How to Approach Delegation

The more I talk with people the more I realize delegation is not as understood as I assume. It is with this new understanding that I want to offer up the method of delegation that I have been taught over the years. I am not claiming this is original (hopefully a lot of people use these steps) and it is only one way, but it is mine and it works for me when followed. Too often delegation is poorly executed, frustrating both the person delegating and the person being delegated to. There should be a benefit for both parties, but often one or both parties feel dissatisfied.

Here is one approach to delegation:

1. Define. You need to know exactly what you are going to delegate. Don’t be vague.

2. Plan. Write down how you will present this task. List potential concerns and objections

3. Select. Which of your team has the best skills to deliver the results.

4. Explain. Tell the person why the task is important and why they are right for it.

5. Define success. Be clear about what success looks like, if possible with a measurable target.

6. Set limits. Let them know what they are accountable for and where they can get help. Don’t forget that last part. Oftentimes after delegation has started the person working on it runs into a snag and has no idea where to turn to for some help or guidance. Here is one way you separate delegation from dumping.

7. Invite doubt. Many volunteers start excited when delegated to but then feel that expressing doubt about the project or their ability is a sign of weakness. Encourage them to ask questions and assess the project on their own terms. Also take note of the previous point in number six.

8. Get commitment. Don’t expect immediate agreement. Give them time to think it over. Never rush this stage.

9. Agree. Set milestones and time lines and how you will monitor progress. Get them to suggest as much of this as possible.

10. Recognize and reward. Successful completion of a delegated project or task should mean something. Be clear from the outset how much value you place on it and reflect that in the reward you offer.

There you go, 10 steps I find useful when I want to delegate task and responsibilities.