How to Delegate tasks at work

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Delegation sounds like one of the easiest things you can do, it’s just passing work over to other people, right? Wrong. Mastering the art of delegation is actually one of the most challenging things you can do as a manager and very few people are able to do it successfully.

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There are a number of reasons why people find it difficult to delegate tasks, leaving them with an unmanageable workload and poor productivity. However, our top 6 tips on how to delegate tasks will improve your management in no time.

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Why is it important to delegate tasks?

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You can’t possibly do everything yourself -that’s why you hired a team in the first place! Delegating helps to strengthen your team, build trust and aid development, so by not passing work over to your employees you’re actually doing them a disservice.

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Additionally, delegating helps to clear some things off your to-do list, leaving you with the time and brain capacity to get on with the really important tasks. After all, you can’t expect to put all of your effort into every single task if you’re not delegating, can you?

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Why do people avoid delegating?

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One of the biggest reasons people avoid delegating at work is they want to maintain control. That’s right – in order to delegate, you have relinquish a little bit of control.

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Some other reasons why managers avoid delegation include:

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– They don’t want to burden other people

– They think they’re the best person for (all of)the tasks

– They believe it will waste more time than if they just did it themselves

– They enjoy certain tasks and want to procrastinate from other responsibilities

– They don’t want other people to get the credit for the work

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Whether you’re hesitant to give up control or feel like you don’t want to give your team too much work, delegating is essential for success. So, if you’re ready to improve your delegation skills, then these tips are sure to help you.  

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1. Identify the best person for the task

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When it comes to delegating tasks, it goes without saying that you need to pick the best person for the job – not just the person who has the smallest workload.

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Part of being a good manager is knowing the strengths and weaknesses within your team. If you’ve got a time-sensitive task that needs completing, then passing it onto someone who doesn’t work well under pressure might not be the best course of action.

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Not only will choosing the right person for the job allow you to relax a little more when delegating, but it will ensure that it’s carried out to the highest standard – giving you even more confidence to delegate in the future.  

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2. Give clear instructions

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Once you’ve got your chosen employee in mind, it’s time to instruct them on the task you want them to carry out. This is your moment to shine.

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This isn’t a time for vague instructions or missing details– you’ve got to get this part right. You need to provide the person you’re delegating to with all of the information they need to carry out the job, including what the task is, why they’re doing it, what the desired outcomes are, and the deadline.

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Give them as much information as possible – give them too much information – just ensure that they can go away and carry out the task without having to come back to ask questions later.

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3. Ensure they’ve got the resources they need

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Another important step to delegating tasks effectively is to ensure the person you're passing work to has all of the resources they need to carry out the job.

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Whether they’ve got a gap in their knowledge and need a little bit of training, or they require a certain tool for the task at hand – it’s important to check that they’re ready and prepared to carry out the job efficiently.

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4. Trust them to do the task

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Once they’ve got all of the information, resources and tools they need to carry out the task, you might think your job is over. You’d be wrong.

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One of the most difficult parts of delegating tasks to your team is actually leaving them to do it.  That means you’ve got to trust them to carry out the task on time and to a high standard, without constantly checking in on them, sending them reminders and demanding updates.

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This is your time to go and get on with ticking off the really important tasks from your own to-do list. So go and get a coffee and bury your head in another task – nobody appreciates being micromanaged.

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5. Provide structured feedback

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Once the task is complete, it’s time to provide feedback. This is the most important step for progression. Structured feedback will help your employee to learn from any mistakes they may have made (we’re all human)and give them confidence in the work they’ve completed.

When providing feedback, try to avoid simply telling them what was done incorrectly and what needed to be changed, as this will dent their confidence. Instead, focus on both the positives and negatives, informing them what worked well and what needed improving. Always aim to start and end your feedback on a positive note, as this will ensure your employee feels happy with the work they’ve carried out, rather than dwelling on their mistakes.

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6. Utilise technology  

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With so many people now working from home, delegating tasks has become trickier. With less face-to-face time in an office and more time spent emailing and instant messaging, there is one more hurdle to overcome when it comes to delegating.

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It’s now far easier for things to be missed or misconstrued. However, there is a solution.

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The Workiro To-Do List App is perfect for managing remote teams, making it easy for you to organise, prioritise and delegate tasks, negating the need for that piece of scrap paper you’ve been scribbling on for days.

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The software allows you to add a category and deadline to each task to keep you super-organised, as well as having the functionality to quickly delegate tasks to your team members, letting you get a few things off your plate. With automated reminders, you’ll never be accused of micro managing again – Workiro will take all the flack for you and let you keep your status as the best manager ever.

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If that wasn’t enough, the Workiro Team Collaboration App is an excellent tool to help you with delegation. With clear, bite-sized tasks visible to the whole team, you can quickly and easily share documents and notes to help with the task at hand, streamlining the whole delegation process.  

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Whether you’re looking for ways to manage your team more efficiently, or simply streamline your daily business processes, GetBusy is the software for the job. Not convinced? Find out how Workiro will benefit your team and increase your business’s productivity by signing up for a short demo.