5.04 – When To Delegate & When To Do It Yourself
In theory, you can delegate any of your responsibilities to your employees. However, if you delegate everything, your role as a manager becomes redundant. The key is to identify tasks that you can effectively delegate and those that you should handle yourself. Delegating properly begins with simple tasks and gradually moves to more complex ones as your employees gain experience and confidence. Here’s how to distinguish what to delegate and what to retain:
Pointing Out Appropriate Tasks for Delegation
Certain tasks are naturally suited for delegation. Here are some types of work you should consider delegating to your employees:
Detail Work
Detail-oriented tasks such as double-checking pages, troubleshooting computer code, or auditing timesheets can be significant time-wasters for a business owner. Instead of getting caught up in these, delegate them to your employees while you focus on orchestrating the team toward achieving larger goals.
Information Gathering
Research tasks, such as browsing the web for competitor information, reading reports, or spending hours in a library, can be effectively delegated. Your role is to analyze the information gathered, not to collect it.
Repetitive Assignments
Routine tasks like checking inventory levels, reviewing expenditure reports, and approving monthly bills can be delegated. These tasks recur frequently and don’t require your direct involvement once your employees are trained.
Surrogate Roles
You don’t need to attend every meeting or conference call personally. Send employees to represent you when possible. This delegation frees up your time and provides growth opportunities for your employees.
Future Duties
Training employees for future responsibilities is crucial. Allow employees to assist with tasks like budget development or market research. This not only prepares them for future roles but also helps in their professional development.
Knowing What Tasks Should Stay with You
Certain tasks are integral to your role as a manager and should not be delegated:
Long-term Vision and Goals
As the leader, you have a unique perspective on the organization’s needs. Developing the long-term vision and goals is a core function that should remain your responsibility.
Positive Performance Feedback
Recognizing and rewarding employees for their good work should come from you. Delegating this task can diminish the impact of the recognition.
Performance Appraisals, Discipline, and Counseling
These tasks require your direct involvement. Setting goals, measuring progress, and providing feedback are essential duties that only you can effectively perform.
Politically Sensitive Situations
Situations that are politically sensitive or potentially explosive should be handled by you. Placing an employee in the middle of such situations is unfair and can lead to complications.
Confidential or Sensitive Circumstances
Tasks involving confidential information, such as salary figures or proprietary data, should not be delegated. Maintaining the confidentiality and security of sensitive information is crucial to the business’s integrity.
Additional Tips
Building a Delegation Plan
Creating a delegation plan helps streamline the process. Identify tasks, match them with suitable employees, and set clear expectations and timelines. Review and adjust the plan regularly based on the performance and feedback.
Training for Delegation
Offer training sessions for employees to help them understand the tasks and expectations. Provide resources and support to ensure they feel confident and prepared to take on new responsibilities.
Monitoring and Feedback
Regularly monitor the progress of delegated tasks and provide constructive feedback. This practice helps maintain quality and allows employees to improve their performance.
Encouraging Initiative
Encourage employees to take initiative and suggest improvements in the tasks they handle. This approach fosters a sense of ownership and can lead to innovative solutions.
Conclusion
Effective delegation is a critical skill for any manager. By identifying tasks that can be delegated and those that should remain with you, you can focus on strategic responsibilities while empowering your employees. Follow the steps outlined in this lesson to delegate successfully and enhance your team’s overall productivity and engagement.