Doing every task by yourself can be counterproductive. Learn how to delegate tasks effectively to empower your team and accelerate your professional development.
You can’t and shouldn’t do everything yourself. You can optimise your workload and improve your performance at the workplace by delegating tasks. However, delegating is not just passing your task to someone else. It's a transfer of responsibilities that requires a lot of trust, communication, and coordination. When you learn to delegate effectively and implement those crucial strategies at your workplace, you and everyone on your team win.
Why is It Important to Delegate?
As a professional, especially if you are a manager or leader, learning how to delegate your tasks effectively can benefit your career prospects in substantial ways. From my own experience gained through working closely with senior executives and professionals, I have determined a few incredible advantages of delegation, as mentioned below:
● Builds a culture of trust: You show confidence in the abilities of your colleagues by delegating tasks. As they get a chance to contribute to the organization's success, it builds a culture of trust.
● Stimulates creativity and sharpens skillset: When professionals are provided with the freedom to accomplish delegated tasks in their own way, it becomes a perfect opportunity for them to show their creativity and sharpen their skills.
● Empower leaders to manage their responsibilities efficiently: Leaders and managers often take on more projects than they can handle alone. Delegating tasks to the right person allows them to focus on planning and organizing.
● Boosts engagement among team members: When professionals in an organization truly feel that their skills and talents are being put to good use through delegated tasks, they become more engaged and happier overall.
● Prevents burnout and helps to achieve a better work-life balance: When professionals share their responsibilities with a team-based approach, they get more time for their core duties as well as for self-care, which helps to prevent burnout and achieve a better work-life balance.
7 Tips for Delegating Tasks Effectively at Work
Task delegation is an important skill in the workplace. You need to learn how to delegate tasks effectively and ensure reaching the desired outcomes. Here are some tips to share your tasks and responsibilities with your colleagues and increase productivity at work.
1. Know Your Role and Core Responsibilities
You cannot do every task but you cannot delegate every task either. Know your role and responsibilities thoroughly and keep core tasks under your management. If you are a manager, then you cannot delegate tasks like performance reviews, supervising, and other management-based tasks. Do not run away from your responsibilities under the guise of delegating them.
2. Carefully Choose the Task You Should Delegate
Apart from your core responsibilities, there will be several other day-to-day activities that don't require your participation. Here are some of the major factors you can consider while choosing a task to delegate.
Tiny tasks that usually take a small amount of time to complete but add up over time and affect your routine, like scheduling meetings, booking tickets for trips, and so on.
Tedious yet mindless tasks, such as copying and pasting certain information from one place to another,
Time-consuming and lengthy tasks should be broken into smaller chunks and some portions should be delegated to others.
Tasks that require certain skills and if you are terrible with those skills, then delegate them to more skilled professionals.
Time-sensitive tasks that need to be delivered urgently. If you don’t have time to complete them on your own, delegate parts of those tasks to your colleagues.
3. Carefully Choose the Right Person For The Job
While delegating a task, match the level of responsibility with the expertise and skill set of the professional to whom that task is to be delegated. Know your colleagues and understand their preferences, skill sets, and areas of expertise. These insights are valuable for making the best decisions regarding delegating your tasks. When professionals get tasks they’re interested in and have expertise in, they tend to perform better than expected.
4. Convey the Desired Outcome with Clarity
Simply passing a task to someone else’s table is not the best kind of delegation. While handing over a task to someone else, you must provide the proper context and a clear view of the end goals. They should know exactly what they need to do, including the crucial metrics or KPIs you will use to assess the quality of their work.
5. Provide the Access to Right Resources
If the person you’re delegating work to needs resources or authority to accomplish the delegated task, it’s your responsibility to guide and give proper access to such tools and resources. As I have experienced over the years, setting someone up for a task without adequate resources not only frustrates them but also hampers their chances of achieving the desired outcome.
6. Avoid Micromanaging and Give the Necessary Authority
Once you delegate a task to someone, avoid micromanaging and give them the freedom and authority necessary to accomplish that task. Focus on clarifying the desired end goal and offering valuable guidance wherever needed instead of explaining why the task is important and how you would accomplish it. Also, that approach won’t let them learn or gain new skills.
7. Offer (and Ask For) Feedback and Give Credit
After delegating your tasks, monitor progress and deliver relevant and positive feedback to your colleagues. Don’t hesitate to show your appreciation if the task is done well. Also, seek their feedback on whether you have provided clear instructions and if there’s anything you can do to help them. Such support and encouragement produce highly efficient outcomes.
By learning to delegate well, you not only improve the overall productivity of your team but also gain their long-lasting trust and commitment. Implement the above-mentioned strategies to align the right people with the right tasks and responsibilities and strengthen your reputation as a colleague and as a leader.
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Smita D Jain is a Certified Life Coach, Executive Coach and NLP Practitioner. Smita’s ‘Empower Yourself’ Personal Clarity Coaching Programs enable busy professionals unhappy in their jobs to tap into their passions and transform them into professions so that they work because they want to, not because they have to.
Prior to her journey as a coach, Smita had extensive experience of 14 years as a corporate and business strategy professional with Fortune 500 companies. She is also a speaker at various public forums, a published writer, and an Amazon bestselling author.
You can learn more about Personal Empowerment Life Coach and Executive Coach Smita D Jain’s ‘Empower Yourself’ Coaching Programs by visiting www.lifecoachsmitadjain.com and
book a strategy session at https://www.lifecoachsmitadjain.com/booking.