How can you determine the right delegation level for your project?

1 What is delegation level?

Delegation level refers to the amount of authority and responsibility that you give to your team members when you assign them a task or a project. There are different levels of delegation, ranging from low to high, that imply different degrees of involvement, supervision, and feedback from you as the manager. For example, at a low delegation level, you might tell your team member exactly what to do, how to do it, and when to report back to you. At a high delegation level, you might give your team member a goal and some general guidelines, and let them decide how to achieve it and when to update you.

3 How to use the delegation matrix?

One tool that can help you determine the right delegation level for your project is the delegation matrix. The delegation matrix is a simple framework that plots the complexity and urgency of a task or a project on a two-by-two grid. The complexity axis measures how difficult, uncertain, or variable the task or project is. The urgency axis measures how time-sensitive, critical, or impactful the task or project is. Based on the combination of complexity and urgency, the delegation matrix suggests four levels of delegation: direct, coach, support, and empower.

4 How to apply the delegation matrix?

To apply the delegation matrix, you need to first assess the complexity and urgency of your project or task. You can rate each dimension on a scale of 1 to 5, with 1 being low and 5 being high. Then, plot your project or task on the grid to identify the corresponding delegation level. For example, a project with a complexity of 4 and an urgency of 3 falls under the coach quadrant, which means you should delegate with guidance and feedback. Each delegation level has its own characteristics: Direct requires clear instructions, frequent check-ins, and close supervision; Coach entails guidance, feedback, and encouragement; Support implies trust, availability, and recognition; Empower needs autonomy, accountability, and appreciation.

5 How to adjust the delegation level?

The delegation matrix is not a fixed or rigid tool, but a flexible and dynamic one. You might need to adjust the delegation level for your project or task based on the changing circumstances, such as the progress, challenges, or opportunities that arise. You might also need to consider the individual factors of your team members, such as their skills, experience, and motivation, that affect their readiness and ability to take on different levels of delegation. For example, you might need to increase the delegation level for a team member who has proven their competence and confidence, or decrease the delegation level for a team member who needs more support and guidance.

6 How to communicate the delegation level?

Communication is essential for effective delegation. You need to communicate the delegation level for your project or task clearly and explicitly to your team members, so that they understand what is expected of them and what they can expect from you. You should also communicate the rationale and benefits of the delegation level, so that they see the value and purpose of the project or task. Moreover, you should communicate the feedback and recognition that correspond to the delegation level, so that they feel appreciated and motivated. For example, you can use the SMART (specific, measurable, achievable, relevant, and timely) criteria to set and communicate the goals, milestones, and indicators of your project or task, and use the GROW (goal, reality, options, and will) model to provide and solicit feedback and recognition.

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?