How to delegate effectively
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Effective delegation fulfils a wide range of important functions – not just for the person delegating the task, but also for individual being delegated to as well as the organisation as a whole. A manager or supervisor who is able to delegate effectively will see all the benefits come to fruition, but if they get it wrong they will begin to see the consequences - ranging from from de-motivation, to errors, and even sabbotage.
Use the following summary of the seven stage delegation process to check out your own approach to delegation. The time you invest in each stage will depend on the magnitude, importance and complexity of the task; how well you know and trust the delegatee; and the amount of time and resources available.
1. Analysis
- Review your own tasks and responsibilities periodically
- Assess the primary function and objectives of your job/the department
- Examine your workload and select out the tasks that only you can do
- Take decisions about what to delegate
2. Planning
- Make time to plan the delegation process thoroughly
- Set reasonable timescales and realistic standards of performance that you expect
- Identify what skills and resources you require
3. Identifying the right person
- Select someone who has the required skills
- Consider who will find this a challenge
- Consider who will benefit most from the development opportunity
- Consider who has the time
4. Considering responsibility and authority
- Establish how much authority and autonomy the person will have
- Agree areas where decisions can be taken or not taken without consultation
- If money is involved, consider the limits
- Decide to whom they will report about what
5. Making the delegation - briefing
- Describe the task fully and clearly
- Agree timescales and standards of performance
- Agree resources, training or extra help needed
- Define budget limits and other parameters
- Agree process for feedback and review
- Agree authority limits
- Inform others about who is in charge
6. Reviewing progress
- Make review meetings positive and motivating
- Only intervene if a crisis is looming
- Maintain a discreet oversight of how things are going
- Review and if necessary revise plans
7. Appraising completion
- If the task was completed satisfactorily be generous with praise and or reward
- If things went very wrong, identify weaknesses and discuss how they may have done things differently: use it as a learning exercise
- Praise in public but always discuss errors in private