How to Delegate Effectively
“A fundamental rule for good management is to give responsibility to others without this becoming for you a way of seeking anonymity or comfort. I repeat, delegate responsibility and ask each person to give an account of how his job is going, so that you can ‘render an account’ to God; and to souls, if necessary” (St. Josemaría Escrivá).
”’What you are doing is not wise,’ Moses’ father-in-law replied. ‘You will surely wear yourself out, both you and these people with you. The task is too heavy for you; you cannot do it alone’” (Exodus 18:17-18).
It is Monday morning, and Carla is already exhausted. A high performer, she was recently promoted to a manager and leads a small and inexperienced team. Prior to her promotion, Carla was frequently praised for her strong work ethic and the quality of her work. She was trusted by senior leadership and was often asked to assist with special projects. However, lately, she has found herself working later each night and, on the weekends, trying to keep up with her growing workload.
She thought about delegating some of these special projects or some routine tasks to her team, but she had negative experiences trying to delegate in the past and did not want to risk it again. Additionally, she knew how busy her team was and did not want to burden them. Carla was quickly burning out, and she did not know what to do.
Reframe: Nurture Team Members
Many female managers find themselves in Carla’s position. A recent study by Columbia Business School found that women are more likely than men to feel guilty about delegating and tend to view it as assertive and aggressive behavior. They know their productivity is capped, but they struggle to delegate. They feel it is easier to do the work themselves than to give up control, knowing that they may be blamed if something goes wrong.
To overcome the guilt and anxiety with delegating, the authors of the Columbia study recommend reframing delegation as communal—as a way to help employees grow and develop.
Leadership coach John Maxwell encourages leaders to create a culture of development, find someone with the ability and willingness to learn, and then invest a lot of time in their life. He teaches everyone who works closely with him how to think like he does: He does not just make decisions and tell people to implement them; instead, he takes time to share his thought process and encourages them to tell him what they think he should do. The result is people whom he trusts to make decisions and communicate effectively.
Set Expectations
To delegate effectively, it is also imperative to set expectations with the right amount of detail and follow up. If possible, meet in person to discuss the assignment, define deadlines, provide resources, and explain what authority they have. Explain the “what” and the “why,” but unless the task must be done in an exact way, leave the “how” up to them. Additionally, agree on appropriate check-in dates to receive updates on progress and to provide coaching and guidance if necessary.
In the SHRM article “Managers Must Delegate Effectively to Develop Employees,” author Sam Lloyd cautions:
You are delegating, not abdicating. Be available for questions and to help resolve resistance from others. But remember not to look over the shoulders of those to whom you have delegated responsibility.
Follow up
At the conclusion of the project, provide constructive feedback on the employee’s performance to help them learn from any mistakes and to hear about their experience. Additionally, if the project went well, recognize the employee in a way that will be meaningful to them.
Following these tips will help managers like Carla expand their effectiveness, reduce burnout, and develop their employees.
For additional resources on how to delegate effectively, reference the SHRM article for its “Delegator’s Checklist” as well as the managerial fable The One Minute Manager Meets the Monkey.
Valentina Imhoff, MBA, is a career coach helping women encounter God through their work. She has lived and worked in six countries and has over 10 years of experience in a variety of industries. In addition to coaching, she facilitates Called & Gifted workshops to help others discern their charisms. Her greatest loves are her husband, son, and trying new recipes in the kitchen. Connect with Valentina at fiatcareercoaching.com, or tune into her podcast on YouTube, Apple Podcasts, or Spotify.