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Why and How to Delegate Tasks to Your Team Effectively

15 September 2021

Every leader or manager must learn the art of delegation. Understanding how and when to delegate tasks and responsibilities is critical to ensuring a high productivity standard, both personally and organizationally. Task delegation is also necessary for effective management and leadership.

Learning how to outsource is essential for forming a cohesive and effective team capable of meeting deadlines. Furthermore, knowing how and when to assign tasks will minimize your workload, enhance your workplace well-being, and greater job satisfaction. Sadly, many leaders are unsure of how to delegate appropriately or are reluctant to do so.

Importance of Delegation

Delegating is significant as a leader because you cannot — and must not — do it all yourself. Delegating gives your team more strength, fosters trust, and aids in career development. It also teaches leaders how to recognize who is particularly fit to confront projects and tasks. Of course, delegating tasks can help reduce your work volume, but it does more than that. For starters, those who work for you will be able to learn new things and acquire knowledge, preparing them for greater responsibility in the long term. Delegation could also clearly indicate that you value your employees' abilities and believe in their best judgment.

Hesitancy on Delegation

Hesitancy on Delegation

Although delegation increases productivity, not all supervisors are capable or willing to delegate. Here are a few examples of common factors:

  • They are willing to delegate in theory but are concerned that their team will not manage additional responsibilities.
  • They are offended at the prospect of someone else gaining credit for a task.
  • They presume that doing a task themselves is easier and faster.
  • They suspect that their team is already overburdened and are hesitant to add to their workload.
  • They are opposed to the idea of giving up tasks that they enjoy doing.
  • They are concerned that delegating responsibility will lead to their boss concluding that they cannot carry their workload.

Entrusting Tasks

Effective delegation provides just enough advantages to compensate for the extra hard work, such as allowing team members to use their skills and talents while learning new skills and increasing employee confidence. Follow these guidelines to learn how to delegate tasks.

Pick The Right Person To Do The Job

Pick The Right Person To Do The Job

Understanding your employees' strong points, flaws, and choices is vital for being a good leader. Should you need to entrust a task that will take many collaborative efforts to finish, don't delegate it to anyone who prefers to work alone. Delegate it to someone who enjoys working together. You may have a list of tasks to charge. Consider going through the list with your team and allowing people to volunteer to the tasks they'd like to take over. Allowing individuals to choose the tasks to which they are assigned is another way to encourage trust and commitment.

Start Small

Allow yourself to relinquish specific responsibilities and tasks, but do so gradually to gain confidence in the delegation. To begin, designate one individual to a tiny segment, such as notifying teammates about a meeting, arranging copies for the meeting, or gathering necessary materials. Gradually delegate more and more duty, prioritizing tasks until only those that nobody can accomplish remain. Share the remainder with others.

Be Clear and Precise

It is critical to clarify why the project is essential, what you require, and when it is due. They will be more capable of delivering if they understand what you expect. Clear expectations assist them in planning how to complete the task. Establish critical milestones so you can track progress without micromanaging. If your employee fails to meet a deadline, they still have time to revise before the final version is due.

 Explain Why You Need To Delegate

Explain Why You Need To Delegate

When delegating a job to someone out of the blue, it is incredibly beneficial to explain why you are entrusting them with that duty. When you choose individuals to assign to, explain why you preferred them and how you hope this will improve them. Assist them in viewing each task delegated as an option to take on more responsibilities or develop new skills.

Provide Training and Resources

You must ensure that the person charged with the task with a particular plan has the resources needed to succeed. When you entrust an activity, make sure the person has the skills and tools necessary to accomplish the task and provide a way to function on those abilities. For instance, if you ask someone to use a tool they've never even used before to finish a job, make sure there's a plan in place for them to become acquainted with the platform first.

Support Your Team

Your subordinates require support and assistance from you to achieve the best possible results from delegating. Provide them with coaching and materials to help them improve skills that they do not yet have. Employees occasionally require assistance in determining what they are doing well and where they can improve. Sending and receiving feedback is an integral part of task delegation. As a leader, this is also a good way of keeping track of the tasks that have been delegated to you. While you can monitor task progress, you are not micromanaging the team members.

Delegate Responsibility and Authority

Delegate Responsibility and Authority

You've likely been in a circumstance where you were given a task but didn't feel fully confident in making decisions. Consequently, the work stalls, you have to seek assistance, and the task needs more effort from both the employer and the employees. Managers who fail to delegate authority in addition to individual tasks end up reporting to their subordinates and doing some work, rather than vice versa. Create a culture and environment in which people feel empowered in decision making, ask questions, and take the steps necessary to complete the project.

Show Gratitude

Acknowledge any successes you've seen on the project so far during recurrent check-ins. Recognize that your employees are making progress along the way. Small victories must be celebrated to keep employees happy and satisfied. Workers will be more effective and devoted if they know their contributions are being noticed.

Delegating means giving someone else authority and autonomy, which reduces your workload and helps you build a well-rounded team. Delegation skills may appear tricky or frightening at first, but they become much easier with practice. Begin by delegating a few decisions to team members over the next week or so.