How can you effectively follow up on delegated tasks?

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Delegating tasks is a key skill for project coordinators, but it's not enough to just assign work and hope for the best. You also need to follow up on delegated tasks to ensure they are completed on time, within budget, and according to specifications. In this article, you'll learn how to effectively follow up on delegated tasks using prioritization and delegation techniques.

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Pieter Bruwer

Electrical Engineering Technologist & Senior Project Manager

1 Set clear expectations

When you delegate a task, make sure you communicate the expected outcome, deadline, budget, and quality standards to the person or team responsible. Provide them with the necessary resources, tools, and support to complete the task. Also, explain how the task fits into the overall project scope and goals, and how their performance will be evaluated. Setting clear expectations will help you avoid confusion, misunderstandings, and conflicts later on.

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Pieter Bruwer

Electrical Engineering Technologist & Senior Project Manager
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Delegating tasks is easy, keeping good relationships going and making sure the expectations are clearly set out is the key point in the difference between success and rework/delays. The other portion is Trust, know when to trust and when to guide the others to help achieve this goal.

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2 Use a tracking system

To keep track of the progress and status of delegated tasks, use a tracking system that allows you to monitor the work, provide feedback, and identify issues. You can use a software tool, such as a project management app, a spreadsheet, or a dashboard, or a simple checklist, depending on the complexity and size of the project. The tracking system should show you the task name, owner, due date, priority, status, and any comments or updates. Update the tracking system regularly and share it with the relevant stakeholders.

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Pieter Bruwer

Electrical Engineering Technologist & Senior Project Manager
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This is a very tricky subject, not all projects can be easily tracked and/or transposed over to platforms like Monday, MPP, Excel etc. I find that a lot of PM's find it easier to track in Excel than import it into professional platforms due to a lack of flexibility. A lot of task require constant updates, notes, schedule shifts due to scope changes etc. I have learned to keep my tracking subjective and build a master that folds the subject together. The trick is to keep it visual and informative, skip the jargon and pointless data, that can be present in the background.

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3 Schedule regular follow-ups

One of the most important aspects of following up on delegated tasks is to schedule regular follow-ups with the people or teams who are working on them. Depending on the nature and duration of the task, you can follow up daily, weekly, or monthly, or at specific milestones. The purpose of the follow-ups is to check on the progress, provide feedback, offer guidance, resolve issues, and celebrate achievements. You can follow up through various channels, such as email, phone, video call, or face-to-face meeting, depending on the preference and availability of the task owner.

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Pieter Bruwer

Electrical Engineering Technologist & Senior Project Manager
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I work in a large project that required a hybrid model of Waterfall and numerous Agile based smaller projects that execute simultaneously. I run the QC division and special projects that pop up and require finesse (and most times some sort of Reverse Engineering with minimal input and guidance). I have developed a relationship network that constantly feeds me data and helps curb negative feedback. This requires you to have insight on the "larger picture" though. The simple reason is, if you know what struggles the other person have to overcome, delivering becomes a lot easier.

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4 Be flexible and supportive

When you follow up on delegated tasks, be flexible and supportive of the people or teams who are working on them. Don't micromanage or interfere with their work, but rather give them autonomy and trust to complete the task. However, be ready to adjust the scope, deadline, budget, or quality standards of the task if there are any changes in the project requirements, risks, or opportunities. Also, be supportive of the challenges, difficulties, or failures that they may encounter, and help them find solutions or alternatives.

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Pieter Bruwer

Electrical Engineering Technologist & Senior Project Manager
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Trust your team, if they come short - help them and develop their skills to be better. If you dont know how, do research until you can support the request, because this helps everyone in the long run. Remember, the impossible for others might be simple for someone else. We all struggle sometimes, help support the cause to a common goal. Flexibility is a key driver in success.

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5 Recognize and reward

Finally, when you follow up on delegated tasks, don't forget to recognize and reward the people or teams who have completed them successfully. Acknowledge their efforts, contributions, and results, and show them how their work has added value to the project and the organization. You can recognize and reward them in various ways, such as giving them feedback, praise, recognition, incentives, or opportunities for growth. Recognizing and rewarding will boost their morale, motivation, and loyalty, and encourage them to keep up the good work.

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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 can you effectively follow up on delegated tasks?

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1 Set clear expectations

2 Use a tracking system

3 Schedule regular follow-ups

4 Be flexible and supportive

5 Recognize and reward

6 Here’s what else to consider

Project Coordination

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