Delegation

When to DelegateIs this a task that someone else can do or is it critical that you do it yourself?

Does the task provide an opportunity to grow and develop another person’s skills?

Is this a task that will recur, in a similar form, in the future?

Do you have enough time to delegate the job effectively?

Is this a task that I should delegate?

If you can answer “yes” to at least some of the above questions, then it could well be worth delegating.

Other Factors Worth Considering

• How much time is there available to do the job?

• Is there time to redo the job if it’s not done properly the first time?

• What are the consequences of not completing the job on time?

The project’s timelines & deadlines

• How important is it that the results are of the highest possible quality?

• Is an “adequate” result good enough?• Would a failure be crucial?• How much would failure impact other things?

Expectations or goals for the project

To Whom Should You Delegate

Experience,

knowledge, skills

Preferred work style

Current workload

Delegate Successfully

1. Clearly Articulate Desired Outcome

The report is due at the end

of the quarter. I would like you to work on the

financial section and have it to me by the end of the month.

I would be happy to help in getting the

report together and I

appreciate knowing the timelines.

2. Clearly Identify Constraints and Boundaries

Great! You will need to

check with the CFO for input on the latest numbers. I

would arrange an meeting soon, as I

understand he is taking some vacation soon.

Thanks for the heads-up. If the CEO isn’t available is

there someone else on the

staff that could provide me

with the information?

3. Include People in the Process

That’s a good question. I

would suggest you work with

the Senior Accountant

and his team. I will leave it up to you to make those contacts.

I’ve worked with him

before on end-of-year reports

so I don’t anticipate any

difficulties.

4. Match Amount of Responsibility with the Amount of Authority

If you run into any trouble or obstacles, let me know and we can work

through a solution.

It is good to know that I have your

support and encouragemen

t.

5. Delegate to the lowest possible organizational level

You may also want to

engage our administrative assistant with

help in completing

the final document.

That would really save me a lot of time

and allow the admin to do

what she does best.

6. Provide adequate support

You know my door is always

open if you run into a snag. I’ll

check in every now and then

just to see how

everything is going.

I won’t hesitate to ask for

clarification or help. Thanks.

7. Focus on results

I really want you to make this project

your own. Are there any

questions you have?

Not right now. Thanks for

giving me the space to

organize and execute this the way that makes sense

to me.

8. Avoid “upward delegation”

I’m running into a problem

with the admin. Can

you talk to her and get her to

do what needs to be

done?

Let’s take a step back.

What are some ways that you have already

tried to handle the situation? What are some other solutions that you may not have tried

yet?

9. Build motivation and commitment

I know this is a big job and

that it will take a lot of

time and effort on your

part. If we are

successful, we will certainly

celebrate.

I appreciate your vote of confidence

and am happy for the

opportunity to make a

contribution to the college.

10. Establish and maintain control

We can discuss

progress on this project at

our weekly meetings.

Please create a checklist for all the pieces that you see

needing to be addressed.

That way we can stay on

top of things.

I already have some ideas on

how to breakdown this

project and what departmental

and interdepartmental resources may

be necessary.

Questions or Comments?