Delegation Done Right

"Do not charge people to do what they cannot do. Select them and give them responsibilities commensurate with their abilities." — Sun Tzu

Running a small business often feels like juggling a hundred tasks at once. You know you should delegate more, but it’s hard—whether it’s guilt about adding to your team’s workload or fear that things won’t be done the “right” way.

Let’s face it—no one has enough hours in the day. And when you try to carry everything yourself, it’s not just exhausting; it holds your team and business back. Effective delegation isn’t about passing off work—it’s about matching responsibilities with strengths, supporting your team, and ultimately creating a more resilient, capable business.

Let’s explore how to delegate effectively, avoid common pitfalls, and build a team that works smarter, not harder.

How Poor Delegation Holds You and Your Team Back

When tasks are assigned to the wrong people—or not assigned at all—frustration builds on all sides. Poor delegation creates unnecessary stress, undermines confidence, and ultimately slows your business down.

What Happens When Delegation Goes Wrong:

• Frustrated Employees: Giving tasks to someone who lacks the skills or resources sets them up for failure.
• Missed Opportunities: Overlooking your team’s potential means you miss out on innovative ideas and solutions.
• Wasted Time: Poorly executed tasks often need to be redone, doubling your workload.
• Team Burnout: Employees who feel overwhelmed or unsupported are more likely to disengage—or leave entirely.

Example: At Maple Valley Inn, the owner asked their receptionist, who excelled at greeting guests and managing bookings, to plan the annual holiday market. The receptionist, overwhelmed by the complex logistics of vendor coordination and scheduling, didn’t share their struggles. Vendors showed up late, booths were disorganized, and key marketing materials were never printed. Guests wandered through the half-empty market, and the vendors voiced their disappointment. The owner had to scramble to fix things on the spot, running from booth to booth to resolve issues. By the end of the day, the event was a shadow of what it could have been, leaving the team deflated and the owner questioning their decision to delegate such a critical task to the wrong person.

Key Insight: Poor delegation doesn’t just lead to missed deadlines, it creates ripples that affect your team’s confidence, productivity, and trust in leadership.

Challenge: Think about a recent project that didn’t go as planned. Was it assigned to the right person? What could you do differently next time to set the task up for success?

How to Identify and Leverage Your Team’s Strengths

Delegating effectively starts with knowing what your team is capable of. Too often, small business owners overlook strengths within their own teams because they don’t take the time to identify them.

Steps to Identify Strengths:

• Observe in Action: Watch how employees handle different tasks to see where they excel.
• Ask Directly: In one-on-one conversations, ask employees which tasks they enjoy, what they find challenging, and where they see opportunities to grow.
• Use Tools: Skills assessments or personality inventories can reveal hidden strengths and help you match tasks to the right people. I advise my clients to stick with proven, well-researched assessments and steer clear of trendy tools that lack reliability or lasting value.

Example: At Hearthstone Café, the owner noticed a barista with a talent for photography. After providing guidance on the café’s social media vision, they gradually handed over management of the accounts. The result was a more genuine, engaging online presence that resonated with customers and brought in new business.

Key Insight: Understanding your team’s strengths isn’t just about delegation—it’s about unlocking potential that can move your business forward.

Challenge: Schedule one-on-one meetings with your team this month. Ask them three questions: What tasks energize you? What tasks drain you? What’s one skill you’d love to develop?

The Right Way to Delegate Without Micromanaging

One of the biggest mistakes in delegation is either micromanaging every step or abandoning the task entirely. Delegation means giving clear guidance while trusting your team to execute.

Steps for Thoughtful Delegation:

1. Match Skills to Tasks: Assign responsibilities that align with each person’s strengths and experience.
2. Provide Clear Expectations: Define the “what,” “why,” and “when” of the task so there’s no confusion.
3. Stay Available: Be a resource for questions, but let your team own the process.
4. Follow Up Without Hovering: Check progress periodically to ensure accountability without undermining autonomy.

Example: Turning Pages Bookstore needed to revamp their inventory system, a task that required focus and organization. Instead of assigning it to the first available employee, the owner chose their assistant manager, known for her attention to detail and problem-solving skills. The owner provided a clear plan, set milestones, and checked in weekly to track progress. This approach kept the project on track while allowing the manager to take ownership of the process.

Key Insight: Delegation is about creating the conditions for success while understanding that results may vary. By providing clear guidance, the right tools, and ongoing support, you increase the chances of strong outcomes while fostering accountability and growth within your team. Success comes not just from handing off tasks but from how you engage and guide throughout the process.

Challenge: Look at your current project assignments. Are they aligned with each person’s strengths? Reassign one task to a better match this week and establish a clear follow-up plan.

Support Growth Through Training and Mentorship

Not every employee will have the exact skills for the task at hand, but many can grow into new responsibilities with the right guidance. Providing clear expectations, constructive feedback, and opportunities to develop their abilities ensures that both your team and your business are better equipped to succeed. It’s about investing in their growth to build long-term strength for your organization.

How to Build Confidence and Capability:

• Provide Training: Offer workshops, courses, or hands-on learning opportunities tailored to their goals.
• Start Small: Assign manageable tasks that allow employees to build skills gradually.
• Encourage Mentorship: Pair newer employees with seasoned team members who can guide them.

Example: At Morning Roast Café, the owner noticed one of their baristas had an interest in operations but lacked experience. They started by assigning the barista small vendor orders and providing feedback. Over time, the barista grew into a confident lead on vendor negotiations, taking a major burden off the owner’s plate.

Key Insight: Investing in your team’s development strengthens your business in tangible ways. As employees build new skills and confidence, they become more effective contributors, reduce your workload, and enhance your business’s overall capacity to handle challenges and seize opportunities. It’s a long-term strategy that pays off for both your people and your bottom line.

Challenge: Identify one employee who could take on more responsibility with the right training. Create a three-month plan to mentor or train them in a specific skill.

Your Next Move: Build a Culture of Thoughtful Delegation

"Do not charge people to do what they cannot do. Select them and give them responsibilities commensurate with their abilities." — Sun Tzu

Delegation isn’t just about reducing your workload—it’s about building a stronger, more efficient business. When team members are in roles that align with their strengths and have the right support to succeed, they contribute at a higher level, driving growth and creating a more resilient organization.

Here’s how to start:

1. This week, identify one task that consistently drains your time. Reassign it to someone whose skills and strengths align with the task.
2. Schedule short, focused conversations with your team to uncover hidden talents, interests, and growth aspirations.
3. Choose one team member to mentor or train for a specific role or responsibility that could make a real difference in your business.

Delegation done right is more than a tool—it’s a pathway to a thriving business where you and your team can focus on what matters most. Start today with one step, and watch the transformation begin.

What’s one task or conversation you can take on today to strengthen your team and move your business forward?