The Art of Delegation

By Bill Shepard

"It's easier to do it myself.” “I don't want to overburden my staff.” Does this sound like you? Many managers get so caught up in day-to-day tasks that they neglect to focus on the big picture.

To delegate tasks effectively, you must maintain responsibility while giving away some authority.

Although the word “delegation” has a downward sound to it, delegation really extends in all directions: Upward, to your boss, horizontal to your peers and other departments, and vertical to your subordinates. As work passes through the invisible assembly line at your company, you should be prepared to delegate projects or parts of projects to others. Delegation and teamwork go hand in hand.

Jack and Jill are both managers for the same company. Jack is very task oriented, rolling up his sleeves to perform basic day-to-day duties of his department. He perceives his ability to perform everyday jobs as a badge of honor. Jack's boss is getting frustrated because he is consistently late getting important reports and high level projects completed on time.

Jill realizes that she cannot effectively do everything herself, and has learned that the road to managerial sanity is through effective delegation. Jill focuses her time on the issues that have the greatest payoff for her and her company, delegating as many other tasks as possible. Sometimes it is hard to let go, but her employees appreciate the opportunity to take on additional responsibilities and to grow within the organization.

Jill's subordinates, boss and peers recognize her as someone who has her act together. How does she do it? Jill has learned the crucial art of delegation:

1. Choose the right person. The right person is often someone who is looking to get ahead in your organization and needs a chance to demonstrate his or her capabilities.

2. Delegate in writing. Include the format of what you want; do you need some numbers scribbled on a piece of paper, or a PowerPoint presentation for your management team? Clear, specific instructions on the front end will save lots of time for all concerned on the back end.

3. Give the person to whom you are delegating information about the overall goals of your project, not just his or her piece. Understanding the big picture will enhance his or her contribution.

4. Take the time to train. Don't set up others for failure. A short-term investment of time will reap long-term benefits for you and your company.

5. Set deadlines and be willing to negotiate priorities based on those deadlines.

6. Manage and follow up. For long-term projects, schedule regular meetings to check on progress. Find the right balance, staying on top of the project without micromanaging. Be available for help along the way and when necessary, coach the employee through the process.

7. Reward. Is there anyone reading this who doesn't appreciate acknowledgement of a job well done? Results that are recognized get repeated!

The bottom line…increase your personal effectiveness and allow others to grow by practicing the art of delegation.