What can you do when a delegated task is not done on time?

1 Identify the cause

The first step is to find out why the task was not completed on time. Was it due to lack of clarity, resources, skills, motivation, or communication? Did something unexpected or urgent come up that disrupted the plan? Or was it simply a case of poor time management or procrastination? Asking open-ended questions and listening empathetically can help you understand the root cause of the delay and avoid jumping to conclusions or blaming the person.

2 Assess the impact

The next step is to evaluate how the missed deadline affects the overall project, team, or organization. How critical was the task? How much time is left to complete it? How does it affect other tasks or dependencies? How does it impact the quality, scope, or budget of the project? How does it affect the stakeholders, customers, or partners? By assessing the impact, you can prioritize the task and decide how to proceed.

3 Agree on a solution

The third step is to work with the person to come up with a realistic and mutually acceptable solution. Depending on the situation, you may need to renegotiate the deadline, adjust the scope, allocate more resources, provide more support, or escalate the issue. You may also need to communicate the status and the action plan to the relevant parties and manage their expectations. The goal is to find a way to complete the task as soon as possible without compromising the quality or the relationship.

4 Provide feedback

The fourth step is to give constructive feedback to the person about their performance and behavior. Feedback is essential for learning and improvement, but it should be delivered in a respectful and timely manner. You should focus on the facts, not the personality, and use specific examples to illustrate your points. You should also acknowledge what they did well and what they can do better. You should also invite them to share their perspective and suggestions for improvement.

5 Monitor progress

The fifth step is to monitor the progress of the task and follow up regularly. You should set clear expectations and milestones, and track them using appropriate tools and methods. You should also provide ongoing support and guidance, and address any issues or challenges that arise. You should also recognize and appreciate their efforts and achievements, and celebrate their success.

6 Prevent recurrence

The final step is to prevent the same problem from happening again in the future. You should review the process and identify any gaps or areas for improvement. You should also update or create any relevant documents or procedures that can help clarify roles, responsibilities, goals, or standards. You should also coach or train the person on any skills or competencies that they need to develop or enhance. You should also encourage them to reflect on their own strengths and weaknesses, and set goals for their personal and professional growth.

7 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?