Delegating isn’t about offloading a leader’s responsibilities; it’s a management tool that helps leaders remain accountable while empowering others to complete tasks effectively.
When big projects with tight deadlines arise, delegation gives leaders more time to focus on strategic planning and problem-solving. Leaders who empower employees to take ownership of specific tasks—whether that’s part of a new project or an ongoing one—optimise the productivity and professional growth of their business’s employees.
However, leaders who offload tasks and give others full responsibility aren’t delegating well. Delegating isn’t about relinquishing control but strategically distributing responsibilities to increase efficiency and leverage a team’s strengths. For employees, it’s a huge learning experience of what they can (or can’t) handle and an opportunity to show how they could take on future leadership roles within the company.
Let’s dive into how to master the concept of delegation so you can be an impactful and influential leader in your business.
What is delegation?
Delegation in management involves shifting tasks from your plate to others. It’s a skill to be mastered because not all can do it well. In the business world, it’s often seen as executives assigning responsibilities to managers, who then pass them down to their teams.
Below is a list of tasks that a leader may delegate:
Routine tasks that take up time for a leader, but an employee can pick up quickly.
Documented procedure tasks where there are guidelines an employee can refer to.
Specific knowledge-based tasks. For example, asking a graphic designer to use a tool to cut an image in a different way than another has.
Not all tasks are great for delegation. If a specific task requires unique knowledge you know, sensitive information you can’t share, or confidential information about other employees, it’s most likely more efficient for you to just complete it rather than try to explain it all to someone who is from the outside.
As the delegator, you are the advocate for learning. You can’t just throw a task and leave the employee in the dark. You must make time to teach, as each task you assign allows another person to grow. Don’t expect perfection from another individual immediately, especially if it’s their first time—they won’t know how to do it perfectly from the start. It’s your responsibility to guide and support them and answer any questions they have. If you cannot provide that guidance, delegating the trainer role to someone else who can support the learning process is best.
How to delegate with a team:
Delegating starts with a leader who needs to share work. First, pick the person with the right skills to manage the task. Do they have heaps of experience in writing? Knowledge of coding? An eye to film creative content? A desire to work more on the management side?
It is important to delegate a task to someone capable and willing to learn as they go. Be open about any insider information or resources you have around the project so the individual is fully aware of everything they are walking into.
How to know when someone is ready for a task:
Consider how packed the employee’s schedule is and weigh out how much of a time commitment the task is. Consider the employee’s level of experience and career goals they have expressed to you. You’ll want them to achieve it with energy and excitement, so ask yourself:
Is this task something they can handle with their current workload?
Do they have extra time to complete it?
Is this something of interest to them and their career? Or will they look at it as a nuisance?
If you see they’re already stressed out with their current workload, they may not be in the right mindset to take on any more work, and it’s recommended that you ask the next best person.
How to manage the task:
1. Communicate clearly
Communication and clear expectations are key. With your individual in mind, have a one-to-one conversation with them about the task, provide detailed instructions, outline your preferred outcomes, and establish the time restraint or deadline. Make sure the individual knows what needs to be completed.
2. Check in
After this, the employee is responsible for their work, but the leader must still check in to monitor progression and completion. To be an effective leader, be available for the individual to reach out to for questions, inspire them to be confident in their abilities, and empower them to complete the task. Set regular check-ins to discuss what’s going on to ensure they’re on track. Coach them through any problems or confusion they may have.
3. Provide feedback
Once it hits completion, it’s up to the leader to check through the work, provide feedback, and ensure all specifications are met. Be thorough with constructive criticism yet kind with how you share the feedback. Try the sandwich method: a compliment, advice on improving next time, and another compliment. This lessens the blow but still gives them room to improve. You want your feedback to motivate them and provide them with a boost of confidence to keep stepping out of their comfort zone. It’s a learning experience for both parties.
What do leaders and employees learn in delegation?
In delegation, both the leader and the employee are learning—just in different ways. The leader is learning how to clearly explain tasks, follow up on employee questions, and provide helpful feedback along the way. Meanwhile, the employee is learning how to take new knowledge and apply it to their tasks and when the best time is to ask for help.
As a leader, it is crucial to hold yourself, your employees, and your business accountable. You must believe in your team, allow them to prove themselves, and trust them to do the job without micromanaging.
Too often, leaders take on heaps of work, holding onto tasks and projects that could be delegated. This clogs up workflow and leads to burnout while limiting opportunities for others to grow. By sharing knowledge and giving others the chance to take on responsibility, you help the business thrive today and set it up for success in the future.
And who knows? These employees could one day be the next managers and executives. So, the better a leader can delegate, the better their team will be.
Find the best place to delegate tasks today
Delegation is key to a healthy manager-employee relationship. When employees feel trusted and supported, they perform better and contribute more to the business. Creating an environment where people can grow and collaborate is vital—within a company or in the spaces where work happens.
If you’re looking for a place to build your business or host events, Haven Workspaces offers the flexibility you need. There’s a space for everyone with options like flex desks, private offices, and meeting rooms.
