I guess you know John D. Rockefeller. He was an American businessman and philanthropist who was the wealthiest person in modern history. He used his wealth to create the Rockefeller Foundation, one of the first major philanthropic organizations, and to endow the University of Chicago and the Rockefeller University. And he was known for being an excellent delegator. 

“I delegate responsibility and authority, but I never delegate accountability.”

This quote emphasizes the importance of accountability in delegation. Rockefeller understood that as a leader, it is important to assign tasks and give authority to others, but ultimately, the accountability for the success or failure of the task still lies with the leader. This clearly illustrates that effective delegation is not just about assigning tasks, but about ensuring that the right people are held accountable for their actions and the outcome.

What is delegation?

Delegation is the process of assigning a task or responsibility to someone else, usually with the expectation that they will complete the task or fulfill the responsibility to a certain standard. As a leader, it can be easy to fall into the trap of wanting to do everything yourself. After all, you have the skills and experience to get the job done, and you want to make sure it’s done right. However, this approach can lead to burnout and frustration, both for you and your team. Instead, effective leaders know how to delegate tasks and responsibilities to their team members. This allows them to focus on the most important tasks and empowers their team to grow and develop their own skills. So, with that, delegation is an important aspect of leadership, as it allows leaders to manage their time, resources, and people more effectively.

In addition, delegation is about trust and empowerment. It’s about giving others the opportunity to take on new challenges and responsibilities, and to grow and develop as individuals. When done effectively, delegation can lead to increased productivity, improved employee engagement, and a more dynamic and innovative organization.

But delegation is not always easy. It requires leaders to be thoughtful and strategic in their approach, and to communicate clearly and effectively with those they are delegating to. It also requires leaders to be willing to let go of control and trust others to get the job done.

Why is Delegation important?

Successful delegation is important for several reasons:

• Increased productivity: By delegating tasks to others, leaders are able to focus on more important and strategic tasks that require their expertise and attention. This leads to increased productivity, as tasks are completed more efficiently and effectively.
• Employee development: Delegation provides employees with the opportunity to take on new challenges and responsibilities, which can help them grow and develop new skills. This can lead to improved employee engagement and retention, as well as a more dynamic and innovative organization.
• Better time management: Delegation allows leaders to manage their time more effectively by assigning tasks to others and allowing them to focus on more important and strategic tasks.
• Increased decision-making: Delegation also allows for more people to have a say in decision-making process, which leads to better decision-making and more ownership of the task by the delegatee.
• Building trust: When leaders delegate tasks and trust their team members to complete them, it can build trust and better relationships between team members and leaders. It also shows that the leader trusts their team members capabilities and skills.
• Better problem solving: Delegation allows for diverse perspectives and skills to tackle a problem or task, increasing the chances for a better solution.

What can you do to effectively delegate?

As a leader, one of the most important things you can do is to create an environment that supports and encourages delegation. This means fostering a culture of trust, where people feel comfortable taking on new challenges and where they know they will be supported in their efforts. It also means providing the necessary resources and support to ensure that tasks are completed successfully. This may include training, tools, or access to relevant information or people. In addition, leaders must be willing to provide regular feedback and to address any issues or problems that may arise during the delegation process. This helps ensure that tasks stay on track and that any problems are addressed promptly.

“Deciding what not to do is as important as deciding what to do.”
Jessica Jackley

But let’s go into the details. Here are my top five tips for successful delegation:

Identify the right tasks to delegate

Not every task is suitable for delegation. Before delegating a task, it is important to clearly define the task, the desired outcome, and any deadlines or milestones that need to be met. This will help ensure that the delegator and the delegatee are on the same page and that the task is completed as expected. To decide which tasks to delegate, consider the following:

• Time: Do you have enough time to complete the task yourself, or would it be more efficient to delegate it to someone else?
• Skills: Do you have the necessary skills to complete the task, or would someone else be better suited to tackle it?
• Importance: Is the task important enough to justify your time and energy, or would it be more beneficial to delegate it to someone else?

Choose the right team member

Once you’ve identified the tasks you want to delegate, the next step is to choose the right team member to delegate to. This means considering the individual’s skills, knowledge, and experience, as well as their workload and availability. By choosing the right person for the task, the chances of success are much greater. Consider the following factors:

• Capacity: Make sure the team member has the time and capacity to take on the task, without overloading them with too much work.
• Skills and experience: Choose a team member who has the necessary skills and experience to complete the task effectively.
• Interest and motivation: Choose a team member who is interested in and motivated to complete the task. This will increase the chances of a successful outcome.

Set clear expectations and goals

Before delegating a task, make sure to clearly communicate your expectations and goals. This may include outlining the specific steps the team member should take to complete the task, as well as any deadlines or milestones. Depending on the proficiency level, providing detailed instructions and guidelines will help the team member understand exactly what is expected of them. And always have in mind the required outcome and deliverable. Only clear understanding of that ensures that the task is completed to your or your customers satisfaction.

Build trust and empower the delegatee by providing support and resources

Successful delegation requires trust, and it’s important to empower the delegatee to take ownership of the task and make decisions. This means giving them the autonomy and authority to complete the task in the way they see fit and supporting them in their decision-making. This also means to prepared them by  providing training upfront, giving them access to necessary tools or equipment, or assistance with any challenges that arise. By providing your team with this in an ongoing and strategic approach, you can increase the chances of a successful outcome and help your team grow and develop their skills. 

Follow up and provide feedback

Clear and regular communication is crucial for successful delegation. It is important to set up regular check-ins to discuss progress, provide feedback and guidance, and address any issues that may arise. This helps ensure that the task stays on track and that any problems are addressed promptly.

Which common excuses could hold you back from delegating?

There are several common excuses that people use to avoid delegating tasks:

• “I can do it better myself”: This is perhaps the most common excuse for not delegating. Many people believe that they are the best person to complete a task and that delegating it to someone else will result in a lower quality outcome.
• “It will take too much time to explain it”: Some people believe that delegating a task will take too much time and effort to explain it to someone else, so they choose to do it themselves instead.
• “I don’t trust the other person’s abilities”: Some people may not trust the abilities of the person they are delegating to, and may believe that the task will not be completed to their standards.
• “I don’t have the resources”: Some people may not feel that they have the resources, such as personnel or budget, to delegate a task.
• “I’m afraid of losing control”: Some people may be afraid of losing control of a task or situation if they delegate it to someone else.
• “It’s not my responsibility”: Some people may believe that the task is not their responsibility and that delegating it to someone else is not within their job description.
• “I don’t have time”: Some people may think that delegating a task will take too much time and effort, and that they don’t have the time for it.

It is important to remember that delegation is an essential part of leadership and management, and that it can bring many benefits to an organization and its employees. By overcoming these common excuses, leaders can increase productivity, improve employee development, manage their time more effectively, and build trust among team members. So developing a culture that supports delegation is evident and necessary in every high performing organization.

In conclusion, delegation is a key skill and superpower for any leader that can bring many benefits to an organization and its employees. By delegating tasks effectively, leaders can increase productivity, improve employee development, manage their time more effectively, and build trust among team members. 

Remember the wise words

“Delegation is about trust, not about abdication.”
Harvey Mackay

How can I start?

By starting with small and simple tasks, you develop the skills and confidence needed for successful delegation. So let’s do a short working exercise to train delegation:

1. Create a list of tasks that you perform regularly in your job.
2. Prioritize the list and identify which tasks could be delegated to someone else.
3. Choose one task from the list and delegate it to a team member.
4. Clearly explain the task, desired outcome, and any deadlines or milestones that need to be met.
5. Set up a regular check-in to discuss progress, provide feedback, and address any issues or problems that may arise.
6. Reflect on the delegation process and evaluate the outcome, what went well, what could have been improved, and what you learned from the experience.
7. Repeat the process with other tasks from the list.

This exercise will help you to identify tasks that can be delegated, develop the necessary communication skills and to establish a regular feedback loop. Don’t forget to regularly assess what went well and what could have been improved. 

Delegation is a powerful leadership tool that can inspire both individuals and teams to greater productivity, personal growth, and success. The act of delegation is inspiring as it leads to more dynamic, innovative and high-performing organizations. And this is crucial for every business as it leads to increased productivity in comparison to just having a high-performing individual. Therefore, investing time and effort in delegating tasks and training team members on how to assist in this growth of the of the organization is vital.

“No person will make a great business who wants to do it all themself or get all the credit.”
Andrew Carnegie

Interested in some more superpower? Then make sure you also master how to ask great questions.