Tips for Successful Delegation
- Get someone else to read this... but seriously.
- Be specific... It's easy to give someone a vague assignment ("You
take care of publicity") only to find out later that what they understood
this to mean is very different from what you intended. People need to
know what tasks they're responsible for and what the finished product
should look like. Example: "Prepare a press release and send it to the
local newspapers, TV and radio one month before the event."
- ...but don't micromanage. Tell them enough so they understand
what's expected of them, but not so much that they have no chance to think
for themselves. Leaving the person room to make some independent decisions
lets them choose a style of doing things that suits them best. It makes
them feel respected and trusted and part of the team. It builds a greater
sense of pride and ownership in the project, and it gives them a chance
to develop their skills and confidence. They might not do the outstanding
job that you think you would have, but it might still be good enough--and
the benefits to the person doing it are probably worth the tradeoff. So
learn to let go!
- Agree on deadlines. Make sure the person understands when they
can expect things they need from other people, when their part of the
task needs to be done, and how this fits in with the larger timeline for
the whole project.
- Follow up. Check back with the person you've delegated to, to
find out how it's going. Ask if any questions have come up since you last
talked. Make sure they have what they need to do the job, and that they're
getting the necessary assistance and cooperation from others. Sometimes
people are reluctant to admit they didn't understand something, or that
they're having trouble. Asking gives them an opening and permission to
say so. It's also a way of finding out if someone simply isn't doing the
job, before it's too late.
- Match assignments with people's skills... Some people write well,
but hate to talk on the phone. Some people can schmooze anything
out of anybody, while others would rather do anything besides ask
for donations. Find out what people are good at, and what they like to
do, and make the most of it.
- ...but don't let people get typecast against their will. People
with particular skills (artistic, computer, etc.) often get stuck with
the same jobs over and over, because they do them so well. If they like
it that way, that may be fine (although you might want to encourage them
to stretch a bit and do something unfamiliar once in a while). But they
may be more than ready for a change--and someone else may be just waiting
for a chance to do "their" job.
- Make sure assignments get handed out fairly and realistically.
Most groups have at least one workhorse who tends to take on too much--sometimes
to the point of exhaustion and burnout. Another problem is the person
who gets carried away with the enthusiasm of a moment and volunteers for
things, then finds her/himself unable to follow through. Encourage people
to take a realistic look at their workload and abilities, and to take
on the jobs they can reasonably handle.
- Give accurate and honest feedback. People want to know how they're
doing, and they deserve your honest opinion. Praise effort and good work,
but also let them know where they might have done better. Encourage risk-taking
and growth by treating mistakes and less-than-successful efforts as a
chance to learn and do better next time.
Prepared by Mary McGhee
Sources:
Delegating Tasks, published by the Campus Activities
Center at the University of California, Santa Barbara, who in turn took it
from a document published by the Texas Union at the University of Texas at
Austin
Antleader Guidelines #A4: Delegate!, published by the Student
Activities Office at the University of California, Irvine
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