The 5 Steps of Delegation

Would you like to have more time to do other activities, dedicate yourself to the most important ones, be more productive and still contribute to the development of other people in the professional and personal environment? Through a tool called delegate all this is possible. Maybe in the beginning it will require a little more of your time and dedication, but it will be worth it in the medium and long term. Throughout the text, we will present the five steps to delegate effectively and assertively, to achieve all the benefits of this important tool and, consequently, increase your productivity.

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There are many benefits to delegating. The main benefit is the gain of time and productivity, as it reduces your workload, as it removes actions from your to-do list and assigns them to someone else. With that, you save time and can focus on more important tasks or use that time for other actions. Even rest and recover your energies. Another great advantage is that delegating develops other people, as it offers challenges and learning for those who are given the task. Consequently, you will have a more experienced team with improved skills. In this aspect of team building, delegating also contributes to identifying and grooming a successor. By delegating some of his tasks, he will be able to identify possible candidates for his succession and thus prepare him for a future promotion. This is extremely important because for you to be promoted, you need someone to take over your current position. Delegating is also an excellent tool to motivate the team, as everyone feels part of it and, with that, increases engagement and job satisfaction.

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Delegating really is an amazing tool. However, to be effective, it must be used correctly, because if delegated in the wrong way or to the wrong person, the result can be the opposite and even demotivate the team. But do not worry. It is not complicated and not difficult. Just follow these simple five steps and you're sure to successfully delegate.

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The first step is to define the tasks that will be delegated. It is important to make a list of all your tasks and then separate those that will be delegated. To help with the selection, it is important to have some questions in mind, such as: Does anyone on my team have the knowledge and skills to do this task or has already done something similar? Do I have a deadline to be able to delegate and follow up? What level of urgency and assertiveness does this task require? What are the consequences of a possible delay or something ambiguous? The most important and most urgent tasks are usually not delegated in the first moment unless this process of delegation and team development has already started before.

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The second step is to choose who to delegate to. It is important to analyze the profile, skills, and knowledge of each of your team. Who has more synergy with the task being delegated? Also analyze the motivation of each one for each task. In this case, a tip is to analyze the maturity of the person in the role they are in and for the task, that is, has this person performed a similar task before? These analyzes will allow you to tailor the best task to the best member of your team.

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The third stage consists of explaining, teaching, and training. Even for experienced people on your team, it is necessary to explain in detail what you want with the task and the expected results, as well as the deadline. If you notice that you have any need for training, it is your obligation as a leader to provide this training directly or seek alternatives so that the person feels prepared for the task.

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The next and fourth stage consists of following up on the development of the task and its leader. Remember that delegating does not mean giving up. Even delegating to someone on your team, the task and its results are still the complete responsibility of the leader, that is, the person who delegated. So, don't wait until the last day of the deadline to see the assignment. Schedule some meetings to learn about the development of the task and to provide support, if necessary. These alignments are essential to provide greater security for those who are doing the task, as well as for you who are leading. Consequently, the probability of having an excellent result is much greater.

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The last and fifth stage is to analyze the results, verify possible improvements for the next tasks and, of course, recognize the commitment of the leader and celebrate the achievements. When the task is finished, compare it to what was determined in step three. Were you able to meet all expectations and agreed points? Another point here is to reflect together with the subordinate to understand what could have been done better and improve for the next one, as well as a self-reflection to understand if you, as a leader, could have played a better role during the delegation.

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Although it is more common to approach the subject of delegating at work, it can be used in studies, such as in high school or college, and even at home, with your wife, husband, siblings, and children, for example. In the same way as at work, you will gain time and the person will develop a new skill. Enjoy and start delegating through the five steps and see the benefits for you and the people around you.