Estimated reading time: 13 minutes
Delegation is one of the top skills leaders must have.
As a leader, you must execute it as one of the main aspects of an effective management style.
In this blog, we will explore the meaning of delegation and its importance.
Also, we will closely look at when and how to delegate work with the six best leadership practices.
Table of contents
- What is Delegation?
- What are the different types of delegation?
- Why is delegation important?
- How to delegate effectively?
- Medium of delegation
- Skills required for successful delegation.
- Possible roadblocks when delegating.
- How to manage your behavior when delegating?
- When should you delegate?
- 6 Best practices followed by leaders when delegating.
- Check these books
- Frequently Asked Questions
- Conclusion
- Share this article👇
What is Delegation?
Delegation is the act of assigning tasks and responsibilities to others in order to achieve a shared goal. It involves transferring authority, but not ultimate accountability, to someone else. Delegation can lighten the workload of a leader while fostering growth and development within the team.
When it is formal, it’s usually done through documents like job descriptions or form letters.
When it is informal, it happens when employees communicate with each other about their responsibilities and make decisions as a team.
It is also either when an individual takes on extra work or someone offers to help another employee without expecting anything in return.
What are the different types of delegation?
It is a chief leadership skill that can help teams work efficiently and effectively. Leaders must know the different types of delegation and the best practices to follow for each.
Here are the FOUR types you must be aware of:
1. Functional delegation is the most basic form of delegation, in which one person delegates tasks to another without changing their job duties.
2. Structured delegation is a more advanced form of delegation in which tasks are organized into specific categories and assigned to people. It helps to increase efficiency and improves workflow within an organization.
3. Co-operative delegation is when two or more people work together to complete a task as a team. It helps to ensure everyone understands the expectation and works together harmoniously towards a common goal.
4. Parallel processing is when multiple people work on the same task together to speed up the process. You will notice it in areas where speed is critical, like manufacturing or software development projects. It helps complete the tasks in less time.
Why is delegation important?
Let’s see, by now we know that delegation is a cardinal skill for any employee. In any organization, a leader cannot do every aspect of the work. They must delegate for better and effective results.
The bright side is, delegation offers numerous benefits both for the leader and the team. Firstly, it allows leaders to focus on their core responsibilities and strategic decision-making, rather than getting bogged down with routine tasks. This ensures that they can utilize their time and expertise more efficiently while reaping desired results.
Secondly, delegation empowers team members by giving them opportunities to learn new skill sets and grow. When individuals are trusted with important tasks, they feel valued and motivated in their roles.
Moreover, delegation encourages creativity, new ideas, and innovation as team members are given the freedom to approach tasks in their own unique way.
How to delegate effectively?
Delegating work can be a massive time-saver for leaders. Ensure that your team members remain productive and can focus on the most crucial tasks. Make a plan before delegating work so that the process runs smoothly.
Encourage team members to ask for assistance when they need it. And give everyone a fair share of the workload. Make sure that each person understands what they need to do and when they need to do it. Delegating the work will not only save you time but will also help team members to feel more engaged and motivated.
Medium of delegation
There are many ways delegation can take place at work, but the most commonly used medium is ’email’ to share the work.
When delegating tasks through email, ensure that all the necessary information is there so that the recipient knows what they’re supposed to do.
Include clear instructions and deadlines to avoid ambiguity or confusion about the task. It helps in time management and the team’s productivity.
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Skills required for successful delegation.
Delegating work is a daunting task, but it’s essential for good leaders.
Here are the skill required for a successful delegation practice,
- Project Management
- Effective Communication
- Time Management Skills
- Problem-Solving
- Trust Building
- Decision Making
If you’re looking to improve your delegation process, these tips can help:
– When you structure your work, identify which areas need attention. It will make it easier for you to delegate those areas without feeling overwhelmed or stressed. Do it the first time – it becomes a habit as you practice.
– Give people enough autonomy so that they feel able to take risks without fear of repercussions. However, ensure that these risks are worth taking – otherwise, they will hand everything over to you. If they need coaching, enable it to them. That is the best way to improve clarity and avoid burnout.
– Make sure team members understand why tasks are shared and their responsibilities. Stitch it into their career goals, it will help them feel confident in carrying out their duties. And it will also ensure that the work is completed on time and to the best possible standards.
If you’re interested in the benefits of delegating, check out this Harvard Business Review article: “Research: Delegating More Can Increase Your Earnings“.
There is also a CEOs research from Gallup Study that is available online.
Possible roadblocks when delegating.
There are a few potential roadblocks during delegation process at the workplace. The most common reason why delegations don’t go as planned is that someone isn’t clear on what they’re asking of the delegate, or they don’t have enough information to give them.
If you’re unsure how to delegate work, it’s best to start by dividing it into small, manageable tasks that you can easily track and monitor. This way, you’ll be able to see whether the delegate is meeting your expectations and whether their work is proceeding according to plan.
Another common obstacle is communication breakdowns. If your team members aren’t communicating effectively, it will be difficult for them to understand the job and who should be assigned which task. It can lead to frustration on both sides, and eventually, it won’t go as planned.
Finally, egos can also hamper – people who are reluctant to let others take charge and step up. If this happens, it will be difficult for the team to achieve its objectives. For delegation to be successful, everyone needs to feel comfortable stepping up and taking on new responsibilities. Also, make sure to assign tasks to the right people.
Become a Blockchain Expert, Get an Online Degree™ in BlockchainHow to manage your behavior when delegating?
It is a crucial part of many jobs, and it can be helpful to manage your behavior when delegating tasks to others. A good manager follows the below tips,
– Set boundaries. Make sure that you set clear expectations for what the delegate will be able to do, and make sure that they understand your expectations. This way, you won’t end up with any misunderstandings or frustration on their part.
– Be honest and straightforward. Let the delegate know what you need, and don’t try to sugarcoat anything. It will help to fulfill your requests without any surprises – and it’ll save both of you time in the long run.
– Stay disciplined. Don’t let yourself get bogged down by a lot of small details. Stick to the basics and ensure that everything gets done on time – this will show your delegation partner that you’re serious about delegating work effectively. Remember, micromanaging will damage the relationship between the manager and employee.
Ad! Want to learn German? Learn faster with Mondly!When should you delegate?
Delegation can be a great way to save time and boost productivity. However, there are a few things you need to keep in mind when delegating to manage work.
It applies to new managers, individual contributor, and experienced managers.
- When tasks align with team members’ skills.
- When time constraints require task distribution.
- For tasks that provide growth opportunities.
- When multiple responsibilities need simultaneous attention.
- When delegation enhances overall efficiency.
- For tasks that align with team members’ expertise.
- When it allows leaders to focus on strategic priorities.
- When building trust and empowering the team is essential.
- For routine or specialized tasks that others can handle.
- When it contributes to a balanced workload.
Be patient with your delegates – it may take them a little time to get used to the new system as part of the professional development. But once they do, you’ll be glad you made the switch!
6 Best practices followed by leaders when delegating.
Time needed: 5 minutes
Effective delegating is a necessary part of leadership management skills, but it can be daunting. With proper training, leaders select appropriate team members for delegation to improve the team’s productivity.
To make the process easier, effective managers and world-class leaders follow these SIX best practices as a delegator:
- Delegate what you can do yourself.
It is the first and most important principle. Leaders only delegate tasks they can complete themselves without any difficulty or inconvenience. It helps to ensure they can focus on more important matters and remain productive throughout the workday.
- Set clear and concise expectations for those who will be delegated tasks.
Effective leader clearly state the requirement to those involved to perform the right tasks with deadlines. It will help avoid misunderstandings or mismatches between the delegator and delegate.
- Give feedback promptly and objectively.
Effective leaders provide constructive feedback during performance reviews on the task’s progress. Also, communicate any changes or amendments that are necessary along the way. It allows the employees to know exactly where they stand and whether their efforts are bearing fruit or not. It also helps to build trust and rapport between leaders and subordinates, which is essential in a collaborative environment like a workplace. Remember to reward staff members for their best work.
- Make sure delegation is ongoing and continuous.
Even after a task is complete, leaders monitor the employees to see how they are doing. They also help if any additional changes or amendments are necessary. This way, it’s easy to complete tasks effectively without unnecessary delays.
- Keep an open mind when delegating.
Leaders do not rule out the possibility of transferring either full or partial ownership of a task over to those involved. Also, by considering all possible scenarios and opportunities, leaders ensure the transfer of work is efficient.
- Be patient with those who have been delegated.
It is vital not to delegate a task with unrealistic goals or expectations. Instead, leaders are generous in their praise and offer constructive criticism when necessary to help those employees completing the task reach their full potential. It improves team morale and promotes a culture of trust. A better manager also provides mentoring.
Check these books
Frequently Asked Questions
The art of delegating improves with practice. There are a few steps that can help make it easier:
1. Make a list of the tasks that need to be delegated and the specific responsibilities assigned to each person.
2. Create timeframes for task completion, and ensure that everyone understands the deadlines.
3. Communicate with the delegated person regularly to let them know how they are progressing and check their satisfaction with the task.
4. Give the delegated person feedback on their work, including specific instructions or recommendations if necessary.
There are many effective techniques for working with a difficult colleague. The first step is to understand the task and what is necessary to complete it. Next, create a timeline and milestones for the project so that both parties know when things progress. Finally, assign the task to the most qualified person available and give them guidelines on how they should proceed.
Always remember that effective delegation is a critical process. Perform it in a way that’s comfortable for both the delegate and the person who is delegating. If either of them feels like they’re taken advantage of or if you micromanage, then this process of delegation will become a frustrating mess.
Another thing to remember is that too much delegation can lead to less productivity and unnecessary stress. When you delegate tasks poorly, it becomes a slow and inefficient performance. Plus, it pressurizes the original creator to complete it quickly.
So, while it’s possible to over-delegate at work, doing so typically comes with negative consequences that outweigh any benefits. If you’re looking to delegate more tasks but still maintain a high level of productivity and efficiency, then it’s vital to consider these factors before starting the process.
Delegation of work is a management technique where a leader or manager assigns specific tasks, responsibilities, and decision-making authority to team members or subordinates. It involves transferring the responsibility for a particular task to someone else while maintaining overall accountability for the outcome. Effective delegation helps distribute workload, develop employee skills, improve team efficiency, and empower workers by giving them opportunities to demonstrate their capabilities.
A marketing team leader is preparing for a major product launch. Instead of handling every aspect personally, they delegate tasks to team members:
– Assigns the social media campaign design to a graphic designer
– Asks a content writer to draft press release materials
– Delegates budget tracking to the team’s financial coordinator
– Requests a junior marketing associate to compile initial market research
In this scenario, the team leader remains responsible for the overall success of the product launch but empowers team members by entrusting them with specific, meaningful tasks that leverage their individual strengths and skills.
Conclusion
Delegation is one of the most crucial skills leaders must have to be effective. By understanding the different types of delegation, and the skills and techniques required, you can ensure that your work is efficient and effectively done. Follow the best leadership practices listed to manage your work effectively and delegate work efficiently and successfully.
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