To delegate tasks is to assign a part of a responsibility to the next person in order to maximise effectiveness and promote team-work. Every member of a group or organization once in a while will have to delegate some responsibilities to other co-workers to save time.
Group and organizational heads are most often faced with the responsibility of assigning tasks and supervising them. While this could be a difficult task, this article gives out seven (7) tips on how to delegate tasks and achieve high productivity at work.
Table of Contents
How to Delegate Tasks at Work
Identify the right person for different tasks
To effectively delegate tasks, one has to carefully select the best fit for the task given. To be able to identify this person, you have to create a good rapport with the whole team while studying closely the potential of every individual.
Once in a while, work together with your teammates on some projects through mentoring, this will enable you to be specific in assigning tasks knowing fully well the person you are handing it to can handle those tasks effectively.
It is wise not to assume that all your co-workers have the same experience as you. As a result, an employee may take an hour to perform a work that you may finish in 30 minutes the first time. Although you might be tempted to complete some things yourself because you know you can do them more quickly, remain patient with your workers.
Assign tasks but remember the first time you finished a certain assignment early in your career. Most likely, you weren’t as effective at managing your time as you are today.
You’ll observe that the job will get done more quickly over time as you continue to delegate tasks and your staff grow more familiar with the tasks that need to be accomplished.
Explain the importance of the task to the person
Another tip on how to delegate tasks at work is to give full details about the importance of the task to the organization. When you assign tasks casually you are sure to get a casual approach in its execution.
Imagine being given a document to type with no further information, now imagine being told that this document contains information that will be used in processing some accounts on behalf of your organization. Your guess is mine, more effort and precision will give to the document you are about to type.
Although some tasks are top secret and require discretion in handing them over, it is good to give some relevant details about the task you are assigning as this will motivate the person to put in the best effort towards its execution.
Provide the right instructions.
Another good tip on how to assign tasks is to provide the right instruction. Effective tasks require adequate instruction as an open-ended task may not always lead to good execution. Instructions to be provided include the specific timing, and how and when the task is due.
Always give out specific instructions on how to go about the task you are giving out in order not to confuse the person who will carry them out.
Delegating isn’t about throwing work on someone else’s plate. The initiatives you transfer to others when you assign tasks should be in the right context and have a direct connection to the organization’s objectives. When assigning tasks, everyone involved in a project should have a clear understanding of the objectives, deadlines, and success criteria before they begin working on it.
Read also: 8 Signs you’re in a Toxic Workplace.
Provide resources and training.
Mentorship is very paramount to delegating tasks effectively. While training your colleagues, it is also paramount that you provide them with the materials that are needed to carry out such tasks effectively.
Ensure that the person you are delegating the task to is adequately trained for the job, you don’t want to hand over an important task to a person with low capacity. Always ensure that you delegate tasks to people with enough training and resources to carry out such tasks.
Check the work and provide feedback.
Another important tip on how to delegate tasks is to always check how the work has been carried out, this will give you an idea of whether you have assigned tasks to the right people.
Giving and receiving feedback is very important for the person’s growth and the suitability of the person for other tasks. You don’t want to give out a task unsupervised, checking the work and giving feedback will go a long way in getting the best from your team.
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Don’t be scared to provide constructive feedback if a task isn’t finished as required. The next time a comparable work is issued, your staff may use this feedback as inspiration and make adjustments. On the other hand, keep in mind to provide compliments and express gratitude when a work is completed successfully.
You should also ask your staff for any input they have to verify that you are delegating successfully. Ask your staff whether you gave them clear directions, and see if there is anything you can do to delegate more effectively in the future.
Always show appreciation.
“A person well appreciated is motivated to do more”. One of the best ways to delegate tasks is to appreciate the people helping you with such tasks. Next time they are given work to do, they will do it well and even better. Appreciation can also be in the form of rewards such as monetary gifts, promotions, or higher tasks.
Make room for delegation
As part of the responsibility of the organization, always aspire to work toward goals that include possibilities for delegation. You could have a direct report, for instance, who wants to get management experience? Make provisions for a clear project that staff can take control of and own the completion of, or an intern they could begin supervising.
The kind of tasks you assign them could affect their professional growth strategy. For other jobs, someone on your team probably possesses the specialized knowledge required to produce the desired outcome. Utilize that and play to the abilities of your staff. A person is more motivated and engaged when they have a greater opportunity of succeeding, which helps the whole company.
Delegating tasks is difficult. It’s a skill that has to be developed over time via practice. However, you’ll be more successful in your role as a head when you carefully assign tasks by matching the appropriate individuals with the appropriate duties and responsibilities.