Mastering delegation: 5 steps managers should follow
"This job is too important to trust someone else with it." "The team doesn't have the skills to handle the tasks assigned." "What if something goes wrong?" "I need to let the employees train more because only I have the skills to do this job right." "The last time I delegated, it didn't go well, so how can I trust them again?"
Sounds familiar? You might think these are valid concerns, but the reality is that you're always busy, handling everything yourself.
There's a saying: "If you want to go fast, go alone. If you want to go far, go together." No matter how knowledgeable or skilled you are, you can't do everything alone. You need a team—people who can help, support, and work with you to achieve success.
Many managers find it extremely difficult to let go of the tasks for the abovementioned reasons. But if you master the art of delegation and empowerment, you will build a champion team capable of conquering any challenge.
What is delegating?
Delegating is the act of a manager or leader dividing large projects or tasks into smaller, more manageable assignments for subordinates to carry out. It’s also a management technique for organizing tasks in a way that aligns with each employee’s abilities and strengths, ensuring that work progresses smoothly, efficiently, and with maximum productivity.
By assigning specific tasks to subordinates, managers can free up time to focus on higher-value activities, while also empowering their team members to take ownership of their work. The ultimate goal is for everyone to collaborate effectively, completing tasks that contribute to achieving team objectives.
When should you delegate(and when not to)?
The art of delegation lies in knowing when to let go and trust others with responsibilities.
If you are familiar
with the Eisenhower matrix, you know that delegation is a must when it comes to urgent but not-too-essential tasks, the tasks that only you have the ability and authority to handle.
Common challenges in delegation and how to overcome
In practice, many obstacles can hinder managers from delegating tasks effectively, leading to poor performance. Here are some common struggles and suggested solutions:
Poor delegation skills
Poor delegation skills are evident when a manager fails to clearly define the objectives and requirements of a task, doesn’t communicate sufficiently, doesn’t understand their employees, or cannot assess who is best suited for a task. Additionally, they may not assign appropriate authority and responsibility.
To address this, managers are advised to:
Attend training courses and workshops, or learn from experienced individuals to enhance their delegation skills.
Practice regularly and apply effective delegation tips in real-life situations.
Lack of trust
A common issue in the workplace is the lack of trust from managers toward their employees. Managers may frequently monitor and interfere with employees' work, which can diminish motivation and creativity.
To address this, managers are advised to:
Build a relationship with employees through open communication, respect, and active listening.
Give employees opportunities to demonstrate their abilities and autonomy in their work.
Recognize the achievements of employees.
Mismatch tasks with skills
A frequent problem arises when managers assign tasks that are either too easy or too difficult for employees, leading to frustration and underperformance or wasted potential.
To prevent this, you should:
Observe how employees handle their current tasks, noting their problem-solving skills, attention to detail, and efficiency.
Have discussions with employees to understand their strengths, preferences, and areas where they feel most confident.
Task overloading
Assigning too many tasks at once can overwhelm employees, reducing work quality and impacting their well-being.
To prevent this, you should:
Develop a reasonable work plan by breaking down tasks and distributing the workload scientifically.
Use management tools to track progress and adjust workloads as necessary.
Empower employees to take control of organizing and completing their tasks.
Lack of monitoring and evaluation
Without timely feedback and guidance, employees may feel unsupported and uncertain about their performance, which can impact their engagement and growth.
To address this, managers are advised to:
Set up regular one-on-one meetings with employees to discuss their progress, challenges, and goals.
Give specific, actionable feedback on performance, highlighting areas of improvement and acknowledging successes.
"The entrepreneur must effectively work on the business, rather than intensely in it.” - Sangeeta Badal & Bryant Ott from Gallup
Last words
As a business grows, founders face the challenge of expanding beyond their initial skill set. They must hire the talent, build and manage a team, and shift focus from working in the business to working on it.
That’s why sometimes delegation seems harder than doing the work yourself. It requires meticulousness, skills, and patience to assign the right tasks to the right people at the right time. But this shift is essential for sustaining growth and long-term success.