How to delegate responsibilities. Are there any secrets to delegation?

How to delegate responsibilities and powers?

Delegation is an eternal game of nerves for many leaders. It’s like playing chess with an invisible opponent. ‘What if I delegate a task and everything goes wrong?’ ‘What if someone does it worse than me?’ These thoughts stick in your head and slow down the whole process. I know this feeling because I’ve gone through it myself.

Many managers are afraid to delegate responsibilities, thinking that it is tantamount to losing control.

But you know what? This is exactly what allows you to be a stronger leader. I’ve been there and now I want to share how to learn how to delegate tasks so that everything runs like clockwork and get great results.

Why is it difficult to delegate authority and make decisions for others?

I’ve noticed two ways in which delegation fails:

• The first is when the manager simply ‘dumps’ the task, along with all the responsibility, without providing any support.

• The second is when a manager delegates a task but does not give full freedom of action, interferes and changes what he or she prefers.

Proper delegation means that you hand over a task to be completed, but you still remain responsible for the end result. Even if something goes wrong, you are responsible for it.

Taking responsibility for what another person does is scary. That’s why many managers who try to delegate don’t actually let go of control and continue to interfere. They may try to steer the performer in the direction they would have taken themselves, sometimes even redefining the decision in their own way. This is demotivating and stifling and eventually leads to a breakdown in team communication.

Decide to delegate responsibilities immediately

Delegating tasks to a team is a useful skill that helps a company, making even the most complex projects easier to manage, as tasks are distributed to those who are best suited to handle them.

What is the right way to delegate authority?

Prepare yourself by clearly setting out the instructions for the task

For delegation to be effective, prepare clear instructions for the task. Without clear instructions, you won’t be able to achieve the desired result.Each task should be written in such detail that the team member does not need additional explanations from you. The purpose of delegation is to lighten your workload, not to create a new one by keeping control of every step. Give the person to whom you delegated the task a chance to prove themselves, and let go of control whenever possible.

Choose the right person to do this task

There is a team member for every task. Even if a person doesn’t seem like an obvious choice, there are ways to bring out their hidden strengths. The more you work with your team and assign tasks to them, the better you understand what they can do well and what they can’t. So, when discussing plans, goals and achievements, replace ‘I’ with ‘we’ to emphasise a team approach.

Define the goal and your expectations

Part of the delegation process is understanding what you hope to achieve by involving others. Set clear deadlines and objectives so that everyone knows exactly what needs to be done and by when. When a team is working towards a common goal, success is possible because everyone does their part on time, leading to the achievement of the overall goal.

Stay supportive and communicative

Check in with your team members regularly to support them and show them how important their contributions are to you. This helps boost their self-esteem and motivates them to work harder. Learn to say ‘Yes’, ‘No’ or ‘Yes, if’ because every scenario requires a different response.

Evaluate the work of each person who provided assistance

When I evaluate the work of each team member, I always try to understand what they did well. This allows me to see their strengths and identify areas for further development. I use this moment to celebrate their successes and ask for feedback. Instead of just pointing out what can be improved, I ask them to identify what they think they need to work on more. This helps them better understand their role, grow and feel important in the team.

Delegated work gets done because everyone takes personal responsibility for its execution. Therefore, you need to thank those who helped you with the tasks. People are more inclined to contribute in the future if they feel that you value them.

The ability to delegate well is a trait of strong leaders

Delegation is one of the key elements of successful management. When we distribute tasks among the team, we make better use of our time and resources, support team development and increase overall productivity.

The principles of delegation are actually very simple:

1) Know what you can delegate

What should a manager delegate? Not all tasks can be delegated?

For example, performance appraisals and HR issues need to be handled personally. It’s important to understand that hiring the right people and knowing their strengths and weaknesses helps you to better distribute tasks and pass responsibility to those who can successfully complete them.

However, there are many tasks that don’t require your personal control. If you regularly take on tasks that are better done by a specific employee, don’t be afraid to pass the buck. This will show your trust and respect for the team, and allow you to focus on more important strategic projects.

2) Use the strengths and goals of your employees

Each team member has their own career goals, and delegation can be an opportunity to achieve them. For example, if you have a subordinate who is looking to gain management experience, they may be able to lead a project or manage an intern. The type of task you delegate may affect their professional development.

For other tasks, look for people in the team with the right skills who can achieve the desired result. By playing to your employees’ strengths, you not only increase their motivation and engagement, but also achieve better results for the entire business.

3) Define the desired outcome

Simply passing a task on to someone is not true delegation. For delegation to be effective, it is important to provide clear instructions and a link to the company’s goals. The employee must clearly understand what needs to be done, by when, and how the result will be evaluated. This includes defining what is considered successful, setting deadlines and criteria for measuring achievements.

4) Provide the necessary resources and level of authority

When you delegate a task, it is important to give the person responsible for it all the resources, training and authority they need to complete it. If a task is too complex or requires additional tools or knowledge, it is your role as a manager to ensure that it is completed. Otherwise, the task may go undone or you may have to return to your responsibilities.

It’s also important to avoid micromanaging. Don’t control every step of the process, but rather focus on the end goal and the importance of the task. Help to fill in the gaps in skills so that the employee can achieve results and acquire new skills.

5) Create a clear communication channel

While it’s tempting not to get involved in every step of the way, it’s important to ensure transparent communication. This will allow your employees to ask questions and report on progress. Regular check-ins and feedback will help you monitor progress, provide support, and make timely adjustments without the need for excessive control.

6) Be a mentor, not a tyrant

Steve Jobs was not only one of the world’s greatest leaders, but also one of the most ardent advocates of the role of a mentor for employees. In one of his early interviews, Steve Jobs mentioned the importance of mentoring, repeating that ‘…unlocking the potential of every employee is the main task of a great leader.

7) Allow for failure

This is especially important for those of us who strive for perfection and believe that there is only one way to do a task. Give your team the opportunity to try and make mistakes. Even if the result is not perfect, it creates space for new approaches and innovations. When you are open to experimentation, delegation becomes easier and it helps your team grow.

8) Be patient

As an entrepreneur, you may find it easier to solve a problem quickly yourself because you have more experience. What takes you 30 minutes may take an employee an hour – and that’s okay. Patience helps a team grow. Instead of interfering, give them time and support to learn and gradually get better

Delegate and achieve more

Delegation is not a weakness, but a strength of a true leader. It’s about the ability to trust your team, share responsibility and create conditions for everyone’s development. It’s important to remember that the best teams are those where everyone feels valued and contributes to the common cause.

Imagine working less and achieving more. This is not just a dream, but a reality thanks to effective delegation. On WOW Mentor I share tips on how to make sure you have more time for the tasks that increase your productivity as an entrepreneur, so that each of you can do only the tasks you really love ?