People think delegation is as simple as giving the process to someone to handle. Review these steps and look for ways to improve your delegation so it’s easy, effective and more importantly, productive:
1. Delegate the whole process to one person.
It’s really difficult for someone to manage one little piece of a process they don’t fully understand. The person to whom you’re delegating has to understand how it all fits together and it’s your job to explain it so they get the impact of it.
2. Select the right person.
I can’t emphasize this point enough. In my last post I drove home the value of delegating to the person with the right skills to handle the assignment. Having the right attitude is equally important.
3. Clearly specify your preferred results.
Be sure you communicate what you desire as the finished product. Allow the words to flow from your mouth and don’t assume the person knows what you want. She can’t read your mind and it hurts you when you expect her to do so.
4. Delegate the responsibility and authority.
I laughed when I first wrote this because I know this may be a little tough for the person focused on perfection or control. Responsibility and authority are part of what you’re delegating. They give the right person the ability to make decisions without having to ask you about every little detail.
5. Ask the person to summarize it back to you, including their impressions of the project and the results you prefer.
Here’s your opportunity to discover whether your instructions were clearly understood. If she missed something, review it again until you’re confident your direction is clear and she’s ready to move forward to complete the assignment, successfully.
6. Get ongoing non-intrusive feedback about progress on the project. Invite them to tell you what they prefer.
I like to say, “I don’t want to bug you so let me know how you’d like to update me on this project.” My team LOVES it! It gets me out of the way yet keeps me in close touch if any challenges arise.
7. Maintain open lines of communication by sharing your concerns openly.
If you have concerns, be sure to share them WHEN they occur. Ask questions, listen to the responses and communicate to get things back on track if they go awry.
8. If you’re not satisfied with the progress, don’t immediately take the project back.
Patience is a virtue, right? Take the time to learn who can handle what assignments and give the person every opportunity to get it right. Remember in #7, you’re asking questions, listening to the responses and communicating to get things back on track.
9. Evaluate and reward performance.
I like to shower my team members with thank yous, special hugs via text and more. I also like to let others know how great they are at what they do by talking about them in my social networking circles. Pay attention to the individual so you know what true rewards look like for the individual.
This is a delegation success in nine easy steps. Anything you might add?
March 11th, 2009 at 7:56 pm
You’ve covered it all perfectly here Wendy. My favorites, and the ones I see missed the most are numbers 2,5 and 6. So often, I see managers assign tasks to whomever is available regardless of whether it is an appropriate fit. They set themselves and the delegatee up for failure. Giving the right task to the right person offers reward and development to the doer and ensures that the job is done well.
Regarding #5, I’m amazed at how many managers assume a head nod in answer to the question, do you understand? means yes. What I’ve learned it means is ‘are we done yet and can I get out of here?’ Then down the road, the manager is surprised when the employee has gone off track. Your suggestion is a comfortable way to avoid that problem.
And finally, I call #6 Checking in vs. checking up. Having a predetermined method of tracking progress is a gift to both you and the employee. There are no surprises for anyone. Leaders who follow your guidelines for delegating will enjoy great success.
March 13th, 2009 at 4:52 pm
You are spot on and I agree, “Giving the right task to the right person offers reward and development to the doer and ensure that the job is done well.” THANKS for your comment.