As a manager who has a lot on her plate and little time to accomplish it all, I have been told to delegate more to my team. I’m afraid of letting go and risking that someone else won’t be able to do the job as well as me. How do I reconcile this, knowing I don’t have the time to do everything?

I think an important thing to note here is that whoever you are delegating new tasks to may not do it as well as you in the beginning. Spending time up front to ensure that the outcomes of a task are clearly defined will support you and your staff to be more successful. Understand that the person you delegate to will need to be trained beforehand and have a clear understanding of your desired outcomes.

Giving sound feedback on the results is important too. If what you have delegated is not completed to your satisfaction, being clear about what needs to look different the next time is important. Be specific about outcomes, give clear feedback and be patient when giving someone new responsibilities. It will take time for both you and the employee to get used to a new approach to completing work.

Here are a few steps that may help when delegating:

1. Choose carefully when delegating. Selecting the right person for a task is important. Ensure the person you delegate to has both the skills and interest in the task.
2. Clearly specify the results you require. It’s easy to assume that we have communicated our needs, yet often the message is received differently than we intended. Be sure your message is clear and your expectations are understood.
3. Explain why you are delegating. Delegation is not simply pushing workload onto others, it is an opportunity for someone to be trained up, take on additional responsibilities, and prove themselves in the workplace. Be sure you have communicated your reason for delegating.
4. Give authority to complete the task. The task may require additional tools, resources, or information. Ensure that you’re setting this person up for success and providing the extras that will be required.
5. Let others know about the delegation. By informing others, there is no question about responsibility. If cooperation is required, your delegate is able to get the information needed from others.
6. Have confidence in your employees. Don’t expect them to do as good a job as you would, however some may surprise you. Demonstrate your trust in your staff; do not look over their shoulders. If you feel the need to be in control, set regular progress review meetings.
7. Remember that there are degrees of delegation. If delegation is new to you and your delegate, start slowly and build up to full delegation.
8. When a delegate has successfully completed a task, remember to acknowledge the accomplishment. By acknowledging someone for a job well done, you build their confidence in themselves and in you as a leader. Your staff will want to do more for you and will be more willing to take on additional responsibilities in the future.

Delegation does not necessarily come naturally; however, with practice and time you can become an effective delegator and your delegates can become more effective at new tasks. This will allow you, as a manager, to get more accomplished while building the skill set of your team.

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