How To Delegate Tasks Effectively: A Step-By-Step Guide
What is Delegation?
When it comes to management, delegation is described to be the sharing of responsibilities between or from a superior to a subordinate. Learning the process of delegation is a skill that must be mastered among leaders regardless becau of levelse it can significantly increase efficiency and improve productivity in the company. However, despite its several benefits, delegation can sometimes be quite a challenge for leaders to learn because it signifies that they have to give up control on the matters that were delegated or simply because they lack the confidence and trust in the abilities of their team. The skill of delegation is essential to have, especially for those who are in teams, as it entails an implicit trust toward each other that the tasks delegated will be successful.
In a study conducted by Gallup, they pointed out that CEOs who do the delegation process excellently score a 33% higher in revenue in comparison to those who do not. They have found that these leaders who practice delegation understand that they cannot do everything by themselves. Thus, they turn to delegation and delegate tasks that they are confident their team can handle. And as a by-product, they have boosted their team's morale, empowered them, and increased their productivity. Also, in the process, CEOs have more time to focus on things that matter more in yielding higher returns for the company.
The Difference Between Delegation and Allocation
Most leaders believe that delegation and allocation are synonymous, though there is a significant differentiation.
Allocation is simply instructing a subordinate to perform a specific task by providing them with a step-by-step step process on how to do it, and they do it— it's as uncomplicated as that.
Meanwhile, delegation entails handing over some of your tasks and granting control over them to another person. That is why trust and conciseness are essential for both people concerned. Another distinction between delegation and allocation is that delegates may or may not be given instructions. The notable feature is that delegates are in a position where they must make decisions, accept personal responsibility, and be called to account for finishing the task.
How to Delegate Tasks Effectively?
1. Choose the best person for the tasks
The first step on how to delegate tasks effectively is to choose the best person for the tasks. Recognizing and understanding your employees' strong points, weak spots, and interests is an important trait to have as a good leader. For example, if there is a task that needs collaboration among the team, then don't hand it over to those who prefer to get things done alone. Delegate it to people who enjoy working together. Moreover, allowing people to decide on the tasks to be delegated to them is another method to encourage trust and participation in your team.
2. Explain the reason why you're delegating the tasks
The next step on how to delegate tasks effectively is to explain the reason why you're delegating the tasks. When delegating tasks to your team, it is immensely helpful to provide some background for why you are doing so than just simply handing it over to them out of the blue. In that way, your team can also gauge whether they can do it seamlessly or they need some assistance to do so.
3. Give clear instructions
Giving clear instructions might be a giveaway on how to delegate tasks effectively, but it probably is the most important one. Thus, when delegating, every good leader must provide all the essential and basic information about the task that has to be done without micromanaging. Without micromanaging, every good delegator provides basic and important information. Inform employees of your objectives or the timeframes you intend to achieve, and then you may allow them to attack the situation in their own unique way. Don't micromanage or expect them to accomplish the task as how you would do it, as they may do it differently than you — as long as you get the desired result.
4. Provide the proper tools and training
On how to delegate tasks effectively, it is also vital to provide proper tools and training. When you delegate a task, ensure that the person tasked has all the tools and skills necessary to finish it. In the case that your delegated person is unfamiliar with the tools you've provided, train them on how to efficiently navigate the tool first.
5. Delegate authority
Delegating authority to tasks is probably underrated but one of the most critical steps on how to delegate tasks effectively. Establish a working environment and culture in which people feel empowered to ask questions, make decisions by themselves, and take necessary measures to perform the tasks successfully.
6. Evaluate and provide feedback
Nothing is worse than a leader delegating to a team member and then blaming the team member when things go wrong. When the tasks you delegated to your team are finished, evaluate if they've done it right, then provide the corresponding feedback to improve how they handle tasks in the future.
7. Show appreciation
Once your team accomplishes a task or project that you delegated to them, express appreciation and genuine gratitude, and highlight the things they did astoundingly. Making a note of those specific details provides them with a guide for what they should do or maintain in the future to be successful.
Tips for Productive Leadership
1. Set the right and most realistic expectation on the get-go
It is your task and obligation as a leader to establish clear objectives and goals for every timeframe, whether it be per week, month, quarter, or fiscal year. Doing this ahead of time ensures that all of your team members agree with and fully comprehend the objectives, and you will forgo the time-consuming and inconvenient task of explaining the same things repetitively.
2. Involve team members in decision-making
Since it is close to impossible to do everything by yourself and tasks are expected to pile up, the wisest choice is to delegate some tasks and even decisions. However, when involving the team in the decision-making, make sure everything is clear as to the delegating authority, and at the end of the day, you will be making the final call.
3. Schedule everything
Every productive leader values time highly. That is why the wisest thing is to break down your tasks into increments. The more you break tasks down and schedule them in your calendar, the more it increases productivity.
4. Communicate and coach
It is important that you communicate intently and regularly with your team so that everyone understands the set expectations and goals. It is also essential to set up coaching sessions to improve individual performance among your team.
Conclusion
As long as you apply the tips mentioned above on how to delegate tasks effectively, then you are good to go. Just practice the process of delegation with an open mind and trust the capabilities of your team members. If ever you are in need of a team to delegate your tasks to, you may avail of the services of SmartVAs, as they offer you a team of virtual assistants with various expertise in administrative work, web development, social media management, SEO, podcast management, graphic design, accounting, video editing, digital marketing, and more. Book a discovery call with us now!