Learning how to delegate effectively is one of the most valuable skills you can possess as a leader. This is especially true as you grow within your organization and your responsibilities become more complex.
By delegating effectively, you free up more of your own time and offer your team opportunities to grow and enhance their skill sets.
Knowing when and how to delegate effectively to other members of your team is a critical component of successful management.
But it’s a common struggle for a lot of managers. There are several reasons why this happens. With this guide, we’ll talk about these reasons and how you can delegate tasks effectively.
Why Delegation Matters
Delegation isn’t just about clearing your plate. While reducing your workload is a key benefit, there’s much more to it than that.
When you delegate work, you have an opportunity to develop your employees and provide opportunities for them to take on more responsibility. And, of course, when you delegate responsibility to your team, you show them that you trust and value them.
Research by Paul J Zak demonstrates that employees who work in high-trust organizations are generally more satisfied and engaged with their jobs. This increased engagement ultimately leads to improved performance and productivity.
Beyond team morale, studies show that successful delegation is linked to better organizational effectiveness. Other benefits include lower stress, higher motivation, and improved job satisfaction. All of this leads to a more engaged and productive workforce.
Roadblocks to Effective Delegation
So, if there are many benefits of delegating work, then why are some not doing it?
Negative Perception of Delegating Work
Well, founder and CEO of Mackay Mitchell Envelope Co., Harvey Mackay, points out that leaders sometimes view delegation as simply handing work off, rather than sharing skills and responsibility. This can prevent them from creating a more balanced and effective work environment for everyone.
The Effects of Delegating Work
There are also two very human psychological components that prevent us from letting go: the self-enhancement effect and the faith in supervision effect.
One study found these two psychological components make many managers hesitant to delegate. The self-enhancement effect is our tendency to believe we’ve done a better job when we’re heavily involved.
The faith in supervision effect suggests that we believe work is better when conducted under the watchful eye of a supervisor. These thought patterns can stifle employee growth by making them overly reliant on supervisors, which inhibits professional development.
Delegating Work Takes Time
Then there’s the fear that delegating will actually take more time, at least upfront.
While it’s true that training someone will take longer than simply doing the task yourself, the long-term gains far outweigh any short-term losses. Consider the benefits of spending training time for long-term benefits.
Consider this example: Imagine there is a recurring task you handle each week that takes about an hour to complete. You decide to train someone on your team to take it over. It takes a full eight hours to train them.
You may initially feel frustrated by this time commitment. But, if you stick with it, you’ll begin to see a return on that investment in just eight weeks. From there on out, you’ll have freed up an extra hour every single week to focus on more strategic objectives.
This long-term approach will improve individual, team, and organizational performance over time. That’s what every effective leader should consider—desired outcome that can last for a long time.
Identifying Tasks to Delegate
Part of knowing how to delegate effectively is deciding which tasks to delegate. Business and career strategist Jenny Blake recommends focusing on tasks that fall into several key categories: tiny, tedious, time-consuming, teachable, terrible at, and time-sensitive.
Let’s break these down even further.
| Delegation Category | Description |
|---|---|
|
Tiny Tasks |
These may seem insignificant on their own, but quickly add up. Think of specific tasks an assistant would often handle. |
|
Tedious Tasks |
These mindless tasks generally don’t require a lot of skill, but take up time. Think: letting people copy data from one program to another. |
|
Time-Consuming Tasks |
These large tasks are often broken down into smaller chunks and assigned to multiple people. When you effectively delegate components of these large tasks, you can free up your time to focus on the big picture. |
|
Teachable Tasks |
These tasks are ideal to train team members and should be relatively easy for other team members to grasp. |
|
Terrible At Tasks |
If there are things you truly struggle with, you’re much better off assigning those to a team member who excels in that area. Think: graphic design. |
|
Time-Sensitive Tasks |
If you have an approaching deadline that you aren’t able to handle on your own, delegated tasks from the project can be a big help. |
Remember, letting go of things – even if they’re things you enjoy. – is also critical in time management skills and leadership roles. When you’ve shifted into a new role, those tasks become someone else’s responsibility. And, it becomes your responsibility to delegate appropriately.
How To Delegate Effectively
Effective delegation is an essential management skill but is often easier said than done. These seven actionable tips can help you make delegating more effective and increase buy-in from your team.
1. Choose the Right Person
Playing to the strengths of your team is a critical component of being a successful leader. Consider each team member’s skill set and work preferences during the delegation process. Understanding these personality nuances can save a lot of headaches and ensure the successful completion of any assigned tasks.
For instance, don’t ask a team member who prefers to work independently to spearhead a project that requires a high level of collaboration.
Providing autonomy when appropriate also empowers your team members. This shows that you value their skills and trust their judgment, which can help you build trust among team members.
2. Explain Why You’re Delegating
No one likes to feel like they’re just a cog in a machine.
That’s why when delegating tasks, be transparent about your thought processes, advises Alex Cavoulacos, founder of The Muse.
By clearly explaining why you’ve chosen a particular person for a particular project, you can help them see each assignment as a valuable opportunity to grow. It’s also a great way to provide context and show how the work directly impacts broader organizational goals.
3. Provide the Right Instructions
You’ve chosen the right person, explained the project, and are feeling really good. Now what?
Before you run off to tackle those big-picture goals, it’s time to offer direction.
This can sometimes be the most difficult part because you’ll need to strike a delicate balance. You want to offer comprehensive information or provide resources but also want to avoid micromanaging.
Why not focus on expected results rather than detailing how each task should be handled? Instead of stating, “Follow up with these leads,” tell them, “I want you to close this sale.”
Offering the freedom to approach the delegated task in their own way is essential for boosting individual engagement and morale. This ultimately leads to a more fulfilling and productive work environment.
4. Provide Necessary Resources & Training
As you are walking a team member through a new project, ensure they have everything they need. This may include providing access to specific programs or tools they need to familiarize themselves with.
Remember that what might be second nature to you is brand new to someone else. Offer the training they need to feel comfortable and confident. That’s also part of developing your delegation skills.
5. Delegate Both Authority & Responsibility
Have you ever been assigned a task but lacked the authority needed to get it done?
When this happens, everything comes to a standstill until you can track down the person who *does* have the authority to make those decisions. This then takes up everyone’s time and stifles momentum.
To counteract this, delegate authority and responsibilities simultaneously. Don’t let others experience what you’ve been through when you received delegated work.
If you don’t extend this courtesy, you will most likely end up bogged down by requests for approvals and clarifications.
These constant interruptions undermine a manager’s ability to focus on higher-level objectives and prevent team members from developing the confidence they need to work independently. So, if you want to learn how to delegate effectively, you need to know how to delegate authority, too.
6. Check the Work & Provide Feedback
This one seems simple but can be tough.
Remember, it’s up to you, as the leader, to take ownership of the work. So, it’s still crucial that you monitor progress and make sure everyone is meeting the set standard.
You can use project management tools to monitor delegated work and set clear benchmarks along the way.
Moreover, be available to offer support, feedback, and answer questions. When the project is completed, go over everything together, noting successes and opportunities for improvement.
Providing this type of support at each step fosters a more collaborative work environment, making the process smoother for everyone.
7. Acknowledge a Job Well Done
When your team knocks it out of the park, let them know. Acknowledge the good work or achievement and give praise where it’s due.
By acknowledging successes and giving credit to your team, you’re building morale and inspire loyalty. This creates a virtuous circle of appreciation and excellence that ultimately contributes to improved employee retention and organizational success.
Challenges With Delegation (And Solutions)
Although it may seem simple enough, learning how to delegate effectively often comes with its own set of challenges. It can be easy to feel frustrated or disheartened if the project doesn’t quite go the way you envisioned.
Or, you may have team members who simply aren’t interested in stepping outside their lane. But, these are all normal roadblocks you can easily overcome.
What if the Task Isn’t Done Correctly?
You diligently followed all the tips for delegating effectively, yet the work came back to you unfinished. Maybe the assignee didn’t quite grasp the project, or maybe they lacked the necessary skills to be successful.
This is when those instincts we discussed earlier (the ones that convince us *we* can do it best.) begin to creep back in. But, take a deep breath because you’ve got this.
One of the biggest contributing factors in failed delegation—poor instructions—is actually pretty simple to fix.
According to the Harvard Business Review, a lack of clear, actionable instructions often prevents a team from truly understanding what’s expected of them. Providing as much detailed, concise information as possible during the initial phases helps minimize misunderstandings.
It’s also a good idea to set smaller milestones or benchmarks with hard deadlines so you can provide assistance if and when it’s needed.
Lack of Initiative
What about a general sense of apathy or disinterest in stepping up to meet new challenges? This can sometimes be attributed to low morale within a team and an individual’s lack of interest in going above and beyond.
To overcome this hurdle, offer a list of several different projects they can choose from—preferably those they have expressed interest in tackling. This encourages active engagement and provides your team with some autonomy.
According to a study published by Duke University, allowing people to pursue projects they’re genuinely interested in often improves performance quality. They’re far more likely to give it their all and produce exceptional results because they are invested in the outcome.
This also reduces employee turnover and improves organizational effectiveness. When you give people what they want (and need), you demonstrate a commitment to individual growth and a focus on maximizing everyone’s potential.
FAQs
What are the 5 Principles for Effective Delegation?
While there isn’t one hard and fast rule, the five generally accepted principles are choosing the right person for the job, clearly defining expectations, offering the freedom to tackle challenges creatively, extending trust but verifying, and acknowledging accomplishments.
How to Make Delegation Effective?
It starts with understanding why you want to delegate. Make a list of things that are truly taking up your time or are tasks that others might excel at. From there, approach conversations in an open, honest, and direct way while focusing on the individual’s strengths.
What are the 4 C’s of Delegation?
The four C’s offer a memorable framework for delegation: clarity (setting clear expectations from the start), capability (choosing someone capable), communication (ensuring clear communication throughout), and control (avoiding micromanaging while also verifying).
What are the 5 Steps of Delegation?
The five generally agreed-upon steps are carefully selecting a person for the task, assessing their level of understanding, outlining expected results, establishing accountability, and recognizing their contributions upon project completion.
Conclusion
Mastering how to delegate effectively is an essential ingredient in your success as a leader. It will help you accomplish much more than you ever thought possible as an individual.
Start viewing every delegated project as a chance for both you and your team to grow, developing strengths, refining skillsets, and cultivating higher levels of competency within the workplace.
As you continue putting these principles into practice, you’ll create more opportunities to move toward your organizational goals. Your workload will be lighter, and your team will feel empowered and heard. Sounds like a win-win.
Let us know if you’ve delegated effectively!
