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How to start your own personal delegation system
Effective delegation can significantly increase productivity and efficiency for both leaders and teams. It allows leaders to focus on high-priority tasks while entrusting their team with responsibilities, resulting in shared workloads and skill development. This, in turn, fosters a supportive work environment and creates opportunities for growth and advancement.
If your company isn’t big enough or coordinated enough to provide all leaders with a consistent delegation system or training, then it’s up to you to do the best you can on your own. Who knows, maybe you become the role model for everyone else? Starting your own delegation system brings numerous benefits, including improved time management, increased team collaboration, and the ability to take on more complex projects. By implementing a delegation system, leaders can effectively allocate tasks and responsibilities, create accountability and transparency, and promote a culture of trust and growth within their teams.
This mission of this monthly newsletter is to capture and distribute what we at The People Engagement Experts have picked up that passes as wisdom in a form that is directly practical and useful. What trainers like me might call 'takeaways'. Things like infographics, checklists, and templates. Books, presentations and training courses are great (as an author, speaker & trainer, I would say that) but most days they're a bit much and people have work to do. This newsletter will feature one short-form tool each month. This month, it’s our Delegation Planner – a couple of templates to prompt you to cover the fundamental inclusions of a system to get the most out your delegation, and better target the people you have.
Delegation is the system through which we manage the process of assigning responsibility and authority to others in order to achieve a specific goal. It is a key tool for leaders to maximise their time, increase efficiency, and develop their team's skills and capabilities. We need to make sure we:
Clearly define the task and its objectives
Assign the right person for the job based on their skills and experience
Provide clear expectations and guidelines
Maintain appropriate levels of communication and supervision
Evaluate and provide feedback on the delegation process and outcome
Watch out for:
Micromanaging the delegate's work
Failing to provide adequate resources or support
Not delegating enough authority to allow the delegate to complete the task effectively
Not following up on the delegation process to evaluate its success and provide feedback.
Assess your workload and determine which tasks can be delegated. Define clear and specific goals for each delegated task. Assign tasks to the right team members based on their skills and expertise, or their development needs. Establish clear lines of communication and expectations for delegation.
Focus on tasks that are time-consuming or repetitive. Consider delegating tasks that allow team members to expand their skills and responsibilities. Delegate tasks that do not require your personal attention or expertise, or aren’t ‘politically’ sensitive.
Choose team members who have the necessary skills and expertise. Assign tasks to team members who are eager and motivated to take on new responsibilities.
Foster open communication and collaboration between the delegate and the delegator to ensure success.
Before you start delegating tasks, it's important to communicate your delegation system to your team so they understand what is expected of them. This can include outlining the delegation process, setting clear expectations for each team member, and explaining the benefits of delegation for both the team and the organisation.
Training and support are crucial components of effective delegation. By providing your team members with the skills and resources they need to successfully carry out delegated tasks, you'll help ensure that your delegation system runs smoothly. This can include training sessions, guidelines for successful delegation, and ongoing support to help team members overcome any challenges they may encounter.
The delegation system is a fluid process that should be regularly monitored and adjusted to ensure it is working effectively. This can include checking in with team members to ensure they have the resources they need, and making changes to the delegation process based on feedback from the team. It's important to be open to making changes to your delegation system so that it continues to be effective and meets the evolving needs of your team and organisation.
I’ve covered the importance of delegation and how starting your own delegation system can bring numerous benefits, including increased efficiency, improved team performance, and enhanced leadership skills. Delegation allows you to focus on more high-level tasks, while giving your team members the opportunity to develop their skills and take on new challenges. We encourage you to take the steps necessary to start your own delegation system. While it may seem daunting at first, the rewards are well worth the effort. Start by communicating your delegation system to your team, providing training and support, and monitoring and adjusting your system as needed. By taking these steps, you'll be well on your way to mastering delegation and realising its many benefits. Delegation is a critical leadership skill that can have a major impact on your team's efficiency and success. By starting your own delegation system and continually working to improve it, you'll be able to achieve your goals, develop your leadership skills, and bring out the best in your team. Don't hesitate to start your delegation journey today and see the positive results it can bring.
Have a crack developing your own delegation system (hopefully not from scratch - try our pdf 2-pager delegation planner). Let me know how you get on.
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