Delegation is a practice that helps both the manager and the subordinate. As a manager, you should aim to be an effective leader
who enhances the skills of those serving under you by giving them tasks
and responsibilities that help them grow. Effective delegation also
means that you are putting in place a succession plan so that in the
event of your departure, there will be no leadership vacuum. At a
personal level, delegation also sharpens your leadership skills. However, delegation of work must be
handled properly so that it does not result in frustrations and
confusion. It must be done in a proper and structured way so that the
intended results are realised. But first, let us delve deeper into why delegation is important for people in management positions.
Why delegate?
Delegation makes the manager more effective
Through proper delegation, you are
able to divide your tasks and distribute them amongst your subordinates.
With more time on your hands, you can now concentrate on more critical
issues. This makes you more effective and improves your output.
Delegation creates a strong team
As you delegate your tasks more, you
entrust your subordinates to deliver on the tasks even if they are
slightly beyond their scope. This pushes them to work closely with you
and with other colleagues, creating a cohesive team. Additionally,
dividing up a huge task into tiny bits ensures that everyone involved
works closely to deliver on time, which fosters more communication and
collaboration.
Shows your employees that you trust them
Delegation creates an environment of
trust, where employees know that you are sure of their capabilities.
This trust is important as it helps them feel valued and pushes them to
expand their skills and knowledge base. It also teaches them to take
initiative and work creatively. Eventually, your subordinates become
motivated to go the extra mile.
Develops your subordinates
Once in awhile, you will delegate
tasks that are beyond one’s scope. In an effort to deliver on the task,
this person will have to go out of their way to learn new skills, which
increases their capabilities and helps them grow professionally. In the
end, this person becomes more skilled and you can comfortably assign
them tasks, which also frees up your time and allows you to delve into
other issues important to the business.
It improves your leadership skills
Through proper delegation of work, you
learn how to grow others and lead a team more effectively. You learn
how to manage a team without micro-managing what each person does, which
not only saves your time but also makes you more productive.
When should you delegate?
With that said, delegation should also
be done responsibly or else, it may frustrate your subordinates and
make them resent their duties. In the worst cases, it demotivates them
as they perceive this as your way of dodging your responsibilities and
overworking them. So here are the best instances of when to delegate.
When you do not have the time to handle all your responsibilities properly
When a person shows willingness to help you and learn new skills
When you realise that a person can grow their skills by taking on more responsibilities
When a person is skilled in a particular area
When you
need to do the planning and implementation of a project, you let others
implement the project while you focus on monitoring to ensure everything
goes according to plan.
How to delegate effectively
As mentioned before, proper delegation must be done well so that the desired results are achieved. So, make sure you:
Set goals
For you to ensure that you get the
desired results, it is important to be clear on what you wish to
achieve. Be very clear on what should be done and what the ideal outcome
is. Proper goals also help you in clarifying your expectations to the
person you are delegating to. Remember, do not aim for perfection as the
person you are delegating to is learning, instead, you should focus on
teaching the person.
Select which tasks can be delegated
In any project, there are those things
that you must handle yourself. Before delegating, be clear on what you
must do yourself and what can be done by others. A clear understanding
will also help you in deciding who is best placed to handle those tasks
that you wish to delegate. Once this is clear, you can then choose the
right person to handle the task.
Communicate clearly on your expectations and details about the project
In order to achieve the right results,
it must be clear to the person you are delegating to on what the
outcome should be and what tools and resources are at their disposal.
Give clear instructions and ensure that the person clearly knows what is
expected. Answer all their questions and address any concerns they may
have.. Effective communication is at the centre of proper delegation and
you should take your time to do it smoothly. At this stage, make it
clear that you are also open to questions and suggestions, and that you
are ready to accord as much help as may be needed.
Ask the person whether they have the time and dedication to do the job
Do not assume that since you are
handing out duties that the person you are delegating to has the
capacity and resources to get the job done. Good practice dictates that
you ask about the commitment of the person to the job. This way, you
also find out whether the person has the time to do the extra work you
are assigning to them comfortably.
Set realistic deadlines
Proper delegation can only work if the
person expected to carry out the duties knows when the work ought to be
delivered. Do not leave it up to them to decide when they are to
deliver on expectations. Set clear deadlines to ensure that you are all
on the same page.
Be clear on reporting
Of course, you must ensure that you
get feedback on the outcome of the project or its progress. Decide
whether you want regular feedback or a final report at the completion of
the task and communicate this. The most effective approach is to
encourage regular feedback so that you are able to have your input as
the task progresses, rather than having to start all over again when the
task has already progressed for awhile. Regular feedback also helps you
to teach train the person new skills, which can be instrumental to the
outcome of the project. Such a relationship helps you develop the
person’s skills along the way and ensures that next time, you will give
them more autonomy over the project. In a nutshell… Delegation is an effective process
that strengthens the entire team and plays a major role in the growth of
a leader. It facilitates a smooth transfer of skills, which leads to
improved performance of the entire team. An effective leader delegates
tasks to help grow those under them, reduce their own workload, improve
their own leadership skills, create trust and foster greater team
cohesiveness. But, before you delegate, know when to
delegate, who to delegate to and how to do it. It is important to
always make your expectations, goal, and deadlines clear and transparent
to the employees before they take on the task. And also, remember to
thank the person for their help and give them constructive feedback,
once they complete the project. At the end of the day, effective
delegation is not about giving duties that you do not enjoy but rather,
it is all about imparting skills.
The Effective Delegation of Tasks in Management
Reviewed by MilanduJr.
on
May 24, 2017
Rating: 5
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