Meet Sam – the perfectionist, the overachiever, the guy who does it all! He seems to be the office highflier- the workaholic. Well, he is none of those- behind the prim and proper exterior is a guy who is constantly overworked, tightly wound up and irate. A guy who is so habitual of being a hustler that he is not comfortable delegating work and is probably burning out.
We all know a “Sam”, we have seen him, worked with him or even been him and sadly he is not a one-off case. Burnout at the workplace is commonplace today and despite the dangers it poses, burnout has been on a rise globally.
One of the best ways to combat workplace burnout is delegation.
Delegation is the process of assigning authority and responsibility to other people to enable distribution of workload and improve efficiency.
Delegating tasks allows you to employ the expertise of other people, while also freeing up your own time and energy to concentrate on crucial responsibilities.
In American businesswoman Jessica Jackley’s words:
Deciding what not to do is as important as deciding what to do.
Should I delegate?
The answer to this question lies in the series of questions mentioned below:
Q. Is this task Delegable?
The very first question you need to ask yourself is – “Can I delegate this?”.
Some tasks are easily delegable while others need to be done exclusively by you due to the nature of experience, expertise or level of confidentiality required in the execution of the task.
The Eisenhower Box (or Eisenhower Matrix) a decision-making tool designed by Dwight Eisenhower which categorizes tasks into:
a. Urgent and important (tasks to be done immediately).
b. Important, but not urgent (tasks that can be scheduled for later).
c. Urgent, but not important (tasks that can be delegated to someone else).
d. Neither urgent nor important (tasks that can be eliminated).
can be helpful in identifying delegable tasks.
Once you have determined that the task is delegable you must look into the following questions:
a. Who can do this better?
You must be humble enough to admit that there are people who are better suited to perform a task and to achieve better results you must find and encourage such individuals.
b. Who can do this faster?
Time bound tasks which require lower levels of expertise can be delegated to persons who are quicker at doing the task at hand to enable you to clear your schedule for tasks that require your time and attention.
c. Who can do this more economically?
Money is the life blood of the modern economy, and you must ensure that you do everything necessary to not only make but also save money. Delegation of activities that can be done at a cheaper cost by someone else is one way to save money. This is exactly why the concept of outsourcing of jobs has gained popularity over the years.
Many a times the problem managers and leaders face are not whether or not to delegate but –
How to delegate?
Delegating effectively is an essential and criminally underrated skill.
Here are 7 key considerations for effective delegation:
1. Clear objective:
It is essential to establish the objective of delegating a job prior to assigning responsibilities. The objective could be:
a. reducing your workload and stress to allow you to focus on other critical tasks;
b. utilizing the skills and capabilities of others to expedite the completion of a project;
c. tapping into the expertise of individuals who possess specialized knowledge in a particular area to ensure that the task is handled by the most qualified individuals.
2. Setting clear targets:
Providing a clear roadmap in the form of precise targets helps align the delegated tasks with their objectives and assists the person to whom the work is assigned to better plan their actions.
A good delegator, like a leader, not only understands the importance of setting targets but also facilitates adjustments to be made to them when necessary. Ultimately, setting clear targets promotes a shared understanding, effective communication, and successful completion of the delegated task.
3. Correct hiring:
Hiring the right individuals for specific tasks is crucial for effective delegation. By assigning tasks to individuals who possess the necessary capabilities or are likely to benefit from the experience, you can support their growth and skill building.
For instance, hiring an experienced senior software engineer to direct software development projects that require a higher level of expertise ensures that the task is in capable hands. Their knowledge and skills in the field contribute to efficient project management.
On the other hand, delegating simpler tasks to less experienced employees allows them to become familiar with the organization’s processes while allowing more skilled individuals to focus on complex responsibilities.
By allocating work to individuals who show potential, you can nurture their growth and development.
For instance, entrusting a person with leadership potential to lead a small project provides an opportunity for them to develop and showcase their leadership abilities. This experience builds their confidence, refines their skills, and prepares them for future leadership roles within the organization.
Overall, hiring the right individuals for specific tasks and aligning delegated responsibilities with employees’ capabilities and growth potential contributes to effective delegation and supports the professional development of the team.
4. Use delegation tools:
Management tools like Slack offer a variety of features that improve communication, task management and collaboration. Team members can easily communicate, share updates, seek clarification and ask questions. They also help delegators assign tasks, set deadlines and monitor progress.
Improved coordination, with more efficient and streamlined operations can be achieved by incorporating management tools into the delegation process.
5. Mentoring:
Mentoring plays a crucial role in successful delegation as it involves teaching, training, and guiding your team members. As a delegator, it is essential to provide the necessary resources and tools to enable them to execute the tasks effectively. By investing time and effort into training your team, you empower them to become more efficient and capable, resulting in quicker task execution in the future.
Through mentoring, you equip your team with the knowledge and expertise needed to handle various tasks and facilitate skill development among them, allowing them to become independent decision-makers and reducing their reliance on constant supervision or management intervention. This not only increases their confidence but also fosters a sense of ownership and responsibility, enabling them to take initiative and make informed decisions on their own.
6. Open door policy:
For successful delegation of work, it is important to foster a learning environment where questions are not only welcomed but also encouraged.
By maintaining an open-door policy, you demonstrate that you are accessible and approachable which in turn creates an atmosphere where team members feel comfortable seeking guidance and clarification. It ensures that even though your team is capable of making independent decisions they do not hesitate in approaching you for advice as and when needed.
An open-door policy also enables you to stay informed about the progress and challenges your team members are facing. It allows you to provide timely support and address any roadblocks encountered during the delegated tasks. This proactive approach not only strengthens the delegation process but also enhances team collaboration and productivity.
7. Recognition and Feedback:
Taking feedback about the delegation process is essential for continuous improvement. By seeking feedback, organizations create a culture of open communication and collaboration. This empowers employees, making them feel valued and engaged in the delegation process which helps foster a sense of belonging.
Additionally, recognizing and appreciating employees for their good work is crucial for motivation and building confidence. Creating a supportive and learning-oriented environment by providing guidance when mistakes occur helps employees learn and grow, encourages them to take initiative and strive for excellence.
Delegation success story
Still not convinced that delegation is the way to go?
Maybe an anecdote can change your mind. We are talking about former PepsiCo CEO Indra Nooyi who was voted as one of the world’s 100 most powerful women.
Indra Nooyi recognized the changing consumer preferences towards healthier and more nutritious products and understood that in order to drive growth and stay competitive, PepsiCo needed to evolve beyond its traditional focus on sugary beverages and snacks.
She delegated authority to her team members to explore and develop new products aligned with changing consumer demands and empowered them to take risks, innovate and bring new ideas to the table.
Under her leadership PepsiCo successfully introduced and acquired several healthier product lines like the juice brand Tropicana. Through delegation and empowering her team to drive innovation and expansion into healthier products, Nooyi helped PepsiCo adapt to changing market trends, grow its market share and position itself for long-term growth and sustainability in a competitive industry.
Indra Nooyi’s belief in delegating responsibilities while providing guidance and support to her team is what contributed to PepsiCo’s success.
Takeaway
Delegation is a powerful tool that can greatly enhance productivity; however, it continues to be one of the toughest tasks for most leaders. Effective delegation is a skill that is honed over time.
By mastering the art of delegation, individuals can achieve better work-life balance, foster a culture of growth and development, and drive sustainable success in both personal and professional spheres.
Have something to say?
We look forward to learning about your views and experiences about delegation in the comment section below.
