Becoming a Better Boss Secret 7: Delegation
Delegation is the assignment of responsibilities to others, along with the authority and resources needed to complete a job.
We all understand the importance of delegation. Delegation increases a supervisor’s productivity, the organization gains strength as others become educated in the work of the team, and job satisfaction and engagement increase as employees are given a variety of assignments and new learning opportunities. All good! So why do managers resist delegating?
Managers worry about getting the job done right and getting it done on time. It is often faster to do a task yourself than to teach someone else. And how can you justify giving your employee yet another task? You, as the manager, are accountable so all in all, it is easier to just do it yourself.
On the other side, your employees are fearful. Fearful of failing, becoming overloaded, and of being micromanaged. Yet, retention studies repeatedly show that employees crave growth and challenge. They need opportunities to use their skills in new ways and to expand their knowledge.
We know the benefits of delegation far outweigh the drawbacks. The good news is that delegation works – when it is done the right way!
Five Steps of Delegation
These five steps will guide you through and when followed, ensure the job will be done right. One caution though, you must know that your employee will not perform the tasks exactly as you would and that’s okay. There are different ways of accomplishing work. And, some duties should not be delegated such as disciplinary actions, confidential situations, performance feedback, and other personal assignments.
Step 1 – Analyze the Task
First you need to analyze the task and clearly define what a successful outcome will be. Remember, if your employee isn’t clear on your vision and expectations for this task, it is likely he/she will put wasted time and effort into working on the wrong things.
Step 2 – Select the Right Employee
People have different strengths and different levels of experience. You will need to choose the right person for the job considering their needs and level of readiness. Delegation is a powerful learning tool – you will not always delegate to the most competent and committed employee.
Step 3 – Assign the Task and Empower Your Employee
Be sure you have explained the expected outcome and asked the employee what resources and assistance they will need. Be clear on due dates. Ask about current assignments and how this assignment will affect their workload. Give authority and make it known to others.
Step 4 – Execute, Step Back, and Let Go!
Set up regular meetings to check progress and resist the desire to micromanage.
Step 5 – Track Progress and Provide Support
Monitoring progress is critical in delegation. It can be done differently depending on the person and the task. To effectively monitor, a boss must keep communication open, consistently check in with the employee, and give feedback regularly.
Learning to effectively delegate will make you a better boss. Follow these steps and work to develop and encourage your people as they learn and grow.