One of the most critical skills a manager needs to execute well is the ability to delegate. It is surprising to see how many managers think they can do a better job if they just do the task themselves. Rather than risk losing power, stature, or control managers at every organizational level and in every industry keep too many responsibilities and assignments for themselves.
Do they know that not delegating effectively can actually cost them the stature they are hoping to preserve? They often become known as a manager who has no idea how to develop people well.
If you are a manager and want to get work done through others as well as build your reputation as a ‘people grower,’ here are some tips about the best way to effectively delegate:
• Delegate the entire task to someone. Giving one individual responsibility can increase their motivation.
• Assess the skills and capabilities of employees and select the right person for the task. Determine if you want to stretch someone’s skill set, have the task completed as fast as possible, want to develop a person’s creativity, or are looking for fresh perspective on something.
• Be clear and specific about the outcome you seek. That means letting them know when it should be completed, the constraints and parameters involved, why it needs to be done, what you expect success to look like, and perhaps why you have chosen them.
• Delegation means that you have given someone a task to accomplish but not the method to accomplish it (That’s assigning!) Let them figure out how to go about getting you the results you are looking for. Determine if you require a completion date and be specific; don’t make them guess. ‘Soon’ isn’t a time.
• Use your active listening skills when delegating. Ask them what their impressions are of your delegation conversation and have them tell you what they think the results you hope to see will be. Take the time to make sure they are clear about the expected outcome.
• If you need some control, they have not done this before, the time–frame is a tight one or they are learning the task (are doing this for the first time), follow up a little more closely or frequently in order to get ongoing feedback about the progress of the assignment. Regular communication can provide information about how things are going and you can catch problems earlier (Some people may not tell you they need help because they want to show you they don’t need assistance, even if they do.). Once you have determined how often to touch base – back off.
• If things go awry, don’t immediately jump in or take the assignment away from them. Continue to work with them, providing support and feedback.
• Evaluate the outcome. Did you get what you expected, more than you hoped for, or get an unexpected surprise or headache? Communicate that to the delegate. If it’s needed, talk about what you will do differently next time to get a better outcome.
Delegation is the best way to develop employees and prepare them for growth and opportunity within your organization. As a manager, you should be doing the things ONLY you can do, and providing your employees a chance to learn, grow, get feedback about their performance, and contribute.
If you are working too hard, you may not be delegating enough or doing it the right way.
