What do you do if your workload is overwhelming and you need to find a way to delegate tasks?

1 Identify what to delegate

The first step in delegation is to identify what tasks you can and should delegate. Not every task is suitable for delegation, and some might require your expertise, authority, or involvement. To decide what to delegate, you can use a simple matrix that categorizes your tasks based on their urgency and importance. For example, you can use the Eisenhower matrix, which divides your tasks into four quadrants: do, decide, delegate, and delete. The tasks that fall into the delegate quadrant are those that are not urgent but important, meaning they contribute to your long-term goals but can be done by someone else.

3 Communicate clearly and effectively

The third step in delegation is to communicate clearly and effectively with the person you are delegating the task to. You want to make sure that they understand the task, the expectations, the deadline, the resources, and the feedback process. You also want to make sure that they accept the task, agree with the goals, and feel empowered to make decisions. To communicate clearly and effectively, you can use a simple checklist that covers the essential elements of delegation. For example, you can use the SMART criteria, which stands for specific, measurable, achievable, relevant, and time-bound. The SMART criteria help you define the task and the outcome in a clear and concrete way.

4 Monitor and support the progress

The fourth step in delegation is to monitor and support the progress of the person you have delegated the task to. You want to check in regularly and provide feedback, guidance, and encouragement. You also want to avoid micromanaging, interfering, or taking back the task. To monitor and support the progress, you can use a simple scale that measures the performance and satisfaction of the person. For example, you can use the GROW model, which stands for goal, reality, options, and will. The GROW model helps you coach the person through the task and help them overcome any challenges or obstacles.

5 Recognize and reward the results

The fifth step in delegation is to recognize and reward the results of the person you have delegated the task to. You want to acknowledge their efforts, achievements, and learnings. You also want to celebrate their success, share their feedback, and thank them for their contribution. To recognize and reward the results, you can use a simple framework that highlights the positive and constructive aspects of the task. For example, you can use the STAR method, which stands for situation, task, action, and result. The STAR method helps you describe the task and the outcome in a specific and meaningful way.

6 Review and reflect on the process

The sixth and final step in delegation is to review and reflect on the process of delegation. You want to evaluate the effectiveness, efficiency, and quality of the task and the delegation. You also want to identify the strengths, weaknesses, opportunities, and threats of the delegation. To review and reflect on the process, you can use a simple tool that analyzes the internal and external factors of the delegation. For example, you can use the SWOT analysis, which stands for strengths, weaknesses, opportunities, and threats. The SWOT analysis helps you assess the advantages and disadvantages of the delegation and how to improve it in the future.

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?