feedback try to:

• Recognize and acknowledge your team’s efforts of your team members
• Provide them with constructive feedback on their performance
• Highlight their successes and areas for improvement
• Offer guidance and support to help them develop their skills further
• Encourage open communication and accept feedback from your team in return (this is the hardest part sometimes)

Lead by Example

As a leader, you need to lead by example when it comes to delegation. Demonstrate your trust in your team by giving them important tasks and projects to do and follow through on your promises and commitments. Along the way and after the project is complete, show you appreciate their contributions and recognize their efforts publicly.

When push comes to shove, show your team you’re willing to roll up your own sleeves and get the job done. You’re willing to not only assign work but also do the work, and they need to know that. By setting a positive example, you inspire confidence and motivate your team to perform at their best.

Better delegation improves team output and perception of work

Effective leaders are masterful delegators. If you:

• Understand your team
• Clearly define expectations
• Delegate authority
• Establish checkpoints
• Provide feedback
• Lead by example

Then you can effectively delegate tasks and empower your team to achieve their full potential. Effective delegation not only lightens your workload but also fosters a culture of trust, collaboration, and excellence within your organization. Delegation is a win-win!

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