The 6 Steps to Mastering the ART of Delegation for Business Success
Did you know that leaders who delegate effectively free up 30% more time for strategic initiatives?
Mastering the art of delegation can be a game-changer for your productivity and business success.
Delegation is an essential skill for any leader striving to optimise their time, increase productivity, and focus on higher-level tasks that drive business growth. While it may seem straightforward, effective delegation requires a strategic approach to ensure that tasks are handed off correctly and completed efficiently. In this post, we’ll explore the art of delegation, from identifying which tasks to delegate to ensuring they are completed with precision, including the powerful tools that can help you delegate more effectively.
At its core, delegation involves transferring responsibility for specific tasks to others, whether it be to a team member or through automation. The purpose of delegation is to free up your time by offloading low-level tasks—often referred to as $5 tasks—that don’t require your direct involvement.
By delegating these tasks, you can focus on higher-impact activities that align with your strengths and business goals.
Should we automate or delegate to a human?
Delegation doesn’t always mean handing tasks to a person. Automation tools can take over repetitive, time-consuming tasks that don’t require human intervention. This not only reduces labour costs but also allows your team to focus on more strategic work. The key is to balance human delegation and automation effectively. Use automation where it makes sense, and delegate tasks that require judgement or creativity to your team.
Automation is especially useful for tasks like:
Data Transfer: Tools like Zapier or Make (formerly Integromat) can automatically move data from one system to another, eliminating the need for manual input.
Reporting: Tools such as Google Data Studio with Looker Studio to visualise or Power BI can automatically generate and update reports, providing you with real-time insights without the manual effort and blending data from multiple sources
Email Campaigns: Platforms like HighLevel, Keap, Mailchimp or HubSpot can handle complex email sequences, segmenting your audience and sending tailored content at the right times.
Step 1 – Identifying Tasks to Delegate
The first step in mastering delegation is identifying the tasks that should be delegated. Often, these are tasks that are easy to do, quick to complete, or outside your core competencies. The temptation to do them yourself because “it only takes a moment” can be strong, but it’s essential to recognize that even small tasks add up and can distract you from more valuable work.
Ask yourself: What am I doing that someone else could do just as well, if not better? What tasks can be automated? By answering these questions, you’ll begin to build a list of tasks that you can delegate.
Step 2 – Define the Task and Outcome
Once you’ve identified the tasks to delegate, the next step is to clearly define what “done” looks like. In project management, this is known as the “Definition of Done“. (DOD).
It’s crucial to articulate what the completed task should look like, what information is needed to perform it, and when the task is considered complete. This ensures that the person or system handling the task knows exactly what is expected and how to deliver it.
Don’t forget to set clear accountability measures.
Will the person need to report back once the task is done?
How will you verify the task’s completion?
Establishing these criteria upfront helps prevent misunderstandings and ensures that tasks are completed to your standards.
Step 3 – Provide Resources and Time Estimates
Delegation doesn’t stop at assigning the task; you also need to provide the necessary resources and time estimates to complete it effectively. This is where standard operating procedures (SOPs) come into play. SOPs document the steps involved in a task, making it easy for anyone to pick up and complete the task correctly, even if it’s their first time doing it.
In terms of time estimates, we really like the sizing method derived from Scrum. Assign T-shirt sizes to tasks based on how long they should take:
- Extra Small (XS) for tasks that take 20-30 minutes
- Small (S) for tasks that take an hour
- Medium (M) 1 – 3 hours
- Large 3h – 6h
- XL 6h +
- XXL more than a day
and so on. This helps manage expectations and ensures that tasks are completed within a reasonable timeframe.
Step 4 – Contextualising the Task
Understanding the context of the task within the larger project or workflow is vital.
When delegating, you will want to make sure the person or system understands where the task fits into the bigger picture.
What comes before it? —>>>> What comes after?
What’s the ultimate goal?
Providing this context helps ensure that the task is completed in a way that aligns with broader objectives.
Step 5 – How to Utilise Delegation Tools
There are countless tools (and more coming on the scene every day) that can assist in the delegation process, making it more efficient and ensuring that nothing falls through the cracks. Here are a few categories of tools that can elevate your delegation strategy:
Project Management Tools: Platforms like Asana, Click-Up, Trello, or Monday.com allow you to assign tasks, set deadlines, and track progress all in one place.
These tools are essential for keeping everyone on the same page and ensuring that delegated tasks are completed on time.
Communication Tools: Tools such as Slack or Microsoft Teams facilitate real-time communication and collaboration. They are ideal for quick check-ins, sharing updates, and asking questions, ensuring that the person handling the task has everything they need to succeed.
Automation Software: Automation tools like Zapier, Make (formerly Integromat), or Pabbly can handle repetitive tasks, such as data entry or report generation, without human intervention.
This is where you can truly embrace the “set it and forget it” mindset, knowing that these tasks are being managed reliably in the background.
Step 6 – Set Deadlines
Finally, every delegated task needs a deadline. Without a clear deadline, tasks can drag on indefinitely, delaying other parts of the project.
Be realistic about deadlines, taking into account the complexity of the task and the other commitments of the person you’re delegating to.
A well-set deadline keeps everyone on track and ensures that tasks are completed in a timely manner.
In summary ….
The art of delegation is about more than just offloading tasks—it’s about empowering your team, optimising your processes, and freeing yourself to focus on what matters most. By following these steps and utilising the right tools, you can delegate effectively, ensuring that tasks are completed efficiently and to a high standard. Whether you’re delegating to a person or automating a process, the key is to approach delegation strategically, with clear goals and expectations.
Remember, while human delegation requires ongoing oversight, automation offers a rare opportunity to truly “set it and forget it,” allowing you to focus on higher-value work with the confidence that routine tasks are being handled flawlessly in the background.
If you’re wanting to Set it and Forget it and release up huge amounts of time in your business – we should chat