Delegating tasks isn’t always easy for leaders. Often, they end up taking on their employees‘ tasks, putting themselves under pressure. Many managers feel that by delegating a task, they’re relinquishing control and responsibility. However, with clearly defined goals and efficient communication of rules and deadlines, tasks can be delegated without losing oversight. The Financial Times Deutschland has outlined seven steps for delegating tasks effectively.
1. Who will take on the task?
Assign one person specifically to fulfill the task. This person assumes a significant portion of the responsibility and can delegate subtasks if needed.
2. By when must the task be completed?
Set a fixed deadline, even if you doubt that the responsible person can complete the task within the given timeframe. For extensive projects, interim deadlines are advisable.
3. What needs to be done?
Clearly define your goals and emphasize what’s particularly important. If there are interim deadlines, discuss the intermediate results here.
4. Why does the employee need to do this?
Ensure transparency and explain to your employee why they need to fulfill the task. When they understand the purpose, they can work independently and make decisions. Also, explain to the employee what fulfilling the task will bring them.
5. How should they proceed?
Don’t necessarily dictate how the employee should fulfill the task. Often, they’re trained in the respective field and know the best methods to solve the problem. However, it may be advisable to discuss the individual steps, especially if it’s a new employee.
6. What resources are needed to complete the task?
Provide the employee with the necessary resources to complete the task. If the employee delegates subtasks, clarify who does what, by when, why, how, and with which resources.
7. Say thank you.
Show respect to your employees. Therefore, thank them in advance when you demand performance.
Delegation not only reduces the burden on leaders but also motivates employees by assigning responsibility and challenging tasks. When these steps are followed, the manager can still maintain a clear overview despite delegating tasks, without interfering too much in others’ areas.
