At times delegation becomes more of a headache than a tool that is there to help you share your workload. It is exasperating if you delegate and do not receive the desired results. You end up cursing yourself for not doing the job on your own. There are a couple of things to keep in mind in order to make delegation easier and more productive
Whoever you are delegating to, must have a clear picture of his /her job. You are in for trouble if the job isn’t made clear.
When you delegate avoid making it look like a favor you are asking for. Delegation is about allotting responsibility and it makes sense to convey the same. It’s one thing to be humble and polite while delegating and quite another to send out mixed messages about who’s in charge.
If you are delegating to a newcomer, keep buffer time in hand so that goof ups can be handled. Also with greenhorns you need to keep regular checks on their progress. It usually takes them a while to understand the seriousness of the curfew that’s been set for them.
Always remember to keep a record of all communication that you have delegated over the email so that no one can go back on his or her word.
At times as the person who is delegating you will need to put your foot down firmly. When you have a friendly equation with a person who have to delegate work to, it is important to emphasize that you are serious about the deadline.
Revert promptly to queries made by the person you have delegated work to. Unless you clear doubts and respond to questions, the workflow will get stuck and it’ll become easy for others defaulters to transfer the blame onto your head.
Never offer to complete work that you have already delegated . It is a bad idea to offer to do someone’s else’s job for them as it builds up wrong misplaced expectations about you in other people ‘s minds.
When you are delegating work to some body outside your department you’ll need to maintain a friendly approach in your tone as well as body language . Rapport building plays a big role here. When you are trying to get work out of a person who is not within your department s/he can easily shirk off their responsibility.
It is fairly easy when you are delegating to a junior since the power equation is more defined. But it is important to keep motivation levels high. Small gestures do the trick chocolates for the sweet tooth, a lunch treat, a note appreciating their effort or even a genuine thank you can work like magic.
When you are delegating work to your seniors, take care of how you talk and what you say. Flip ‘your know it better than you’ side. Listen to suggestions even if you never take them. They will always claim to know more and therefore hold on to their egos. It is for you to stop it from becoming an ego hassle.
Above all keep your boss in the loop about any sort of time delays, technical snags, and other hiccups. Communicate all that ought to be known by the one above you in command.
Delegation is subtle, mysterious and simultaneously the most powerful institutional force and the most fragile. If done well, it becomes an art form. Just as talent reveals itself in those artists who have applied themselves to their craft those who discipline their minds to entrust their fate to others – to delegate – reveal effective leadership. A major manifestation is that staff takes ownership for results. Not only is it apparent that they care about outcomes, but also the effort that they put into their work also increases. The boss feels assured that the staff will do whatever it takes to accomplish the desired results. A boss’ job becomes more about listening to the staff, tell him/her what they need in order to get the job done. Therefore, bosses know that the most important thing is for staff to believe that they did it themselves. In fact this is what happens when leaders delegate effectively.