How to Delegate Effectively: 4 Keys Every Leader Needs

Any time we work with a team, delegation is going to be central to our success. As parents, we ask our kids to clean their room, make the bed or brush their teeth. At some point WE were the ones doing those things. But, we want them to learn responsibility, so we hand it off. At work it’s the same idea. None of us has the time or the skill to do everything that needs to be done, so we delegate in order to accomplish the mission.

Can I be honest for a moment? Early in my leadership, I was a horrible delegator. I’m still growing here. I’m not sure if it’s an introvert thing, but I struggle with giving up control. I’ve carried that old mindset around for years…”if you want it done right, do it yourself.” Sound familiar?

Here’s the problem with that mindset. It caps your team at whatever YOU can personally get done. Over the years – in hotels, retail, higher ed and now leading a church staff – I’ve found a few keys that have to be present if you want to delegate effectively.

Why Leaders Don’t Delegate

Before we get to the how, let’s be honest about the why. Most of us hold on to work for one of these reasons:

• “It’s faster if I just do it.” True this week. Not true over the next year.
• “They won’t do it as well as I would.” Maybe not at first. That’s what training and feedback are for.
• “I don’t want to dump on them.” Good delegation is a gift. It’s how people grow.
• “I actually like doing it.” Yeah, me too. But, liking it doesn’t mean it’s the best use of your time.

How to Delegate Effectively: 4 Keys

1. Be clear about the assignment.

What needs to be done? What should the finished product look like? Why does it matter? What’s the budget? How much authority do they have to make decisions along the way? This is the time to be as specific as possible so there’s no question about what’s being asked. Then, ask them to tell you back what they heard, and give them room to ask their own questions. In other words, clarity up front saves a whole lot of frustration later.

2. Set a deadline – together.

Assignments without deadlines tend to never get done. Other priorities pop up and bury the original task. If it isn’t urgent, let them tell you when it will be done. This works with kids AND adults because it gives them ownership, and ownership usually leads to a better outcome. Put it somewhere you can both see it. I used to use Wunderlist for this. Today it’s a shared task list in whatever tool your team already uses.

3. Follow up to make sure it’s done.

This is the one leaders miss more than any other. It’s been said that you have to inspect what you expect. Once it’s checked off, take a look to make sure it’s done to the standard you agreed on. The goal is getting better together. As trust grows, you won’t need to check as closely…but you’ll always need to check. Your one-on-one meetings are the perfect place for this.

4. Give feedback.

I believe that feedback is the single most important part of delegation. If it went well, tell them. If it’s not quite right, tell them. I’ve written about giving feedback before, and delegation is a pivotal time to let someone know how they’re doing. If they miss the mark and you say nothing, you can’t expect anything to be different the next time you hand them something.

3 Levels of Delegation

Not every task needs the same amount of freedom. When you hand something off, say which level you mean:

1. Follow the plan. “Here’s exactly how I want it done.” Best for new team members or high-stakes tasks.
2. Recommend, then act. “Look into it, bring me your plan, and once we agree, run with it.”
3. Own it. “This is yours. Just keep me posted.” Best for proven people you trust.

A lot of delegation frustration comes from the leader thinking level 1 while the team member hears level 3…or the other way around. Just say it out loud. Make sense?

Quick Answers

What tasks should a leader delegate? Anything someone else can do at least 80% as well as you, anything that would help someone grow, and recurring tasks that keep you from the work only you can do.

What shouldn’t you delegate? Setting vision, building culture, sensitive people issues and the key relationships that depend on you personally.

How do you delegate to volunteers? The same 4 keys apply. Be even clearer about the “why,” because a volunteer’s paycheck is knowing their work matters.

If you’re drowning in tasks and not sure where to start, Step 5 of my 5 Steps to Getting to Your Next Level™, Tackle Your Time, is all about this.

Are you someone who delegates well? What would you add to this list? Comment below and let’s start a conversation…