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How do you delegate tasks with clear expectations and deadlines?

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Delegating tasks is a crucial skill for people managers, as it helps them optimize their time, empower their team, and achieve their goals. However, delegating effectively requires more than just assigning tasks to others. It also involves setting clear expectations and deadlines, communicating them clearly, and following up regularly. In this article, we will share some tips on how to delegate tasks with clear expectations and deadlines, and avoid some common pitfalls along the way.

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Dr. Jason Cohen

Technical Innovation Leader @ Amazon | AI & AdTech | Solutions Architect | Data Science | Data Engineering | Solution…

1 Why delegate tasks?

Delegating tasks can benefit both you and your team in many ways. For you, it can free up your time and energy to focus on more strategic or creative work, reduce your stress and workload, and develop your leadership and coaching skills. For your team, it can increase their motivation and engagement, boost their confidence and skills, and foster a culture of trust and collaboration. Delegating tasks can also improve the quality and efficiency of your work, as you can leverage the diverse strengths and perspectives of your team members.

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Dr. Jason Cohen

Technical Innovation Leader @ Amazon | AI & AdTech | Solutions Architect | Data Science | Data Engineering | Solution Engineering | Transforming Tech Teams to Drive Growth via Partners | Director | Partner Development
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Delegating tasks is an opportunity to provide direct reports with stretch goals and career advancement. If you are an effective people manager you likely have an understanding of your direct reports’ career aspirations. Discuss the delegation opportunities with your directs and how they might implement them. Then assign them.

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2 How to choose what to delegate?

Before delegating any task, it's essential to decide what to delegate and to whom. The Eisenhower matrix is a useful framework for this decision, which categorizes tasks based on their urgency and importance. It suggests that you should do the tasks that are urgent and important yourself, delegate the tasks that are urgent but not important to someone else, schedule the tasks that are important but not urgent for later, and eliminate the tasks that are neither urgent nor important. When choosing whom to delegate to, consider factors such as availability, interest, skills, experience, and development needs. Additionally, aim to distribute the tasks fairly and equitably among team members to avoid overloading or underutilizing anyone.

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Ken Rivera

? Accomplished Strategy & Vision Professional Specializing in ? Project Management
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Choosing to delegate urgent and important tasks to junior team members is always an option; just be sure that you have done your due diligence in relaying important points to consider, and monitor the progress closely without micromanaging, and ensure you are available to help/mentor.

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3 How to set clear expectations and deadlines?

Once you have selected the tasks and team members to delegate them to, it is important to set clear expectations and deadlines for each task. This includes defining the scope, objectives, deliverables, standards, and resources of the task, and specifying the timeline, milestones, and due dates. Additionally, you should clarify the level of authority and autonomy that the team member has for the task, as well as the mode and frequency of communication and feedback that you expect from them. To ensure this is done properly, it is recommended to use the SMART criteria: Specific, Measurable, Achievable, Relevant, and Time-bound. Your expectations and deadlines should be specific enough to be understood by both parties without any ambiguity or confusion; measurable with quantifiable or observable indicators of progress and success; achievable given the team member's skills, resources, and constraints; relevant to their goals, interests, development needs as well as the overall vision and strategy of the organization; and time-bound with a clear start and end date as well as intermediate milestones and checkpoints.

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4 How to communicate expectations and deadlines?

In order to effectively communicate expectations and deadlines to your team members, you should employ multiple channels such as face-to-face meetings, phone calls, emails, or online platforms. Additionally, use simple and clear language that is easy to understand, concise, and precise; avoid jargon, acronyms, or vague terms. Active listening is also essential; listen attentively to your team members and acknowledge their ideas and concerns. Furthermore, provide constructive and timely feedback to your team members and solicit feedback from them as well. This will ensure that everyone is on the same page and understands their roles and responsibilities.

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5 How to follow up on expectations and deadlines?

Communicating expectations and deadlines is an ongoing process that requires regular follow-up and monitoring. To track progress and status, identify and resolve any issues or obstacles, and adjust or update expectations and deadlines, you should use a project management tool like a spreadsheet or online app to organize and document tasks, team members, and resources. Additionally, you should use a reporting system such as a dashboard or presentation to collect and analyze data and information on the tasks. Furthermore, regular check-ins such as meetings, calls, or emails can help build rapport with team members, provide support and guidance, and address any questions or concerns.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you delegate tasks with clear expectations and deadlines?

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3

4

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6

1 Why delegate tasks?

2 How to choose what to delegate?

3 How to set clear expectations and deadlines?

4 How to communicate expectations and deadlines?

5 How to follow up on expectations and deadlines?

6 Here’s what else to consider

People Management

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How do you delegate tasks with clear expectations and deadlines?

1

2

3

4

5

6

1 Why delegate tasks?

2 How to choose what to delegate?

3 How to set clear expectations and deadlines?

4 How to communicate expectations and deadlines?

5 How to follow up on expectations and deadlines?

6 Here’s what else to consider

People Management

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