Every effective leader's management style includes delegation. One reason delegation is so effective is that there is a well-designed delegation procedure that ensures a seamless workflow.
Simultaneously, delegation is something that may be tailored to the specific demands of each leader's workplace.
Are you perplexed by how these two things interact?
It's straightforward. There are four critical stages that must be followed exactly as written. You can change the in-depth details and other aspects of the procedure as you see fit.
You've come to the correct spot if you want to learn about these four steps and how to make the most of them. Continue reading to learn more.
Pre-Planning
If you've ever cooked, you know that the better your preparation, the better your final meal.
Delegation is no exception. Before the real deal begins, you should do some homework to improve the outputs of each phase of delegation. Only then will delegation allow you to actually save time.
1. EVALUATE YOUR EMPLOYEES
The first is an appraisal of your personnel. Every employee learns and improves their abilities over time.
However, there is always something that one person does better than the others. You could have a team member who is a fantastic graphic designer. Another person may have extensive accounting experience.
It is the responsibility of a management leader to observe each subordinate. Determine what each person excels at. You must identify all of the abilities and deficiencies of every single person who works with you.
Keep a secure record of this information. It will be quite useful when it comes to distributing responsibilities. If you've previously assessed all of your team members, you'll know which jobs to allocate and which to avoid.
2. SORT TASKS
Sorting jobs is the next stage in pre-planning. Because fresh tasks and projects are being added every day, it isn't something you can do ahead of time. However, as soon as you learn the specifics of a job, you should devise a strategy.
The first step is to determine which duties to assign and which not to delegate. Next, form a team to handle the tasks that must be allocated. Determine the timeframes, the amount of delegation for each participant, and other information.
With excellent pre-planning that incorporates all of these processes, you'll be more than ready to tackle the most difficult undertakings with the assistance of delegation!
4 Steps of the Process of Delegation
Moving on, let's look at the four phases that make delegation so effective. Each stage should be thoroughly understood. Once you understand the technique, you may use delegation effectively in your workplace to reap several rewards.
1. ASSIGNMENT
With the preliminary planning completed, you may go on to the first phase of delegation. It is the task distribution.
This stage becomes quite straightforward after you've determined what you want to delegate and who the best person for the job is.
There are now two possibilities. You may either delegate to a single expert subordinate who can do the assignment on their own, or you can form a team of multi-skilled persons that are ideal for the job.
You should assemble all of the subordinates who will be working together at the time of the assignment. Provide comprehensive directions without any ambiguity. Be open to questions and inquiries in order to clear up any confusion.
Second, be quite explicit about deadlines. As this stage, decide on your leadership style and delegation level.
So, if you want particular subordinates to keep you updated on progress every week, let them know immediately. Choose a day and time that is convenient for everyone.
A smart leader never imposes severe deadlines when they are unnecessary. As a result, be as flexible as possible.
Do not be afraid to bargain. Allow your subordinates to provide recommendations on how to enhance the work. Be understanding if someone demands more time, additional supervision, or is hesitant to execute the allocated duty.
Open communication is critical to this step's success.
2. SHIFT OF AUTHORITY
When you assign duties, you have not yet begun to delegate. You have merely chosen who does what at this point in the delegation process. This is essentially the same as any manager's routine work distribution in the office.
Step 2 is where you really put delegation to use. This is where you assign power.
Delegation of authority entails delegating power to all subordinates based on the task that they must do.
For example, if you choose a lower-level employee to negotiate with a collaborator, you must also grant this individual full ability to contact the collaborator.
Employees do not all have access to the organization's contact list. Likewise, not all workers are permitted to contact a third party, invite them to the office, and organize a meeting.
As a result, for successful delegation, you will provide this subordinate with the necessary information. Previous transactions with the collaborator will also be disclosed. A limited budget may also be required for a proper meeting.
The manager or leader cannot step back until authority is distributed in this procedure.
Consider the following:
Without authority, the subordinate completes the duty. This individual continues to try to contact the collaborator, but after several fruitless efforts, approaches you to assist you in creating the link.
The meeting will thereafter take place. Once again, the subordinate requires you to clear your calendar to make the necessary arrangements.
This approach not only wastes time, but it also keeps the management and leader occupied with the duty that was supposed to be outsourced.
As a result, you cannot avoid delegating authority.
3. SUBMISSION
Everything went smoothly, and the deadline is quickly approaching. You anticipate that all of your subordinates will arrive at your office with the greatest possible outcomes. All you want is for the project to be a success.
Most of the time, you get exactly what you asked for or something much better. However, things do go wrong from time to time. There may be one subordinate that you anticipated to perform admirably but delivered exactly the opposite result.
Accepting unsuccessful proposals quietly is difficult, but it is necessary.
If this tragic situation occurs, begin repairing it as soon as possible. You can rework the task using the same subordinate. Adopt a delegated intervention style.
If you have a hectic schedule, you may also re-delegate the assignment to another trustworthy employee. However, be more cautious and involved this time to reduce the possibility of failing all over again.
4. ACCOUNTABILITY
The task is done, the project is finished, and you may believe that the delegation process is accomplished.
It's not.
The very final step is critical. It's time to face the music.
You remind your subordinates that they were given duty as well as the power to carry it out. As a result, they must account for everything they did along the road.
No subordinate will ever feel the strain of being in control if there is no responsibility. That suggests they will not provide their best effort.
Accountability is not always something you do at the end. It begins at step 1 of the procedure and continues indefinitely. However, at the end, you should emphasize the concept.
Show thanks to team members that performed well. This will provide them with reassurance, which will act as a motivational boost to continue working properly.
Give advice to those who made mistakes. Tell them how they may prevent making the same mistakes in the future. Do not chastise them. Take use of this moment to teach them whatever they don't already know.
Bottom Line
The value of delegation cannot be overstated. It is an outstanding concept with amazing execution. The procedure is faultless and covers all bases. But how you use this wonderful notion is entirely up to you.
You are allowed to alter the method as you see fit. Make the decisions that are best for your team. But never lose sight of these four components.
These are the four stages to increasing the effectiveness of your delegation. So, start using this approach right away to help your business function at its best!
