Find us at:

Facebook | Linkedin | Youtube | Instagram

“What does he expect me to do with this?” - if you are thinking this while working on a task, there is probably an issue with delegation within your organization. When working in teams, it is crucial that members collaborate effectively. Good delegation skills allow you to be a more valuable part of your team. Let’s dive into how!

What is delegation?

Delegation, a skill from the Collaborate constellation of Case Solvers’ Skill Universe, is when you decide to “outsource” certain tasks out of your own hands in order to achieve a better result, regarding quality, speed or creativity or all of them at the same time.
This skill has two different aspects: you can either delegate vertically or horizontally. We talk about vertical delegation, if you, as a manager or supervisor, assign tasks to individuals who are below you in the organizational hierarchy, such as an intern or a junior colleague. This type of delegation allows people with the right expertise and experience to deal with complex issues rather than spending their valuable time with low added value activities.
Horizontal delegation is when two (or more) individuals are at the same level of hierarchy, but with different areas of expertise. As an example, it is easy to see the use of the involvement of a video expert in the creation of a TV advertisement, despite the client asking the marketing professional for the material.
It is crucial to understand that delegation does not mean the transfer of already existing responsibilities. If you decide not to do everything by yourself, you are still responsible for every part of the task, regardless of who created the actual output. You just created new responsibilities for the individual who you delegated tasks to.

“Delegation is the assignment of any responsibility or authority to another person to carry out specific activities. The key to successful delegation is identifying what, how and to whom to delegate.”

Case Solvers

How to delegate

Delegation is probably one of the most complicated skills. You need to manage to persuade someone to create an output that only exists in your head (or in the worst case scenario, not even in your head).
To make the impossible possible, you need to think through a few things before delegating. First of all, collect all the necessary skills and knowledge the task requires. This way you will be able to find the right person to delegate to. Do not underestimate the importance of this step, because it could cost you valuable time! If you have found the right individual, the next step is to gather all the information most possibly necessary to do the task. Providing the right inputs is a threshold condition for quality output.
Last but not least, if you have the right person and relevant information, it is finally time to communicate. You should always consider whether verbal or written delegation is more effective, depending on the characteristics of the given task(s). If the task is complex and/or needs are special or concrete, a written delegation is strongly recommended, so all the little details can be checked any time. Make sure the information reaches the target person and always give them the opportunity to ask questions or clarify details.
The one thing you should never forget is setting a deadline. Deadlines may sound bad but they keep the teamwork together. It provides information about the urgency and complexity of the task, moreover, you have a clear date when you can expect the output.

How to be a master of delegation

To master the skill of delegation, choose the style of delegation according to the personal characteristics of the one(s) you delegate to. It will increase their willingness to do their best for the common goal!
In order not to miss anything, apply the SMART criteria. Check if the task is specific enough, the expected quantity and quality is clarified, the person is capable of doing the task and has all the necessary resources to do their best. And of course, set a realistic but motivating deadline! Do not put extreme time-pressure on anyone, but do not let them sweep the task away.
Delegation is basically the opposite end of instruction following. Take a minute and think through if you were able to do the task with the information you provided!

Do you think your organization could do with some improvement in delegation? Do not hesitate to contact us at support@case-solvers.com and check out our corporate offerings at case-solvers.com!