10 tips for good delegation of functions

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A good leader knows that he cannot do everything alone, so it is important that he is clear about what it means to trust his workers.

Delegation of functions is a key skill for leaders, managers and entrepreneurs, which consists of assigning tasks and responsibilities to other people, taking advantage of their capabilities and resources. A good application of this tool allows you to optimize time, improve productivity, develop talent and encourage employee commitment.

However, we are not talking about an easy task, as it involves trusting others, communicating effectively and monitoring performance. To achieve a good delegation of functions, you can follow these 10 tips:

1. Identify which tasks can be delegated

Not all tasks can be delegated, but only those that are not essential or strategic for the leader, that can be carried out by other people with the appropriate skills and that do not require constant supervision. To identify which tasks can be delegated, the Eisenhower matrix can be used, which ranks tasks according to their importance and urgency.

For example, it can be delegated to a project manager, who in turn chooses collaborators to do simple and specific tasks such as working on a page to make a synoptic table, making online calendars, preparing concept maps, among other functions. .

2. Choose the right people

Not all people are suitable to carry out the tasks that you want to delegate, but only those who have the necessary knowledge, skills, attitude and availability. To choose the right people to delegate, you can use the Hersey and Blanchard model, which defines four levels of maturity of collaborators according to their ability and motivation.

3. Define objectives and success criteria

For delegation to be effective, it is necessary to establish the expected results of the task, quality indicators and delivery times. Objectives and success criteria must be clear, specific, measurable, achievable, relevant and time-bound.

4. Explain the purpose and value of the task

It is important to communicate the meaning and importance of the task, both for the project and for the professional development of the collaborator. This is how trust, commitment and responsibility are generated in the person who receives the task.

Therefore, it is a good idea to have a briefing meeting where both parties can talk clearly and where it is clear what must be accomplished, but also the importance of this task for the team and the company.

5. Provide necessary resources and support

For it to be viable to delegate functions, it is essential to provide the resources and support required by the task, such as the budget, materials, equipment or information. Guidance, training or advice must also be provided to the employee when they need or request it.

6. Establish a monitoring and control system

It is always advisable to define a mechanism for monitoring and evaluating the progress and performance of the task, such as periodic meetings, written reports or key performance indicators (KPI). The monitoring and control system must be balanced, without falling into excess or lack of supervision.

7. Give constructive feedback and recognition

It is essential to give positive and negative feedback to the collaborator about their work, highlighting their strengths and areas for improvement. Feedback should be timely, specific, objective and action-oriented. Likewise, the employee’s effort and achievement must be recognized and appreciated, rewarding them with material or immaterial incentives.

8. Promote autonomy and initiative

To empower the worker as part of delegating functions, it is advisable to promote their autonomy and initiative in carrying out the task, giving them a certain margin of freedom and creativity to make decisions or solve problems. This means avoiding micromanagement or unnecessary interference in the employee’s work.

9. Assume risks and mistakes

It is always necessary to assume the risks and errors that may arise in the development of the task, without blaming or punishing the collaborator for failures or unforeseen events. This means accepting that delegation involves a loss of control and continuous learning, which is good for both parties.

10. Learn and improve

For the delegation of functions to be a process of continuous improvement, it is essential to learn from experience and apply the lessons learned in the future. This involves making a final evaluation of the task, identifying the positive and negative aspects, collecting feedback from the collaborator and establishing action plans to correct or enhance the results.

It must also be taken into account that the most common errors are closely linked to the advice we have just given. For example, a project has little chance of success if the task and expected result are not clearly defined, if the right people are not chosen for specific tasks, or if deadlines and priorities are not established, among other factors.

These are some of the best tips to follow to achieve good delegation of functions, but keep in mind that each case and objective is different. The important thing is to adapt to the characteristics and needs of each leader, collaborator and task. In this way, the potential of the people and resources available can be maximized.

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