4 Simple Steps to Successful Delegation

Home
>
Business Management
>
4 Simple Steps to Successful Delegation

4 Simple Steps to Successful Delegation

Last month, my featured article was about creating a "Stop Doing" list. Hopefully, if you followed my suggestion, you now have a list of tasks that you are looking to delegate away. It seems a natural progression that I now disclose a few simple steps that will ensure your foray into delegation is a success.

1. Choose the right "delegatee"

Review the task and determine what skills are required. Delegation goes much more smoothly if you match the person with the appropriate skill set to the task you have to assign. Now if you don't have a candidate that has all the skills you are looking for, decide which is the most critical one (analytical ability, attention to detail, communications skills) and make that match.

One of the rewards of delegation is the opportunity to help someone develop and grow. It is unlikely that you will always have a candidate that you can hand off something to and not have to provide some training or coaching. But learning to empower your employees will reap big rewards as their confidence grows with their abilities, and delegation becomes easier and easier, and your "Stop Doing" list gets longer and longer.

2. State your expectations clearly

When you assign a task, be very clear about the deliverables you expect, and qualify your expectations as much as possible. As a minimum, you need to communicate the "what" and the "when". For example: "I want these invoices entered into my database by 5pm tomorrow". Then, start adding qualifications to your request, such as: "Please make sure that the expense categories are correct, and if you are unsure, ask me and I will clarify for you because I want the reports to be accurate."

In addition to communicating about the "what" and "when" of an assignment, I recommend that you also include information on the "why". For example: "I need the monthly recap report done by 5pm tomorrow because I have a meeting with client X the following morning and need the information, so it is really critical that I have it." Often, we assume that others should know what we expect. But if you have a new working relationship with someone, that is probably an unfair expectation. So, take a few minutes to think about what you need to communicate to save both of you a lot of aggravation, and possibly rework.

3. Choose an appropriate oversight level

No one wants to work for a micro-manager, but some managers are too hands-off when it is inappropriate. Note the skills and experience level of your employee and adjust your oversight level accordingly. The first couple of times they handle a complicated task, you may want to check in more frequently. After a few months, you could probably ease off on your involvement as their knowledge and confidence increases.

4. Provide feedback effectively and often

Once in a while, we get really lucky and have someone supporting us who does things perfectly the first time. But that scenario doesn't happen too often. However, we can get the employee to the perfection level by providing appropriate feedback. Tell them very specifically what they did well ("Your accuracy is great. I rarely, if ever, find a mistake in your work. Keep it up."), and what they need to improve on ("I really needed the monthly recap report for Company X done yesterday. I had a meeting with them this morning, and was not able to provide them with the latest information. That reflects poorly on my service. I need you to let me know when you cannot meet a deadline I have given you. Will you do that?")

Specific, constructive feedback is the most effective way to improve performance. Even if you have a "star" employee, you still need to provide the feedback so that they will maintain their high level of performance. Work on giving more positive feedback. If the only time you provide feedback is when you are unhappy, your employees are not going to be very eager to talk with you.

Follow these simple steps and dive right into delegation. As you become more successful in delegating, you will feel more confident in adding to your "Stop Doing" list. Then use your time on something much more impactful for your business, or much more pleasurable for you.

ABOUT THE AUTHOR: Do you need some structure and accountability to propel you forward? Personal Coach Inez Ng has worked with professionals and entrepreneurs to transform their aspirations into reality. While focusing on specific areas, her coaching positively impacts all areas of her clients' lives. Learn more about coaching with Inez at http://www.RealizationsUnltd.com

In The News:

Yahoo! News: Top Stories

Stocks point to moderately higher open (AP)

AP - Wall Street headed toward a higher open Tuesday, following a now-familiar pattern of snapping back after a huge selloff. Investors, while looking for bargains, are focusing on the health of retailers and automakers.

Big Three automakers to submit plans to Congress (AP)

AP - Detroit's automakers, making a second bid for $25 billion in funding, are presenting Congress with plans Tuesday to restructure their ailing companies and provide assurances that the funding will help them survive and thrive.

Recession-hit automakers brace for grim US sales (AP)

AP - Walloped by the recession, automakers' U.S. sales are plummeting as hard-to-get credit, job losses and other stresses make many Americans wary of taking on big-ticket financial commitments.

Thai government falls after court bans premier (AP)

AP - Thailand's prime minister resigned on Tuesday after weeks of protests that paralyzed his government and closed the capital's airports. Cargo flights resumed and protesters promised to lift their siege by Wednesday.

'Chemical Ali' sentenced to death in Iraq (AP)

AP - A special Iraqi court sentenced Saddam Hussein's notorious cousin, "Chemical Ali" Hassan al-Majid, to death Tuesday after convicting him of crimes against humanity for his part in crushing the 1991 Shiite uprising in southern Iraq.

Ga. Senate runoff could decide balance of power (AP)

AP - Georgia voters had their hands on the balance of power in the next U.S. Senate as polls opened Tuesday for a runoff election, one of two unresolved races that Democrats need to win to get a 60-seat majority impervious to GOP filibusters.

India demands Pakistan hand over terror suspects (AP)

AP - India picked up intelligence in recent months that terrorists were plotting attacks against Mumbai targets, an official said Tuesday, as the government demanded that Islamabad hand over suspected terrorists believed living in Pakistan.

Body-swap illusion tricks mind in new study (AP)

AP - Shaking hands with yourself is an amusing out-of-body experience. The illusion of having your stomach slashed with a kitchen knife, not so much.

Britney Spears tops Yahoo searches (AP)

AP - She did it again: Britney Spears was the most popular search term on Yahoo for the fourth year in a row Â— her seventh time topping the list.

Heat rally in final seconds of OT to beat Warriors (AP)

AP - Chris Quinn hit a tying 3-pointer with 7.1 seconds left in overtime, Michael Beasley stole the ensuing inbounds pass and made the decisive free throw, and the Miami Heat pulled off a wild 130-129 comeback win over the Golden State Warriors on Monday night.

Thai court disbands ruling party (Reuters)

Reuters - Thai Prime Minister Somchai Wongsawat was banned from politics for five years and his party disbanded on Tuesday, plunging the country deeper into chaos and raising fears of a violent backlash by government supporters.

Europe looks to galvanize banks (Reuters)

Reuters - The European Commission on Tuesday promised measures to get state-aided banks to start lending to the real economy but EU finance ministers squabbled over ways to push back against the global financial crisis.

Georgia votes in key Senate run-off election (Reuters)

Reuters - The U.S. state of Georgia votes in a run-off election for U.S. Senate on Tuesday that will help decide whether Democrats gain a big enough majority in the chamber to ram through legislation virtually at will.

Oil back above $49 after early dive (Reuters)

Reuters - Oil pared losses on Tuesday after an earlier fall to a new 3-1/2-year low below $48 a barrel, weighed down by heavy losses in global stock markets after confirmation that the United States was in recession.

Two U.S. soldiers charged for abusing Afghans (Reuters)

Reuters - Two U.S. soldiers serving in Afghanistan have been charged with the abuse of Afghan detainees, the U.S. military said Tuesday.

Chances of WMD attack in big city greater: report (Reuters)

Reuters - The chances of a terror attack on a major city somewhere in the world using weapons of mass destruction are better than even, according to a task force mandated by the U.S. Congress, The Washington Post reported in its Tuesday edition.

India demands Pakistani sign of faith (Reuters)

Reuters - India demanded Pakistan hand over 20 of its most wanted fugitives as a sign of good faith on Tuesday, while both sides tried to cool tensions over the Mumbai attacks that have threatened improving ties.

Lots of TV and Web harms kids' health (Reuters)

Reuters - Spending a lot of time watching TV, playing video games and surfing the Web makes children more prone to a range of health problems including obesity and smoking, U.S. researchers said on Tuesday.

Thai court bans PM, flights to resume (AFP)

AFP - A Thai court stripped Prime Minister Somchai Wongsawat of his post and outlawed the ruling party on Tuesday, prompting jubilant anti-government protesters to lift a blockade of Bangkok's main airport.

Pakistan offers 'joint investigation' into Mumbai attacks (AFP)

AFP - Pakistan offered on Tuesday to work hand-in-hand with India to track down those responsible for the Mumbai attacks but declined to respond immediately to a demand that it hand over 20 terrorist suspects.

4 Simple Steps to Successful Delegation

Business Management Business Management