Delegation enables you to do your best work.
You promote yourself from an operator concerned with the execution of a never-ending task list to a manager focused on creating and delegating those same tasks to others.
But, delegating isn’t just about telling people what to do.
It requires you to design processes that support rather than hold back your team and then communicate what you want them to do with complete clarity and concision.
It will likely mean taking the expertise out of the neurons inside your head and into a series of well-written lists with descriptions that leave nothing open to interpretation.
This is no mean feat. Codifying what ‘good’ looks like is hard.
But, it’s worth it. Once you have a refined process for yourself and others to follow, you’ll experience what it truly means to be a manager - quality work getting done without you.
To get started, ask yourself:
“How can I deliver my responsibilities without me?”
“How can I get my team to work, but without my constant interference?”
“How can I systemise the tasks so that they can be replicated 1000x?”
Your answers will give you clues.
I’ll now help you piece them together.
Here’s how you master delegation.
#1: Design Your Processes
If you rely on exceptional talent to be the lynchpin that holds your team together, you’re putting your responsibilities at risk. All it takes is one sick day, holiday or resignation.
Then you’re scrambling to find their replacement.
To unleash yourself from the dependency on one single point of failure you need to design processes that deliver great results without needing superstar operators.
Here’s how you build them…
1) Decode Your Knowledge
Pick a process - anything from sales to onboarding to delivery.
Then open a spreadsheet and add every task needed to deliver that process. Build them out line by line. Assign time estimates, due dates & responsibilities.
Make it easy to follow.
Here’s a (simplified) onboarding example…
2) Create Repeatable Artefacts
For every task you repeat, add reusable resources.
Create these templates to enable creativity by giving your team a place to start and examples to be inspired by. Go for short and sweet over long and boring.
Then add explainer documents and how-to videos.
Finally, put it all together into a Project Management System (ie. ClickUp) and you’ll get a repeatable process that removes ambiguity.
3) Test, Learn & Iterate
The process you’ve designed won’t be perfect.
In fact, it’ll have an infinite number of improvements. To identify what these are, make sure you add a feedback session to reflect on what went well and what could be improved.
Implement the changes, then test and learn once again.
Each time you’ll get one less question from your team. Once they stop altogether, you can relish in the bliss of delegating without spending endless time managing people.
#2: Communicate With Clarity
If you can’t communicate, you can’t delegate.
To deliver information that resonates, you need to be concise, accurate and firm with the words you use and the medium you choose.
Being a great communicator saves everyone time.
Here’s how you become one…
1) Write Great Emails
Everyone enjoys a well-written email.
They have bold action statements, underlined numbers, bullet point explainers, concise language, clear delegation and are tailored depending on the reader.
Everyone knows exactly what needs to be done, by which date and where they can find extra information. Make your emails the same.
Key information in the body. The rest in the attachments.
2) Host Effective Meetings
Everyone also enjoys a well-hosted meeting.
They have agendas with timings, invite the right number of people, last no longer than they need to and come to conclusions on important decisions.
Everyone feels like it’s an effective use of time and they have ample opportunity to contribute where needed. Make your meetings the same.
Emails for information. Meetings for decisions.
3) Use Proactive Deadlines
Never delegate the date you want work back.
Always use buffers. Tell them your deadline is 3 days before it’s actually due. When the last minute changes inevitably come, you’re still ahead of the game.
With a clear deadline in place, don’t be afraid to follow-up. Keep your team accountable and push for an on-time completion.
#3: Support Your Team
The process and communication will do the heavy lifting.
But, you still need to be there for your team.
This doesn’t mean checking in with them every single hour of the day for the slightest progress update. Don’t be a micromanager.
Once you’re sure the task is clearly understood, give them the freedom to deliver it. Use a weekly stand-up to bring everyone up to speed, but avoid overcommunication.
There needs to be time to actually do the work.
Encourage your team to be proactive and to solve problems themselves, but always be around for the questions only you have the answers to.
The rest should just be a how-to video away.
The Summary
Let’s recap; To master delegation you need to decode your knowledge, communicate with clarity and support your team.
That’s your 5 minutes. Now take ACTION.
If you want further reading, here’s this week’s list: