How can you adjust delegation strategies when employees struggle with tasks?

1 Assess the situation

The first step is to understand why your employee is having difficulties with the task. Is it a skill gap, a knowledge gap, a communication gap, or a motivation gap? You can use a simple framework like the SKAC model (Skills, Knowledge, Attitude, Capacity) to diagnose the problem and identify the root cause. For example, if your employee lacks the skills to perform the task, you may need to provide more training or coaching. If they lack the knowledge, you may need to share more information or resources. If they lack the attitude, you may need to address their concerns or expectations. If they lack the capacity, you may need to adjust the workload or the deadline.

2 Adjust the level of delegation

The next step is to adjust the level of delegation according to the situation and the employee's needs. Depending on how much authority and responsibility you give to your employee, there are different levels of delegation that range from low to high. For instance, you can delegate by telling, which entails providing specific instructions and expecting the employee to follow them exactly; selling, in which you explain the reasons and benefits of the task and persuade the employee to accept it; participating, where you involve them in the decision-making process and solicit their input and feedback; delegating, which assigns the task and outcome to them and lets them decide how to do it; or empowering, which gives them freedom and autonomy to initiate and execute the task. You can use a tool such as the Tannenbaum-Schmidt continuum to determine the appropriate level of delegation for each task and employee. For example, if your employee is struggling due to inexperience or insecurity, you may need to use a lower level of delegation with more guidance and support; however, if they're struggling because of boredom or frustration, then a higher level of delegation with more challenge and recognition may be necessary.

3 Monitor and review

The final step is to monitor and review the progress and performance of your employee and the task. You need to balance between giving enough feedback and direction, and avoiding micromanaging and interfering. You can use a simple tool like the SMART model (Specific, Measurable, Achievable, Relevant, Time-bound) to set clear and realistic goals and expectations for the task and the employee. You can also use a simple tool like the RACI matrix (Responsible, Accountable, Consulted, Informed) to clarify the roles and responsibilities of each stakeholder involved in the task. You should communicate regularly and openly with your employee, and provide constructive and timely feedback. You should also celebrate their achievements and acknowledge their efforts.

Delegation is not a one-size-fits-all approach. It requires flexibility and adaptation to suit the needs and abilities of your employees and the nature and complexity of the tasks. By following these tips, you can adjust your delegation strategies when your employees struggle with tasks, and help them overcome their challenges and improve their performance.

4 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?