An Effective Delegation Checklist

Delegation is an essential management skill. It allows you to distribute work among your team, freeing up your time to focus on more critical tasks. But delegation can also be difficult, and if not done correctly, it can lead to frustration and resentment among your team.

To help you delegate effectively, I’ve created this handy checklist. Use it the next time you delegate a task to ensure the process goes smoothly.

1. Identify the projects or tasks

The first step of delegation is identifying the projects or tasks you would like to delegate. If you are considering delegating an entire process or project, consider breaking it down into bite-sized chunks.

I like to consider delegation as a method of employee development. Therefore, unless the employee already has the knowledge and experience needed, delegating items step by step will be easier to learn.

2. Be mindful

Be mindful when choosing tasks to delegate. It’s OK to delegate responsibilities you don’t enjoy doing if you’re delegating for the right reasons. I’ll cover this in the next step. Never use delegation as a form of punishment. Choose tasks to delegate that can be done by someone else.

3. Start by reviewing all the key processes

Next, highlight everything that can only be done by you. This means you, as the leader, are the only person with authorized access to the necessary systems and/or confidential information.

Everything that wasn’t identified in the last step has delegation potential. Make a list of the high-level topics with each component or step in the process listed underneath.

Choose one high-level topic or a component of that topic to be the first item you wish to delegate.

4. Review your team

It’s time to review your team and identify individuals with relevant experience and skills ready for a development opportunity related to the first task you wish to delegate.

• What skills or knowledge does the person taking this on need?
• How much time is needed to complete the task?
• Who on your team has the time to take this on?
• Who on your team is interested or passionate about this topic?

5. Set boundaries and expectations

Now it’s time for you to decide on boundaries and expectations. How many decision-making responsibilities will the delegate have? How often do you want them to update you on progress, and on what basis?

• What does done and done well look like?
• How will you measure success?
• What level of authority will the delegate have before they need to include you?
• What deadlines or milestones need to be met?
• What resources will the delegate need access to?

6. Delegate tasks

Now you have a task and an employee to delegate; it’s time for the conversation. How you present this to the employee is key. Oftentimes managers feel guilty about asking team members to take on extra work and come across as apologetic and disempowering to the leader and the employee. Instead, let the employee know they have been chosen because of the greatness you see in them and your belief that they have the potential to develop in their role. This approach is much more empowering.

• Share why you chose this person for this particular task because you believe in them and their ability.
• Share what done and done well looks like.
• Ask what questions or concerns they have and what they need from you.
• Let them know that things don’t always work out as planned and that you want to know when they face challenges.
• Create a safe learning environment. No blaming when things go wrong.

7. Provide oversight

Finally, when you delegate, you still have responsibility for the success of the project/task. You must provide oversight, and the best way to do this is to create a check-in plan. This way, the employee knows you have their back and are there to support them as they learn.

• How will you check in with your employees? Will they send you reports, or will you schedule check-in meetings?
• Establish milestones and deadlines. Never assume “no news is good news.”

Takeaway

Delegating responsibilities is one of the most important things a leader does. You are responsible for developing a competent, engaged team that wants to perform to its maximum potential. If you would like help overcoming the challenges of delegating, I’d love to help you. Schedule a discovery call with me by clicking this link here. You can download my Delegation Checklist here.

If you need help in developing your leadership skills or looking for a Certified Professional Leadership Coach in Southlake, Texas, reach out to the expert at Bells Breakthrough Leadership Coaching LLC. I am a certified professional leadership coach focused on helping outstanding nurses become influential and impactful leaders. As a leadership coach, I help leaders build relationships with their teams, uncover leadership gaps, and correct them, increasing employee engagement and achieving business goals.

My services are available across Southlake, Fort Worth, Dallas, Arlington, Plano, Frisco, Decatur, Weatherford, and the United States.

Get in touch with me today!

To learn more about how I can help you, please click here. To get in touch with me, please click here or call me at (214) 546-3127 or email me at sarah.bell@bellscoaching.com.