When delegation isn’t done properly, there can be high costs to both the organization and the individuals involved. Don’t let that happen to you!
Ensuring a successful delegation requires that you fully define/analyze the task ahead of time and think about what will be required of the person to whom it’s assigned. Each of the following should be considered before assigning anything to anyone.
1. What is the task?
-Be sure you can be specific about the task and have all the information you need to help your “delegatee” succeed at it.
-Know why this project needs to be done and why you want to delegate it.
-Know any issues that will have to be analyzed or resolved before the task can be delegated.
2.When is it due?
-Have a specific deadline, and know the consequences of missing it.
-Know how the task might be affected by outside factors, such as upstream tasks that may fall behind schedule.
3.What resources are available?
-Know what supporting resources are available – personnel, documents, etc.
-Be aware of any budgetary constraints on the task.
4. What is the outcome or deliverable?
-What are you looking for as a result – a report, a presentation?
-Figure out how you will measure success.
5. Who is the best person for this task?
-Think about the specific skills and experience that will be required.
-Consider the attitude that will be needed.
-Look at your team – whose skills fit the bill? Who has have the right attitude?
-Once you’ve picked the person, determine if they need any additional training.
Use of these questions will greatly eliminate misunderstandings and misconceptions about the task to be performed and the expected outcomes.
Excerpted from the CRM Learning program, A Leader’s Guide to Delegating.
Need more help in this area? For detailed information on this crucial step in the delegation process (along with several others) we recommend the entire A Leader’s Guide to Delegating program which introduces and illustrates a highly effective five-step delegation model.