What is delegation?
Delegation is a management skill that plays a crucial part in business management.
When you delegate, responsibilities and authority are transferred from a manager to employees below him with stated rules and techniques on how to achieve the company goals.
Proper delegation process will save you time, increase development, you groom a successor, increases trust and motivation among employees.
On the other hand, an imperfect delegation process will bring frustration, kill motivation, confuse employees, and there will be no progress or achievement to report.
The delegation has different levels, which you have to monitor, nurture to improve management.
We will discuss steps to follow to achieve proper delegation at different levels.
What is the Purpose of Delegation?
Delegation skills apply to individuals and also teams working to achieve a common goal. Trusting other people enough with new responsibilities aids successful planning, personal development and also encourages promotion, which in return increases employment opportunities.
It is through delegation that people grow at work; they can handle more tasks and also gain new experience in taking on higher responsibilities.
It is also crucial to effective leadership.
Effective delegation plays a significant role in management and leadership as it prepares successors for the future. A growing organization thrives if delegation is done correctly.
The transfer of responsibilities brings about promotions, and if, for any reason, it does not roll out properly, the organization will end up outsourcing people to occupy those higher positions.
Individuals can develop and benefit through delegation. It is not only a skill to reduce work and responsibilities for the boss but also to make other employees feel included in the organizations’ growth and achievement.
Those employees who are selected for the delegation work to others should be vetted and qualified to handle the new task effectively.
They should have leadership qualities as well as display the ability to be team players. They also have the opportunity to put their creativity to the table and suggest improvements without fear.
The steps of the successful delegation are:
- Define the task you are delegating. Before you entrust a new responsibility to someone, confirm if the job is suitable or if it fits the delegation criteria.
- Choose the appropriate individual or team. Why is that individual ideal for that position? What will the organization achieve by delegating? Can the group or individual handle the new task? As the manager, what will you gain from empowering?
- Train the employees. If the team or individual you select for delegation are suitable, you need to offer them training for the task you assign them and make them understand what is expected from them.
- Explain the reasons for delegating. Don’t just bring a person to handle new tasks without a good idea. Explain why it is necessary to transfer a job or responsibility to another person. Let them know the relevance of the original mission and why they have been tasked with it.
- What results are expected? Delegation happens for a purpose and reason. Clarify what is to be achieved and make the individual or team understand that they should give feedback on their progress that will be measured to ensure the job is done successfully.
- Delegation requires additional resources.For delegation to happen effectively, consider the resources needed and if they are available or not. You need to discuss finances, location, and service equipment, among others.
- Agree on deadlines. To achieve the desired goals from the delegation, there must be set deadlines that must be completed. If it is a continuous duty, specify the dates to review and the days to present work reports. If the task is in stages, arrange them in order of priority.
- Give support and communicate. Be precise on what is expected and avail yourself of consultations and assistance. Also, involve yourself in the process of making it productive but don’t be in the way of their work.
Delegating, as a leader or an entrepreneur, is a key to maximize productivity, free yourself from deadlines, and massive workloads. Most entrepreneurs may not know the proper way to delegate effectively, or perhaps they are not willing to do so.
Practice these delegation strategies and make them useful.
- Let go and trust others.New bosses or leaders have the challenge of letting go of work. Their dedication to the job makes them want to work alone and not let other people give a hand. Sometimes, they are unsure of the abilities of other employees to assist or work effectively.
As a manager, you need to trust other people and believe in them to execute higher tasks. If it is skills for the job that worries you, train them, and allow them to start with small tasks and gradually increase their duties.
Let go of any insecurities, know your team better, motivate them, and work together for the team to succeed.
- Establish priorities. As you let go of insecurities and trust others to do the same job that you do, develop a system that outlines task priorities. The preferences vary depending on industry, expertise, and the tasks to be handled.
Leave the most engaging and highly skilled jobs for yourself and delegate the less involving lower-skilled tasks to your subordinates.
It will help if you don’t burden them with overwhelming tasks because the purpose and role of the delegation will not serve the purpose.
A system of priority will help you understand the nature and preference of functions as well as delegate effectively.
- Delegate considering strengths.A leader should learn the strengths and weaknesses of the team, potential and diversity of skills. Assign duties to people with the relevant skills for specific tasks. It may seem easy, but most managers make the mistake of delegating to those who are highly skilled with light duties because it is convenient.
Be consistent when transferring by giving the same tasks to an individual to let them gain more skill and experience.
- Don’t leave out detail. For a job that you have been doing, it sure looks easy to you, but to another person, it may be a challenge because they are not used to it. Include all the information, any instructions required to carry out the task, including every tiny detail.
Also, give deadline details and milestones that should be followed to achieve the set goals. Straightforward instructions from the onset of the delegation will make way for a smooth workflow and proper execution of tasks. Also, there will be no communication gaps between you and the employees.
- Be generous and teach any new required skills.It makes no sense to delegate duties to someone who has little or no knowledge about the specific task. Delegation is a managerial skill that is intended to increase production, empower employees, and grow an organization.
Take time to train the relevant person on what to do, and the job will be executed successfully.
The first days of the delegation will take more time from your schedule, but you should see it as a future investment.
Transferring responsibilities opens the door to assigning more similar tasks to that individual, and it will save you more time and achieve more work in the future.
Methods to Monitor Delegation
Evaluation of the effect of delegation is an activity that is carried out to ensure the process is effective.
Monitoring helps you determine if delegation is rolling out competently as per the set requirements or standards.
The guidelines below will aid in evaluating and grading delegation.
Direct observation of your team is essential in ensuring that all roles are performed as per set expectations. Appoint a supervisor who is competent to oversee the accomplishment of assigned tasks.
You cannot be everywhere, and you need help for all functions to be carried out appropriately.
Open communication channels.
Communication will make the whole delegation process easy to accomplish. Emails are easy to write and easy to send to all parties.
Most managers prefer outlook mails because they put all tasks in the same place.
Schedule the emails and inform everyone what time they should expect your messages. Make your message straightforward and sufficiently detailed to avoid confusion arising from the same.
Journals are low-tech and simple to use. Usually, they are divided into three columns; the first column shows assignments, the second column has names of the people to whom the work is assigned, and the third column has due dates.
The task management tool.
These tools monitor big and small projects, and they are the most recommended. You will achieve the following using task management tools:
- Collect necessary information
- Get alerts of tasks near completion
- Deadlines, and
- They also allow managers to compute data and be up to date with work.
Delegating is not easy, and the process might not be very clear cut. However, the sooner you do it, the more rapidly you introduce new development and creativity to empower your employees.
Involving higher people in doing more top tasks and more significant responsibilities will bring forth improvement.
You must realize that the process may not be perfect, but your experiences should be a learning ground and also a platform for further development.
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