The art of delegation

Effective leadership is often seen as taking charge; however, it is also about knowing when and how to share the load. Delegating the load to others is truly an art that distinguishes great leaders from good ones.

Intellectually we all buy in to the benefits of delegation: (1) It is good for time management; (2) It allows development of the team; and (3) It allows for the effective use of skills in the team. Unfortunately the statistics show that very few leaders delegate all the relevant tasks in an effective manner and as a consequence delegation becomes a burden.

What are the ingredients for effective delegation?

Clear communication

This is without a doubt the most important element of delegation. Unless you master the art of clear communication, the delegation activities are doomed to fail. Leaders should communicate the task’s objectives, expectations, and any relevant deadlines or constraints. Do not assume that the individual will know the objectives, expectations, etc.

Before you delegate any task, you need to be clear on what you want to achieve.

Also think about how you will land the message. No one wants to be issued a command, but almost everyone wants to help. Ask for help as opposed to giving instructions.

Identify the tasks to delegate

Most leaders appreciate that they should delegate tasks, but they are not clear on what tasks to delegate. To overcome this challenge: consider making a list of all the tasks you currently have/perform and break them down in their key components. Then identify the most crucial elements that you have to perform yourself; everything else should be delegated.

Leaders often tell me that they are worried that some tasks might be too easy or difficult for someone and therefore do not warrant to delegate these tasks. Bear in mind that the assessment is your point of view; why not check it with the person you are delegating to?

Select the right person

Matching the right task to the right individual is crucial. Granted, you do not always have the luxury to have someone with the right skills. In this case the clear communication and check-ins through-out the task becomes even more important.

Trust and empower

As hard as it might seem, you have to trust the team and individuals to deliver. A team that is clear on its responsibilities and feel that you trust them is more likely to deliver quality. Empower your team members by allowing them to make decisions within the scope of their tasks.

Provide Resources

Resources include information, tools, and support. Give your team the necessary resources to perform the task. This implies that you should be available to provide support, guidance and clarification. Ideally you and the team should agree on when and how often there will be interactions to allow for clarification or resolve challenges.

Check-ins

When delegating tasks that would take a longer period of time to complete, it is worthwhile to create a system that allows for status checks so that both you and the team are aware of the progress and any changes in the task. This way, you and the team can make informed decisions on the way forward.

Hold team members accountable for the tasks they have been delegated. This means acknowledging both successes and challenges.

Feedback

Feedback is a continuous process and will avoid misunderstandings. Ideally the format and frequency of feedback should be agreed upfront. At the end of the task formal feedback will allow for the reinforcement of learnings.

Some people are born with the skill of delegation however, most of us have to learn the skill. By putting in a little effort and becoming more intentional, you will surely reap the benefits!

The best leaders are the ones who know how to delegate. Bill Gates