How do you manage to juggle everything on your plate? How do you decide what gets priority on your never-ending to-do list?
And most importantly, how do you nurture leaders within your team?
If you find yourself frustrated because even after delegating tasks, they somehow find their way back to you, you’re not alone.
Delegating is tough. It involves managing expectations, workload, time, and ensuring readiness.
But just because it’s challenging, doesn’t mean it’s not important.
Delegation is a skill that leaders must learn. Why?
Delegation helps you:
- Clarify your priorities
- Focus your energy on what truly matters
- Facilitate growth in your team members
- Reduce turnover
- Build trust in your team
Delegation helps you clearly define what needs your immediate attention and what can be handled by others. By delegating tasks, you can concentrate your time and energy on tasks only you can accomplish.
Leaders are all about developing people. Delegating provides these opportunities for your team members to learn and grow. This then leads to developing leaders within your team and better outcomes for your organization.
When you delegate effectively, you demonstrate that you trust in your team, which strengthens relationships, creates a culture of healthy communication, and builds a positive work environment.
So, are you ready to learn how to delegate successfully?
Successful delegation is founded on 4 key principles.
Right Motivation
You must understand why the task is necessary, who it’s for, and what success looks like.
Ask yourself questions like: What’s the purpose of this task? Who benefits from the completion of this task? How will I know when the task is completed successfully?
Right People
You have to choose the right people for the job. These are team members who have both the needed skills and character.
This means that they not only have the technical know-how to accomplish the job but also demonstrate qualities such as reliability, integrity, adaptability, and a strong work ethic.
Culture of Communication
Leaders create a culture of healthy and open communication. This can be accomplished by holding regular meetings and 1:1s.
During these meetings, leaders focus on giving praise generously and recognizing team members when they succeed.
Remember that when you’re talking with your team, you should focus on active listening skills, repetition, and clear communication.
For more on communication for servant leaders, check out this article.
Clear Direction
When you’re ready to delegate, you need to create a clear direction for each task.
Share your vision. Discuss the “why” behind the task. Talk about your specific goals. Clearly communicate expected results and outcomes.
Out of these 4 elements of successful delegation, which one do you need to work on to delegate with more confidence?
It’s Time to Take Action – Do. Delete. Delegate
When it comes to managing your workload efficiently, focusing on priorities, and developing your people, the do, delete, delegate approach is a great way to start the delegation process.
What is the do, delete, delegate approach?
Take a moment to list all the tasks, to-dos, responsibilities, reports, meetings, committees, and commitments that only you can handle. ALL. OF. THEM. Just getting everything out of your head and onto a piece of paper helps you process all you do. Now that it’s all out there, it’s time to start figuring out what to delete, delegate and what you need to do.
DELETE.
It’s time to identify items that you can eliminate from your workload. Look for tasks that serve as distractions, don’t align with your priorities, lack value, or are redundant. Cross them out. Put a big X next to this item. By saying “no” to this item you’re decluttering your workload and giving yourself (and maybe even your team) the time and energy to say “yes” to your most important items.
DELEGATE.
Once you’ve deleted what needs to go, it’s time to go back and review the list for what can be delegated (or automated). Look for tasks and responsibilities that can be done by someone other than you. Also, look for items that don’t align with your priorities or match your strengths. These are the best items to delegate and develop others through this new responsibility. Delegate these tasks to team members based on criteria like their strengths, priorities, and responsibilities.
DO.
Lastly, now that you’ve deleted and delegated a majority of your list, it’s time to go back and highlight the responsibilities and items that you will do. They should align closely with your strengths, priorities, and current responsibilities as a leader.
The Delegation Chart
Now that you know which tasks you’re ready to delegate, how do you know which team members to delegate to?
This is where the delegation chart is important.
The Delegation Chart is a powerful tool for effective task distribution within your team.
Begin by identifying each team member, listing their names, roles, strengths, and areas for growth.
Next, match specific tasks to the team members who are best suited to handle them based on their skill sets, passions, and strengths.
Think about things like experience, knowledge, and proficiency in relevant areas. Then, rate each team member’s readiness level on a scale of 1 to 3. Rate them a 3 if they’re fully ready to fulfill the delegated responsibilities. This comprehensive approach allows you to assign tasks strategically so that you’re maximizing efficiency and leveraging each team member’s strengths — all the while supporting their growth and development.
Next up, it’s time to schedule your meeting and begin the process of delegation at your next 1:1 meeting.
3 Steps to Delegate with Confidence
Instruct (I do, You watch)
For the first phase of delegation, think of yourself as a patient teacher. Take the time to provide clear guidance to your team members to make sure they understand what’s required.
Allow them to watch you while you complete the task. As they understand further, it’s time to shift to a coaching approach.
Coach (You do, I coach)
During the coaching phase, let your team members take the lead while you offer support and guidance from the sidelines. Take the time to provide detailed feedback, review performance, and ask questions to make sure they understand what is going on.
Equip (You do)
Once your team members show consistent competence and you both are ready, it’s time to equip them for independent success. Offer ongoing support through regular check-ins, reviews of their results, and make sure they have the necessary resources.
So, what’s this look like in real life?
As a leader, you’ve been running your team’s weekly meetings, but it’s becoming overwhelming. You decide to delegate this task to a capable team member.
You start by explaining the meeting’s purpose and structure to your chosen team member. You walk them through each step, from planning the agenda to facilitating discussions.
As they lead the meetings, you offer support and guidance, allowing them to make decisions independently. With each successful meeting, their confidence grows, and they take ownership of the process.
Soon enough, they’re leading with grace and confidence which gives you the freedom to focus on other tasks.
See how it’s done?! Through effective delegation, you’ve not only lightened your load but also empowered a team member to develop their leadership skills.
You’re serving. You’re developing people. That’s what we’re all about.
Through the challenging times and the rewarding times, don’t give up. Persist. Keep going. Don’t throw in the towel just yet.
Your ability to delegate and develop people matters. Once you’re able to delegate well, you’ll find that you’ve created a healthy workplace with a large impact.
If you want to learn more about delegation and how to be a servant leader, check out the Leadwell Podcast. Dedicated to helping mission-driven leaders lead well, Jon Kidwell and his special guests will inspire and encourage you.
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