What’s the best way to delegate tasks as a manager?

In today's fast-paced business environment, it's more important than ever for leaders to maximise productivity while ensuring a positive and engaging workplace.

One of the most effective strategies to achieve this is through smart delegation, especially delegating tasks they don't enjoy. But the key lies in not just passing tasks down the chain, but finding the right person for each job.

The Art of Delegation

Leaders often have a plethora of responsibilities on their plates. While delegation is commonly seen as a way to manage this load, it's more than just offloading tasks. Effective delegation is about understanding the strengths and passions of your team and aligning tasks accordingly. This means finding individuals who enjoy the tasks that others might not, turning a potential workplace chore into someone's favorite part of the day.

The Ripple Effect of Enjoyable Tasks

When a task is delegated to someone who genuinely enjoys it, the effects are multifaceted. Firstly, the quality of work often improves, as it's being handled by someone who is both skilled and enthusiastic. Secondly, it fosters a sense of responsibility and ownership in the team, boosting morale and engagement. Leaders who practice this form of delegation often see a noticeable improvement in overall team productivity and job satisfaction.

Empowering Teams to Delegate Further

Top leaders should encourage this practice not just at their level but throughout the organisation. By empowering their teams to further delegate in a similar manner, it creates a culture of effective task management based on personal strengths and preferences. This approach not only streamlines workflows but also contributes to a more dynamic and engaging work environment.

Finding the balance

I’ve learned the hard way that some people will see delegation as just you offloading, they don’t see it as their job, because it’s a management task.

This can often come from people who may be happy to volunteer initially, who have the enthusiasm and drive because they want recognition and they want progress and promotion. If these things are lacking, then delegation becomes a frustration to them and they will become frustrated with being assigned tasks that are not part of their usual remit.

So how do you combat this:

Clear communication

They should know why. Why them, why this task? Make the task feel liked a valued contribution rather than another demand. Work with teams to find out the tasks they enjoy, and make sure they are not ignoring other work to do something they enjoy more.

Skills and interest alignment

Ensure that the tasks being delegated align with the individual’s skills and interests, even if it's slightly above their current pay grade. This can be motivating and can be seen as an opportunity for professional growth rather than an undue burden. If you are using promotion as a motivator, make sure there is a clear path of progression and a way to demonstrate how this counts towards it.

Provide Adequate Support and Resources

When delegating tasks, especially those that might be challenging, provide the necessary resources, training, and support. This can include mentoring, access to training materials, or team support. Make it part of a training or leadership development programme that has clear goals and milestones to reach with a clear outcome such as promotion.

Recognition and Reward

Acknowledge the extra effort and responsibility taken on by the team member. This can be through formal recognition, opportunities for professional development, or even discussing potential for a future raise or promotion.

Encourage Feedback

Create a culture where employees feel comfortable providing feedback. If a task is consistently seen as beyond someone's pay grade, it’s important to reassess its delegation.

Empowerment and Autonomy

Empower employees by giving them some degree of autonomy in how they accomplish their tasks. This can offset the feeling of being overburdened as they have more control over their work.

Regular Check-ins

Have regular one-on-one meetings to discuss workload, challenges, and career aspirations. This helps in understanding each team member’s perspective and adjusting the delegation strategy accordingly. Make sure Line Managers are doing the same with their teams and that the information is gathered in a central place to look for trends and potential problems.

Balance with Routine Tasks

Ensure there’s a balance between challenging tasks and routine work. This helps prevent burnout and keeps workloads manageable. Most importantly, understanding the balance of what people enjoy is the key to a productive, happy workforce.

Lead by Example

Demonstrate your own willingness to take on challenging tasks. Leading by example sets a positive tone and shows your commitment to shared goals. Don’t be afraid to swap tasks with people or between people, and make sure they are trained to do so. It could be a great opportunity to cross train people, and developing training skills at the same time.

Career Path Discussions

Engage in conversations about career paths and how taking on certain tasks can be a stepping stone towards their goals. This frames additional responsibilities as opportunities rather than burdens.

Remember, the key is not just to delegate tasks but to do so in a way that promotes growth, fairness, and job satisfaction. It's about creating an environment where taking on new challenges is seen as a positive aspect of one’s career journey.

Contact us today for a discussion on how we can drive growth in your business.