How to delegate
Managers get things done through other people. They delegate primarily because it makes their job easier. If they try to do everything themselves, they become unnecessarily burdened; their performance and health deteriorate; they fail to develop their staff adequately; and, in time, the organisation will suffer. Indeed, many writers believe that the ability to delegate is the main distinguishing feature between good and bad managers. Knowing how to delegate is a crucial management and leadership skill...
1. From your prioritised jobs, select one to delegate.
List in priority order those tasks you might consider delegating. To qualify for this list, a task should be taking too much of your time, be not strictly related to your key role, be rather routine, be appropriate and challenging for another staff member, or be better undertaken by someone with more appropriate skills or know-how than yours. The purpose of delegating is not just to dodge work or to unload unrewarding, tedious, or difficult tasks - nor should you retain only the jobs you enjoy. Select a task that could and should be delegated.
2. Define clearly for yourself the task to be delegated.
Clarify in your own mind the task to be delegated. Think through the task so that you can outline it clearly. For example, be able to provide details of:
- the expected results or product
- how the task might be approached
- sub-tasks within the overall task
- the limits of authority
- the necessary timelines
- how you will know the task is done
- what resources will be required
- what training might be necessary.
- the necessary timelines
- how you will know the task is done
- what resources will be required
- what training might be necessary.
Understand the task fully yourself so that you will later be able to brief a staff member thoroughly.
3. Select the right person for the job.
As a good manager, you should be aware of the strengths and limitations of your staff and delegate accordingly. Ideally, the person you choose should have the ability, knowledge, skills, enthusiasm, talent, and time needed to get the job done. Unfortunately, such qualities are not always found in the one person. So, before selecting someone, ask yourself:
- Who has the necessary skills?
- Who would be most challenged?
- Who would learn most? Who would benefit least?
- Does the task require previous experience? Will training be needed?
- What particular personal qualities are needed? Who has them?
- Who can be trusted to do the job?
- What other workloads does that person have?
- Is more than one person needed? If so, can they work together successfully?
- Who would enjoy a job like this? How will others react?
Delegation to the right person should improve skills, morale, and esteem.
