assignment of a task responsibility or authority by a manager

What is Authority Delegation? Definition, Features, Steps, Principles, Importance, and Strategies

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What is Authority Delegation?

Authority delegation is the formal process where a manager empowers qualified subordinates within a chain of command by granting them decision-making rights and work responsibilities.

This technique allows employees to utilize a manager’s authority to efficiently achieve predetermined goals. It involves sharing specific authority and responsibilities to enable effective decision-making and resource usage.

The delegator, typically a manager, transfers a portion of their authority while retaining ultimate accountability. The delegated authority can be restored as needed. This practice streamlines operations amidst growing complexities, reducing managerial workload , enhancing employee satisfaction, and fostering skill development.

In essence, authority delegation involves transferring decision-making power and work responsibilities to qualified individuals to achieve organizational objectives effectively.

Characteristics of Authority Delegation

Let’s explore the five key characteristics of delegation of authority:

Legality for Autonomous Action

Authority delegation enables subordinates to act independently within specified managerial boundaries. This legalizes their actions within the prescribed limits set by superiors, granting them the autonomy to perform tasks without constant supervision.

Delegation of Partial Authority

Managers delegate only a portion of their overall authority, retaining ultimate control and not transferring the entirety of their decision-making power. This allows for a strategic sharing of responsibilities without relinquishing complete managerial control.

Non-Delegation of Accountability

While authority and responsibilities are delegated, ultimate accountability remains with the manager or delegator. Subordinates are responsible for their tasks, but the final accountability for outcomes or decisions cannot be shifted entirely to them.

Read More: Definition of Authority, Power, and Responsibility

Limited to Managerial Authority

It can only occur within the realm of authority that the manager possesses. They cannot delegate authority that falls outside their jurisdiction or exceeds their own authority level within the organization.

Potential for Restoration

The authority delegated to subordinates can be restored or adjusted by the manager based on evolving needs, performance, or changing circumstances. This flexibility allows for adaptability in the delegation process.

Steps in the Authority Delegation Process

For proper implementation of delegated authority, an appropriate delegation of authority is essential. Here are the six steps you can use to effectively delegate:

Define the Result

Before delegating authority, it’s crucial to communicate the expected outcomes clearly. Managers and subordinates need a shared understanding of the desired results. This involves outlining specific objectives, goals, and the intended impact of the delegated task. Clarity about the result sets the stage for effective delegation.

Read More: Authority Vs. Power

Assignment of Duties

Once the desired outcomes are established, the manager divides and assigns duties to individual subordinates. Tasks should be distributed considering each person’s skills, expertise, and capacity to ensure the most efficient and effective allocation of responsibilities.

Assign Authority

Assigning authority is pivotal in delegation. It involves granting decision-making rights and empowering subordinates to execute the assigned tasks. This step aligns the responsibilities with the necessary decision-making capabilities, ensuring the delegated authority matches the delegated tasks.

It is not complete until the subordinate accepts the assigned task. Acceptance signifies an understanding and willingness to undertake the responsibility. It’s crucial to align the delegated task with the employee’s interests, skills, and motivations to ensure enthusiastic acceptance.

Create Accountability

While the ultimate accountability remains with the manager, delegating authority brings a level of accountability to the subordinate. They’re answerable for the tasks they’ve been delegated. Establishing clear accountability ensures that the delegated tasks are taken seriously and completed with due diligence.

Read More: Time Departmentalization

Continuous Monitoring and Feedback

Effective delegation doesn’t end with task assignment; it involves ongoing monitoring and feedback. Managers should provide regular guidance, support, and feedback to ensure the tasks progress as intended. Regular check-ins allow for course corrections, address obstacles, and maintain alignment with the desired outcomes.

Elements of Authority Delegation

Authority, responsibility, and accountability are the three major elements of authority delegation.

Authority is the sanctioned power given to a manager or superior to direct actions, make decisions, and assign tasks within an organization. Delegation involves sharing this power with subordinates, enabling them to carry out specific tasks or make decisions within defined boundaries set by the manager.

Read More: Process Departmentalization

Responsibility

Responsibility is the obligation to perform assigned tasks effectively. When authority is delegated, responsibility for the successful completion of these tasks is also transferred to the individual or team to whom the tasks are assigned.

Accountability

Accountability involves the obligation to answer for the outcomes of actions or decisions made within the scope of the delegated authority and responsibility. It implies taking ownership of both successes and failures and explaining the results achieved. Ultimately, the manager retains ultimate accountability for the delegated tasks.

Principles of Effective Delegation

Effective delegation relies on several principles:

Clarity of Instructions

Clear and concise instructions should be provided when delegating tasks. This involves specifying what needs to be done, why it’s essential, the expected outcomes, and any relevant deadlines. Ensuring clarity prevents confusion and misunderstandings.

Read More: Geographical Departmentalization

Match Task to Skills

Assign tasks that align with the skills, capabilities, and expertise of the individual or team receiving the delegation. This principle ensures that the assigned tasks are within their capacity to perform efficiently and effectively.

Maintain Communication

Continuous and open communication is crucial. Regular updates, discussions, and avenues for clarification or guidance allow for progress tracking and addressing any issues that arise during task execution.

Balanced Authority and Responsibility

The balance between granting adequate authority and responsibility is critical. Ensuring that the delegated individual or team has sufficient authority to complete the task, but not overwhelming them with excessive responsibility, helps maintain a productive balance.

Provide Support and Feedback

Offer necessary support, guidance, and resources to aid in task completion. Additionally, providing constructive feedback at various stages of task completion fosters improvement, enhances learning, and encourages future successful delegation.

Read More: What is Customer Departmentalization?

Importance of Authority Delegation

Delegation is important in the workplace for various reasons.

Workload Management

Delegation helps distribute tasks among team members or subordinates, reducing the workload on a single individual. This allocation ensures that work is distributed evenly, preventing burnout and improving overall productivity.

Skill Enhancement and Empowerment

It provides opportunities for skill development and empowerment. Allowing individuals to handle diverse tasks fosters learning, and skill enhancement, and boosts confidence, enabling personal and professional growth.

Enhanced Efficiency and Time Management

Delegating tasks to competent individuals who possess the necessary skills leads to efficient completion. It frees up time for managers to focus on high-priority tasks, thereby optimizing time management within the organization.

Read More: What is Product Departmentalization?

Encouragement of Team Collaboration

Delegation encourages teamwork and collaboration. It builds a sense of trust among team members and promotes a collaborative work environment where individuals feel valued and involved in the organization’s objectives.

Leadership Development

Delegation cultivates leadership skills among individuals. It allows them to take charge, make decisions, and handle responsibilities, nurturing leadership qualities essential for future roles within the organization.

Facilitation of Succession Planning

Delegation aids in succession planning by identifying capable individuals within the organization. It prepares potential successors by providing them with opportunities to handle responsibilities and tasks that align with future roles. This ensures a smooth transition when changes in leadership occur.

Read More: What is Functional Departmentalization?

Barriers in Delegation

There are certain barriers that prevent effective delegation of authority in the workplace.

• Trust Issues: A lack of trust in team abilities inhibits delegation. Building trust through clear communication is vital.
• Control Concerns: Fear of losing control over outcomes hampers delegation, hindering team development.
• Confidence Gap: Doubts in team capabilities lead to hesitancy in delegating tasks effectively.
• Communication Lapses: Unclear task expectations and goals impede delegation due to confusion.
• Perfectionist Mindset: Managers aiming for perfection resist delegation, limiting team growth.
• Time Constraints: Overwhelmed managers may avoid delegating to save time and effort.
• Skill Limitations: Inadequate skills for delegation hinder effective task distribution.

Strategies For Effective Authority Delegation

Effective delegation hinges on fundamental strategies essential for successful task allocation and team development. Here are six strategies you can apply:

Clear Communication

At the core of delegation lies the necessity for crystal-clear communication. When tasks, expectations, and desired outcomes are explicitly communicated, confusion dissipates, and productivity skyrockets. Teams understand their roles, eliminating ambiguity.

Read More: What is Departmentalization? Definition

Identify Capabilities

Understanding team dynamics, strengths, and weaknesses allows for task allocation that leverages individual skills. Assigning tasks aligned with specific abilities enhances the chances of successful completion, fostering confidence among team members.

Training and Support

Empowerment through training and support is key. Equipping team members with the necessary skills and knowledge enables them to handle delegated tasks adeptly. Ongoing guidance instills confidence and ensures effective task execution.

Encourage Autonomy

Granting autonomy within predefined boundaries encourages team members to make decisions. This autonomy fosters creativity, innovation, and a sense of ownership, while simultaneously upholding accountability.

Regular Feedback

Consistent and constructive feedback on delegated tasks is crucial. It not only encourages improvement but also acknowledges positive efforts. Moreover, it aids in realigning objectives if necessary, fostering a culture of continuous improvement and growth within the team.

Read Next: Matrix Organizational Structure

Sujan Chaudhary is a BBA  graduate. He loves to share his business knowledge with the rest of the world. While not writing, he will be found reading and exploring the world.

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How to Delegate Effectively: 9 Tips for Managers

• 14 Jan 2020

Delegation is a vital management skill . But for some, it’s the hardest to put into practice.

There are several reasons why managers may shy away from delegating work. They might:

• Think it would take longer to explain the task than actually completing it themselves
• Want to feel indispensable to their team by being the keeper of specific knowledge
• Enjoy completing certain projects so prefer not to reassign them
• Feel guilty about adding more work onto another employee’s to-do list
• Lack confidence or trust in who they need to transfer the project to
• Believe that they’re the only ones who can do the job right

Whatever the reason, it’s important to continue honing the skill, as refusing to delegate can have negative consequences. Not only will you overload your schedule and prioritize the wrong tasks, but your employees will miss out on valuable learning and growth opportunities.

Access your free e-book today.

What Is Delegation and Why Is It Important?

Delegation refers to the transfer of responsibility for specific tasks from one person to another.

From a management perspective, delegation occurs when a manager assigns specific tasks to their employees. By delegating those tasks to team members, managers free up time to focus on higher-value activities while also keeping employees engaged with greater autonomy.

According to a Gallup study , CEOs who excel in delegating generate 33 percent higher revenue. These executives know they can’t accomplish everything alone and position their team to tackle tasks they’re confident they’ll achieve—in turn empowering employees, boosting morale, and increasing productivity. In the process, CEOs free up their time to focus on activities that will yield the highest returns and grow the company.

Here are nine ways you can start delegating more effectively to cultivate high-performing teams.

9 Delegation Tips for Managers

1. know what to delegate.

Not every task can be delegated. For example, performance reviews or any personnel matters should be handled by you. After all, hiring the right talent and knowing each employee’s strengths and weaknesses will ultimately make you better at assigning deliverables and transferring responsibility to the appropriate team members.

Several other day-to-day activities don’t require your oversight, though. Is there a task you regularly tackle despite knowing your co-worker is better equipped to complete it? Would assigning the project to other employees help bolster their careers? If there’s someone who could do the work better, or you think this could be a teachable moment, delegate. It will show you trust and value your team, while also giving you time to focus on more strategic projects.

2. Play to Your Employees’ Strengths and Goals

Every employee should have goals they’re working toward, and within those goals are opportunities to delegate. For example, maybe you have a direct report who wants to gain management experience. Is there an intern they could start supervising, or a well-defined project they can own the execution of? The type of work you delegate could factor into their professional development plan.

For other tasks, there’s likely someone on your team with the specific skill set needed to achieve the desired result. Leverage that and play to your employees’ strengths. When someone has a higher chance of excelling, they’re more motivated and engaged , which then benefits the entire business.

Related: How to Become a Better Manager

3. Define the Desired Outcome

Simply dumping work onto someone else’s plate isn’t delegating. The projects you hand off should come with proper context and a clear tie into the organization’s goals.

“You’ve got to have real clarity of objective,” says Harvard Business School Professor Kevin Sharer in the online Management Essentials course . That includes having alignment on “what does good look like” and by what timeline, and “the technique of measuring accomplishment.”

Before anyone starts working on a project, they should know what they need to complete and by when, including the metrics you’ll use to measure the success of their work.

4. Provide the Right Resources and Level of Authority

If the person you’re delegating work to needs specific training, resources, or authority to complete the assigned project, it’s your role as a manager to provide all three. Setting someone up for an impossible task will frustrate both sides; your colleague won’t be able to achieve the desired outcome, and then you’ll likely need to put that work back on your to-do list.

This is also where you need to fight the urge to micromanage . Telling your co-worker, step-by-step, how you would accomplish the task and then controlling each part of the process won’t enable them to learn or gain new skills. Focus instead on what the desired end goal is, why the task is important, and help address any gaps between the outcome and their current skill set.

5. Establish a Clear Communication Channel

While you want to avoid micromanaging, you do want to establish a communication channel so that the person you’re delegating to feels comfortable asking questions and providing progress updates.

“You’ve got to have some way to communicate so that the person you delegated to can come back to you and report,” says Sharer in the Management Essentials course . “You’ve got to have some way along the way to see how things are going. It isn’t fire and forget. That is, ‘I just give you the task and I don’t worry about it anymore. We’ve got to have some way to monitor the progress along the way without me getting in your way.’”

Setting up regular check-ins and providing feedback throughout the project can help with this.

6. Allow for Failure

This step is particularly important for the perfectionists who avoid delegating because they think their way is the only way to get the work done. You need to allow for failure—not because your employees might fail, but because it will enable experimentation and empower the people you’re assigning tasks to, to take a new approach.

If you’re open to new ideas and approaches to the work, you’ll have an easier time delegating when able.

7. Be Patient

As a manager, you likely have more years of experience in your field. Because of this, a task you can complete in 30 minutes might take an employee a full hour the first time they complete it.

You might be tempted to refrain from delegating certain tasks knowing that you can get them done faster, but be patient with your employees. Think back to the first time you completed a specific task early on in your career. You probably weren’t as efficient as you are now; your time management skills have improved.

As you continue to delegate and your employees become more familiar with the tasks that need to be completed, you’ll notice that the work will get done faster over time.

Related: 7 Strategies for Improving Your Management Skills

8. Deliver (and Ask For) Feedback

In addition to monitoring progress, you should also deliver feedback to your employees after the tasks you’ve delegated are complete.

If a task wasn’t completed as assigned, don’t be afraid to offer constructive criticism. Your employees can take this feedback and make changes the next time a similar task is assigned. On the other hand, remember to provide positive feedback and show your appreciation when a task was done well.

To ensure you’re delegating effectively, you’ll also want to ask your team for any feedback that they can give you. Ask your employees if you provided clear instructions and determine if there’s anything you can do to better delegate in the future.

9. Give Credit Where It’s Due

After you’ve delegated tasks and they’ve been seen through to completion, credit those who achieved the work.

“Recognizing that success is because of your team is not only right, but it has the added benefit of making those around you more engaged—making you even more successful,” writes HBS Online Executive Director Patrick Mullane for Richtopia. “It’s counter-intuitive, but not claiming success for yourself will lead to more future wins.”

The more you thank and credit those you’ve delegated work to, the more likely it is they will want to help you on other projects in the future.

Honing Your Delegation Skills

Delegating isn’t easy; it’s a skill that must be practiced and honed over time. But the better you become at aligning the right people with the right tasks and responsibilities, the more effective you’ll become at your job as a manager.

Are you interested in further improving your managerial skills? Download our free leadership and management e-book to find out how. Also, explore our eight-week online Management Essentials course , which will provide you with real-world tools and strategies to excel in decision-making, implementation, organizational learning, and change management.

This post was updated on June 2, 2021. It was originally published on January 14, 2020.

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Delegation—understanding authority vs. responsibility.

Updated: Jul 5, 2018

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Delegation of Authority - Meaning, Elements and its Process

A manager alone cannot perform all the tasks assigned to him. In order to meet the targets, the manager should delegate authority.

Delegation of Authority means division of authority and powers downwards to the subordinate .

Delegation is about entrusting someone else to do parts of your job. Delegation of authority can be defined as subdivision and sub-allocation of powers to the subordinates in order to achieve effective results.

Elements of Delegation

Authority must be well-defined. All people who have the authority should know what is the scope of their authority is and they shouldn’t misutilize it. Authority is the right to give commands, orders and get the things done. The top level management has greatest authority.

Authority always flows from top to bottom . It explains how a superior gets work done from his subordinate by clearly explaining what is expected of him and how he should go about it.

Authority should be accompanied with an equal amount of responsibility. Delegating the authority to someone else doesn’t imply escaping from accountability. Accountability still rest with the person having the utmost authority.

A person who is given the responsibility should ensure that he accomplishes the tasks assigned to him. If the tasks for which he was held responsible are not completed, then he should not give explanations or excuses. Responsibility without adequate authority leads to discontent and dissatisfaction among the person.

Responsibility flows from bottom to top . The middle level and lower level management holds more responsibility. The person held responsible for a job is answerable for it. If he performs the tasks assigned as expected, he is bound for praises. While if he doesn’t accomplish tasks assigned as expected, then also he is answerable for that.

Accountability can not be delegated . For example, if ’A’ is given a task with sufficient authority, and ’A’ delegates this task to B and asks him to ensure that task is done well, responsibility rest with ’B’, but accountability still rest with ’A’.

The top level management is most accountable. Being accountable means being innovative as the person will think beyond his scope of job. Accountability, in short, means being answerable for the end result.

Accountability can’t be escaped. It arises from responsibility .

For achieving delegation, a manager has to work in a system and has to perform following steps : -

Delegation of authority is the base of superior-subordinate relationship, it involves following steps:-

The managers at all levels delegate authority and power which is attached to their job positions. The subdivision of powers is very important to get effective results.

Responsibility is said to be the factor or obligation of an individual to carry out his duties in best of his ability as per the directions of superior.

Responsibility is very important. Therefore, it is that which gives effectiveness to authority. At the same time, responsibility is absolute and cannot be shifted.

Accountability, on the others hand, is the obligation of the individual to carry out his duties as per the standards of performance. Therefore, it is said that authority is delegated, responsibility is created and accountability is imposed.

Accountability arises out of responsibility and responsibility arises out of authority . Therefore, it becomes important that with every authority position an equal and opposite responsibility should be attached.

Therefore every manager,i.e.,the delegator has to follow a system to finish up the delegation process. Equally important is the delegatee’s role which means his responsibility and accountability is attached with the authority over to here.

Relationship between Authority and Responsibility

Authority is the legal right of person or superior to command his subordinates while accountability is the obligation of individual to carry out his duties as per standards of performance Authority flows from the superiors to subordinates, in which orders and instructions are given to subordinates to complete the task.

It is only through authority, a manager exercises control. In a way through exercising the control the superior is demanding accountability from subordinates.

If the marketing manager directs the sales supervisor for 50 units of sale to be undertaken in a month. If the above standards are not accomplished, it is the marketing manager who will be accountable to the chief executive officer. Therefore, we can say that authority flows from top to bottom and responsibility flows from bottom to top.

Accountability is a result of responsibility and responsibility is result of authority. Therefore, for every authority an equal accountability is attached .

Differences between Authority and Responsibility

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Home Articles Delegation Principles

Principles of effective task delegation

According to the famous business coach Stephen Covey, the term “delegation of authority” is the highest form or element of managerial activity. According to statistics, only up to 10% of managers use their time effectively. The rest are engaged in tasks that could be delegated to others.

With the development of business, the number of responsibilities assigned to managers is constantly increasing. If you do everything without delegating it to anyone, you run the risk of burnout and chronic stress neurosis. So if you want to do serious work and accomplish great things, learn to delegate your tasks to your employees.

Delegation of tasks with LeaderTask

Assign tasks to your employees right in LeaderTask to free up your time for more important things. Create projects and add your colleagues to them for collaboration and more efficient execution. Share tasks with different subordinates for joint control.

How to competently delegate authority to subordinates in order to increase the company’s profitability and become more successful? Let’s deal with this question in more detail.

What is meant by the concept

Delegation is the process of transferring certain functions of a manager to subordinates. This is necessary to achieve the overall goals of the company. The essence of delegation is to determine the limits of access and responsibility of each employee. The meaning of the concept is that the manager delegates certain tasks to subordinates so that they can make better decisions in their area of competence. By assigning a task to an employee, the manager frees up time for global strategic matters related to the development of the company. The delegation of certain powers to personnel can be one-time or permanent.

The hiring interviews should be conducted by the hiring manager. Tax calculations and preparation of typical financial reports should be left to the accounting department. The use of delegation of authority will reduce the risk of deadlines on projects in the company. This will improve the efficiency of the company and all its employees.

If most of the work tasks are tied to one person, it can be dangerous for the company. If the manager is fired or becomes ill, the whole team will suffer. Therefore, it is necessary to resort to the practice of delegation. Competent assignment of tasks helps to achieve the following goals:

• Free up management resources for cases where they cannot be replaced.
• Raise the skill level of subordinates. By taking responsibility, they will be able to learn something new.
• Improve the psychological climate in the team. By understanding the motives of supervisors, workers will be more conscientious of their authority.
• Test the abilities of your staff. By assigning certain responsibilities to employees, you can assess how well they can handle them. Based on this assessment, make an appropriate decision.
• Reduce the burden on management.
• Increase the productivity of each work unit.
• Increase staff commitment to labor.

By removing unnecessary responsibilities, the manager will be able to engage in creative and strategic work that will increase the status and success of the company. With the help of delegation, quality employment of lower-level employees is ensured.

Principles and methods

Proper assignment of tasks increases the company’s efficiency by 30-40%. The following principles of delegation of authority are based on this:

• Unity of command . Assignments are delegated directly from the direct supervisor to the employee. The CEO delegates authority to the deputy. The latter gives instructions to middle managers. They delegate tasks to their subordinates. Ordinary employees receive orders from their supervisors.
• Restrictions . A supervisor may only give assignments to his subordinates. Each department head is assigned a limited number of employees. He cannot delegate a delegated task to other subordinates.
• Respect for rights and responsibilities . Employees may not perform tasks that are not in accordance with their job description.
• Assignment of responsibility . By delegating a task to a subordinate, a supervisor is not relieved of responsibility in case of its non-fulfillment.
• Transfer of responsibility . When giving an employee an assignment, the boss must be sure that he can fulfill it.

Use these simple principles of effective delegation in your team. By setting deadlines, you will be able to control the task at every stage. Choose the right person for the job. Assign tasks to those who are ready and able to take them on.

Why delegating is so hard

Delegation of tasks has disadvantages – the possibility of barriers in communication between the manager and the subordinate, if the need to delegate authority has not been defined taking into account the needs of the organization and its goals. Lack of delegation of authority can occur if the boundaries of responsibility are not defined.

There are objective reasons that prevent managers from delegating authority to their subordinates. These are:

• The desire to demonstrate oneself as a generalist. Previously it was thought that a good manager should be able to act actively on “all fronts”. And to communicate with clients, and to select goods, and to think through advertising. This model has not been used even in small businesses for a long time. Everyone should be engaged in their own business, without being distracted by secondary matters.
• Fear that workers will fail to complete a task and have to redo it. Or damage to the company. This minimal risk has a right to exist. In any case, you can avoid it altogether or minimize it by carefully choosing who to assign tasks to.
• Complexity. A person cannot be put in front of the fact that he is obliged to do this or that job. He must be trained and assisted.

The delegation of authority is carried out from the manager to one employee, which means that assigning one task to a group of executives is not allowed. When giving an assignment, it is important to describe the essence and boundaries of the task precisely so that the employee can understand his area of responsibility.

Rules of delegation

Delegating tasks implies the introduction of time management principles into the company’s management structure. In order to make the delegation process organized and successful, you should adhere to the following rules:

• Before assigning an employee to a new task, make sure he understands its nature and can handle the assignment well.
• Don’t look for a replacement. Focus on the professionals.
• Use a vertical management structure with division of the company’s main activities. Each level should have its own manager.
• Don’t be afraid to empower your subordinates. If they ask questions about a task before you do it, ask them what they would do in that situation.
• Do not try to control every little detail. This approach can cause your employees to lose initiative and responsibility. So you will take everything on yourself again and resent the fact that “no one does anything without you”. Pay great attention to this rule, because this factor can affect you both positively and negatively.

Explain the area of responsibility to the employee. He must understand which issues and tasks must be approved on a mandatory basis. What problems must be solved independently. Learn to clearly state the task, requirements, goals and deadlines. Respond if you are approached for help. By giving feedback to subordinates, you will gain credibility and respect in their eyes. For complex, large projects, set intermediate deadlines for authority.

What types of cases can be delegated

When concentration at the operational level is prolonged, degradation is inevitable. Therefore, simple and routine tasks should be delegated to lower-ranking subordinates. The time of a powerful manager or company owner is more valuable than the time of an ordinary employee. It must be managed competently and rationally.

Knowing the characteristics of organizational levels of responsibility will help in giving the right assignments to subordinates.

Subordinates can and should be assigned tasks:

• Preparatory work on the project, including information gathering, analysis of competitive advantages. Creation of a base for calling potential clients.
• Easy things to do. As an example, filling out an online store catalog or entering invoices into the accounting system. All tasks with checklists or instructions should be delegated.
• Repeat business (publishing social media posts, mailings).
• One-off tasks that do not affect the functioning of the company (organization of a corporate event).

Key parts of the business that are more complex than a routine task, important processes, risky projects, strategic or administrative tasks cannot be delegated.

LeaderTask – an effective tool for setting tasks

Delegation of authority in management cannot be called a simple process. In order to properly delegate tasks to subordinates, a manager must make decisions quickly. To take responsibility for the actions of a whole team of employees. A competent manager is able to clearly create assignments to performers and distribute them. Controls their execution at every stage. Timely makes the necessary adjustments to the task, composite tasks according to the plan and importance. Corrects errors arising during the work on the task. Gives a professional assessment of the performer’s performance.

Special electronic applications have been developed to organize project management, and we want to tell you about one of them. LeaderTask is a program that combines the functions of a daily planner, scheduler, task manager and personal secretary of the manager.

Information about projects in LeaderTask is presented by means of a single database. By structuring the tasks of the organization, you can properly assign the task to the executor. Track the progress of their fulfillment from the beginning to the end. Using LeaderTask, you will be able to:

• Organize paper and electronic documentation. Conveniently store contracts, regulations, theory, schemes.
• Schedule important deals, meetings, negotiations for a convenient time.
• Organize collaborative work on projects.
• Select the best performer to complete the task.
• Evaluate the quality and benefit of performers work.
• Receive detailed updates on project progress even when not in the office.

The app synchronizes with popular services and works on all digital platforms.

A good manager is a teacher who is patient with the mistakes of his subordinates and genuinely rejoices in their successes. Do not overdo it with supervision. If you constantly “stand behind the performer”, he will not be able to concentrate on the work and perform the task well, so it is important to have a good relationship with your employees.

To delegate successfully, you need to teach your subordinates to have a positive attitude and to do the job correctly. This will make it easier to develop detailed instructions. They should describe technologies, factors, and work algorithms. The performer should clearly understand what he is doing, why and for what purpose, follow these and instructions in the course of work on the task and when making decisions. Then he will successfully cope with the assigned task, and you will have time for important and strategic matters.

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Delegation for the win! 6 steps to empower and get more done

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What is the meaning of delegation?

Central elements of how to delegate authority

The importance of delegation, how to delegate responsibility.

6 steps to effective delegation in management

Delegation of authority case studies

Delegation of authority brings greater success.

To be an effective leader, it's important to learn the art of delegation.

One of the most difficult transitions for leaders to make is the shift from doing to leading. New managers often struggle with this, but even more seasoned leaders can default to doing.

Let’s break down what delegation of authority is and how you can do it effectively in your workplace.

If you want to do a few small things right, do them yourself. If you want to do great things and make a big impact, learn to delegate.  John C. Maxwell

What is the meaning of delegation?

The delegation of authority refers to the division of labor and decision-making responsibility to an individual that reports to a leader or manager.

It is the organizational process of a manager dividing their own work among all their people. It involves giving them the responsibility to accomplish the tasks that are delegated to them in the way they see fit.

Along with responsibility, they also share the corresponding amount of authority. This ensures that tasks can be completed efficiently and that the individual feels actually responsible for their completion.

On one level, delegation is just dividing work into tasks that others can do.

At its best, delegation is empowering people to do the work they are best suited to. It allows them to invest themselves more in the work and develop their own skills and abilities. It also allows the manager to do other important work that might be more strategic or higher-level.

In other words, delegated authority is more than just parsing out work. It is truly sharing responsibility, ownership, and decision-making. Delegated authority is shared authority.

Delegating authority can also improve efficiency by making more employees accountable for their own work and activities. Less time and energy is spent on monitoring and micro-managing employees who are capable and competent. Your team becomes more capable and able to achieve higher performance as a result. 

Delegation is about entrusting another individual to do parts of your job and to accomplish them successfully.

There are three central elements involved in the delegation of authority:

1. Authority

In the context of a company, authority is the power and right of an individual to use and allocate their resources efficiently.

This includes the ability to make decisions and give orders to achieve the organizational objectives and goals .

This component should always be well-defined. Everyone with authority should know the scope of their authority.

Essentially, it is the right to give a command, meaning the top-level management always has the greatest authority.

There is a symbiotic relationship between authority and responsibility . So, authority, especially authority in management, should always be accompanied by an equal amount of responsibility if the task is to be completed successfully.

Similarly, there has long been a relationship between power and influence. Learn what this relationship should look like in our article: Power versus influence: How to build a legacy of leadership .

2. Responsibility

This refers to the specifics and scope of the individual to complete the task assigned to them.  

Responsibility without adequate authority can lead to:

• Dissatisfaction
• Frustration for the individual

While authority flows from the top-down, responsibility flows from the bottom-up . Middle management  and lower-level management hold more responsibility.

3. Accountability

Unlike authority and responsibility, accountability cannot be delegated. Rather, it is inherent in the bestowment of responsibility itself.

Anyone who sets out to accomplish a task and take on a job in a company becomes accountable for the outcome of their efforts.

Accountability, in short, means being answerable for the end result. Accountability arises from responsibility.

Authority flows downward, whereas accountability flows upward. The downward flow of authority and upward flow of accountability must be the same at each position of the management hierarchy.

Delegating has been shown to improve task efficiency and benefit the organization in ways that aren't obvious at first. 

A study by Harvard Business Review determined that delegating can actually  increase organizations’ income and overall efficiency .

Not only does  delegation empower others in the organization , but it also helps optimize the performance of the group.

Delegating empowers your team, builds trust, and motivates .

Thoughtful delegation, with support, is also a way to stretch and develop people within the work. This is often more powerful than through periodic professional development.

And for leaders, it helps you learn how to identify who is best suited to tackle tasks or projects.

As outlined in a  Harvard Business Review article , one team leader adopted a delegation strategy and made the shift from simply being busy to being productive .

Of course, delegating tasks can also lighten your workload. But  according to Dr. Scott Williams , delegating does much more than just get stuff off your plate.

For one, the people who work for you will be able to develop new skills and gain knowledge. This prepares them for more responsibility in the future.

Williams writes:

“Delegation can also be a clear sign that you respect your subordinates’ abilities and that you trust their discretion … Employees who feel that they are trusted and respected tend to have a higher level of commitment to their work, their organization, and, especially, their managers.”

Delegation empowers teams  by enabling them to demonstrate their capability to take on new work.

There are several ways you can transfer responsibilities to employees depending on the needs of your workplace.

You can use the following types of delegation of authority to assign tasks to various team members in the workplace :

Departments

You can delegate the supervision of a particular department to another employee. For example, if you’re a CEO, you could delegate authority over the entire marketing department to the marketing director.

You can assign an employee or group of employees to complete a specific project from start to finish.

For example, the marketing director could assign an advertising campaign to a project manager or project lead. The project manager then assembles a team of copywriters and designers to collaborate on the project. Each of these collaborators performs specific delegated duties.

The marketing director has delegated authority to the project lead. The project lead might further delegate to the team if they are all skilled and familiar with the intent and desired outcomes. If the collaborators are mostly freelancers or more junior staff, the project lead may delegate tasks but hold onto authority and be more involved in monitoring the various tasks.

Decision making

You can give one of your employees the power to make certain decisions  so that you can focus on other work. For example, as a marketing director, you could delegate authority to the assistant marketing director to hire employees for the department when needed. 

When you need more information, you can ask employees to complete detailed research on the topic. If you’re a marketing project manager, you can ask someone on the demand gen team to research demographic statistics for their advertising campaign’s intended audience. 

Administrative processes

You may also delegate administrative tasks, like data entry, to other employees.

As the marketing manager, for instance, you may assign social media monitoring to a marketing assistant.

6 steps to effective delegation in management

Let’s take a look at six steps you can use to delegate effectively.

1. Plan and prepare

Before starting a formal delegation process, take the time to think through the task and decide who you’ll delegate to and the outcome you want.

In addition, identify a goal and purpose for the delegated functions. Your goal will determine the approach you take.

2. Discuss the task to be delegated

Engage the employee in a specific conversation about the task you want to delegate. Then make sure you both are in agreement regarding the task and the outcome you desire.

This step is useful to set expectations and state the quality of work that needs to be completed.

It is also useful to state why you are delegating the task to that person.

Alex Cavoulacos, the founder of The Muse, says:

“When you select people to delegate to, tell them why you chose them specifically and how you hope to see this help them grow.”

3. Identify the deadline for completion

Make sure your deadline is realistic and achievable.

This is particularly important when delegating a stretch goal or something the person has not done before.

If you think the employee might need some revision time, build it upfront. This ensures that you do not end up at the deadline with an outcome that is different from the one you wanted.

When setting the deadline, consider where the delegated task fits in with the person’s existing job responsibilities.

4. Outline the level of authority

Clearly outline the level of authority you want the person to have. Different levels of authority include the following.

• Recommend . If the risk associated with the task is high or the person has little experience, you may ask the person for a recommendation on a course of action. But you make the final decision.
• Inform and initiate . If the risk associated with the task is moderate and the person has some experience, the person will inform you before they take action.
• Act.  The person has full authority to act on his or her own if either the risk associated with the task is low or the person has plenty of experience.

5. Build in checkpoints or progress reports

Set regular checkpoints right at the beginning to provide support and follow-through. You can use checkpoints to review the work and give feedback or even provide encouragement and coaching.

6. Conduct a final debriefing

The final debriefing consists of a two-way discussion about how the delegated task went.

Debriefing involves a mutual inquiry:

• Ask the employee to reflect on their own performance on the task or project. It helps to ask questions, such as what they thought went well, what they thought could have been better about the project, and what they would do differently if they could do it again.
• Provide feedback on how you think they did
• Have the person provide feedback on your performance as a delegator. Again, specific questions can be helpful: Where could I have been more clear? What other types of support would have been helpful to you?

In order to further illustrate what delegation of authority in management looks like, let’s take a look at three case studies:

Delegation of authority case study 1:

Seth Kehne, the owner of Lawn Butler in East Tennessee, started his company in 1999. He watched it grow slowly from a small side business, then suddenly he realized revenue had doubled.

But because the growth was gradual, he never took steps to put a management system in place for a larger company. With everyone reporting to Kehne, he was stretched thin.

It limited the company’s growth because managers didn’t feel they had the freedom to do their jobs without his approval.

Plus, as the chief executive officer, Kehne was working too many hours “managing instead of delegating.”

“By failing to delegate, I’d been holding back my managers. They didn’t have the complete authority they needed to do what they needed to do.” Kehne says.

Part of the solution was to implement an organizational chart. It included managers’ new duties and delegated responsibilities.

It also reduced the number of people reporting directly to Kehne from more than 20 down to four.

“To be honest, I thought I had already delegated a lot of my responsibilities. But once we had this organization chart in place, I realized that I really hadn’t,” Kehne shared.

As managers and employees assumed their new roles, operations became increasingly smoother. This allowed for even more growth.

“Things just operate better now,” Kehne said, adding sales are up 50% since he implemented the change two years ago.

Other improvements include:

• Better work hours thanks to more efficient operations (at least five to 10 fewer hours per week)
• Positive customer response
• Better employee job satisfaction

Delegation of authority case study 2:

Jane is a senior manager at an IT firm and has a team member Amanda who reports directly to her.

Things have not been smooth for them for the last few weeks. In the last project that Jane delegated to Amanda, she started to feel she would be better off doing it herself.

While Amanda is willing to take on additional assignments, she just doesn’t seem to be willing to be responsible for the assignment. She won’t do anything without first checking in with Jane.

The last time Amanda came into the office, Jane told her to forget what she is doing, and she’ll give it to someone else who can handle the assignment. After Amanda left, Brian realized she didn’t handle that well.

Jane later sat down with Amanda to discuss the situation further and figured out how best to proceed in collaboration with Amanda. She apologized to Amanda for how she handled the last encounter and realized that she had to delegate the tasks differently to Amanda.

She asked Amanda to help her understand why she feels like she cannot take steps to complete an assignment.

Through an honest conversation with Amanda, Jane learned how best to delegate to Amanda.

Through a conversation, Jane learned more about her skills and experiences and where her comfort level is. This will enable Jane to more effectively manage delegated assignments.

Delegation of authority case study 3:

Anthony was promoted to Director of Finance. He had been chosen because he had the ability to fill the role, and his level of thinking and values matched what was needed for success in the position.

Prior to the promotion, he had served as a team leader of purchasing.

Six months later, several of his staff had approached the VP of Finance with their concerns that he was doing too much of the work that could be delegated. The team felt that he didn’t trust them and that they were not learning or growing.

Anthony was given feedback and coached to create an action plan. This included proper delegation of tasks to staff in line with their capabilities.

Anthony created the plan and appropriately delegated large portions of his responsibilities.

Staff members felt a welcome relief and reported that Anthony was now taking the time to coach them. He was explaining clearly and distinctly their results on work assignments.

Anthony had more time to both complete his work and improve his department. This created an increase in employee satisfaction and retention .

Hopefully, this article has given you a better understanding of the role that delegation can play in the success of your business.

Sometimes, letting go is the best thing you can do.

And, delegation can prove to be beneficial for your team and organization as a whole.

If you’re wanting to learn how to delegate work effectively but are struggling with where to start, consider working with a BetterUp coach  to reach your goals.

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How to delegate: 9 tips for delegating tasks at work

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Top 7 Principles of Delegation that Managers Need

What is delegation and why is it important, what are delegation skills, 5 essential delegation skills for managers, 7 principles of delegation in management, principles of delegation faqs.

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• Improved efficiency: By delegating tasks and responsibilities, managers can focus on high-level tasks and strategies rather than getting distracted by easy tasks. It can lead to increased efficiency and productivity.
• Team development: Delegating tasks and responsibilities can help team members develop new skills and grow in their careers. It allows individuals to take on new challenges and responsibilities, which can lead to personal and professional growth.
• Improved morale: When team members feel trusted and valued, it can increase job satisfaction and confidence. Delegating tasks and responsibilities can demonstrate trust in an employee’s abilities and help them feel more invested in the team’s success.
• Increased capacity: Delegation can help organizations take on more work and achieve goals by distributing tasks and responsibilities among team members.

Effective communication

• Active listening
• Clear and concise communication
• Adaptive communication

Time management

• Prioritization
• Resource allocation
• Time estimation

Giving feedback

• Be specific: Provide specific examples of what the team member did well or areas for improvement.
• Be timely: Provide feedback as soon as possible after the task or project is completed. It will allow team members to incorporate any needed changes and improve their performance on future projects.
• Be objective: Focus on the work rather than the individual’s personality or character.
• Be open to discussion: Encourage team members to ask questions and provide them with perspectives on the feedback. It can foster open communication and collaboration.
• Provide resources: If there are areas for improvement , provide resources or support to help team members improve their skills and performance.

Problem Solving

• Identify the problem
• Generate potential solutions
• Evaluate and choose the best solution
• Implement and monitor the solution
• Reflect and learn

Analytical skills

• Data analysis is gathering and organizing data in a meaningful way to make informed decisions.
• Critical thinking is evaluating arguments and evidence to make logical and informed decisions.
• Decision-making is the ability to weigh the pros and cons of different options and make decisions based on logical reasoning.
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The principle of  functional definition

The principle of unity of command, the principle of delegation by result expected, the principle of absoluteness of responsibility, the principle of parity of authority and responsibility, the authority-level principle, the scalar principle.

Suprabha Sharma

Suprabha, a versatile professional who blends expertise in human resources and psychology, bridges the divide between people management and personal growth with her novel perspectives at Risely. Her experience as a human resource professional has empowered her to visualize practical solutions for frequent managerial challenges that form the pivot of her writings.

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It’s All About Delegation: How To Delegate Tasks Effectively

Do you ever feel like there’s too much on your plate? Whether you are a business owner or director or you have people reporting to you, it’s natural to be thinking about every corner of your company’s needs.

But sometimes it’s to the point of overwhelm — and that’s not productive. This is why delegation is a vital skill that every effective manager and leader must master.

We’re here to remind you that your team members are your most valuable resource, each positioned to provide expertise and support in different business areas. So, when entrusting them with tasks, you must know how to delegate to ensure your team yields top results effectively.

In this comprehensive guide, we will discuss the importance of delegation in management, the benefits of successful delegation, and the steps to mastering this essential skill. Understanding the art of delegation can unlock your team’s potential and drive exceptional results.

What Is Delegation?

Delegation refers to the act of entrusting tasks, responsibilities, and authority to others. It allows managers and leaders to focus on high-priority tasks and strategic initiatives while empowering team members to contribute to the organization’s success.

Here’s an example of delegation:

Let’s say you are an entrepreneur in the business of water filtration, and you spearhead an amazing idea for a campaign. Right away, it’s clear that this is a big task (not a one-person show!), so you start putting your thoughts into an outline of what needs to be done. This list might include strategizing, sourcing and creating content, scripting video or writing captions for social media posts, pooling together your target demographic, and tracking performance analytics.  As a leader, you know it’s best to create a team for this project. Call it a task force if you will, this group of skilled professionals will carry out each job in this operation so that it comes together in its entirety. What you are doing here is trusting others with your vision. That’s delegating.

Why Is Delegation Crucial For Managers And Leaders?

By delegating tasks, leaders and busy professionals can have someone manage their emails , schedule meetings, and coordinate travel arrangements. Not only does it enable them to manage their workload and free up their time to focus on high-priority tasks and strategic planning, but it fosters a sense of ownership and empowerment amongst team members, preparing them for future leadership roles.

Successful delegation is a win-win situation for everyone, leading to increased efficiency, improved team morale, and enhanced professional growth. Do you feel like this could apply to you in your current leadership role? We’ve broken down key reasons as to why delegation is so crucial in this article . But now, let’s look at how to effectively delegate.

How To Delegate Tasks: 11 Expert Tips For Effective Delegation

Now that we know what delegation is and why it’s so crucial, let’s take a look at how to achieve the results you’re looking for. The best approaches to take are often the ones that are simple: take a step back, look at the basics, set goals, communicate openly, and embrace the concept of delegation.

1. Embrace The Value Of Delegation

Recognize the benefits of delegation, such as increased efficiency , improved team morale, and enhanced professional growth. By entrusting your team members with specific tasks, you can focus on your core responsibilities and achieve a better work-life balance . You’ll probably begin to wonder how you ever functioned without delegating.

2. Set Clear Goals And Priorities

As a leader, it’s your responsibility to set the tone of what’s achievable. Establish specific, measurable, achievable, relevant, and time-bound (SMART) goals for delegated tasks, ensuring that your team members understand their objectives and priorities. Clearly communicate the desired outcomes and deadlines, enabling your team to work efficiently and independently.

3. Provide Detailed Instructions And Expectations

Don’t be afraid to offer guidance. Clearly outline task objectives, deadlines, and desired outcomes to set your team up for success. By providing detailed instructions, you minimize the risk of misunderstandings and ensure that your employees’ work aligns with your expectations.

4. Delegate Tasks Based On Individual Strengths

Doesn’t it feel great when someone comes to you with a job or question that fits perfectly with your expertise? You can do that same by matching tasks to your team members’ specific skills, experiences, and prowess to optimize productivity and satisfaction. This enables them to take on responsibilities with confidence, resulting in higher quality work and a more streamlined workflow.

5. Establish Open Lines Of Communication

Encourage ongoing dialogue and provide a supportive environment for your team to ask questions, seek clarification, and offer feedback . Open communication fosters trust and collaboration, leading to a more effective partnership.

6. Invest In Team Member Development And Training

Provide training, resources, and opportunities for professional growth to build your team’s capabilities and confidence. This investment not only strengthens their skill set but also demonstrates your commitment to their success, fostering a positive working relationship.

7. Monitor Progress And Provide Constructive Feedback

Regularly review progress, offer guidance, and provide constructive feedback to ensure delegated tasks stay on track. Ideally, you should address any concerns or roadblocks in the moment and adjust expectations as needed to maintain a healthy and productive working relationship. This way you are fine tuning things along the way — before it’s too late. 

8. Practice Letting Go And Trusting Your Team

Overcome the fear of losing control by empowering your team members and trusting them to deliver results. The more valued they feel, the more spectacularly they’ll perform. Letting go of control is easier said than done, however, so we recommend using an outcome-oriented approach to delegation. Ultimately, focus on the results rather than micromanaging the process in order to foster a sense of ownership and autonomy within your team. 

9. Trust But Verify: Balancing Trust And Oversight

While it is vital that you trust your team members to complete tasks effectively, maintaining a level of oversight is important to ensure accountability and quality control. After all, that is a part of your leadership role. It’s a fine line, but you’ll improve on this one with time and practice.

10. Recognize And Reward Success

Every human needs to feel recognized from time to time. Don’t forget to acknowledge your team’s accomplishments — that’s the key to hosting a productive and motivated team! Celebrate the achievements of team members via email or in meetings to reinforce the value of delegation and promote a culture of excellence.  

11. Continuously Evaluate And Refine Your Delegation Approach

Delegation is a nuanced thing that works differently in each situation, so your approach needs constant fine tuning. Regularly assess your delegation strategy, identify areas for improvement, and make adjustments as needed to optimize effectiveness.

What Are Common Barriers To Effective Delegation?

Although delegation is essential, it comes with some barriers that you may find challenging. Whether you are new to your leadership role and are still adjusting to how managers operate, or you just have never considered why delegation is so important, it can be tough to completely restructure your managerial approach—especially when your team already has a sense of how you operate.

The good news is that this doesn’t mean that mastering the art of delegation is out of reach. Some common barriers people often face when trying to delegate are:

• Fear of losing control
• Struggling to pinpoint delegatable tasks
• Lack of clear guidance
• Reluctance to step away
• Perceived time constraints in training

It’s important to truly understand the common barriers of delegation and how to successfully overcome them, so read more about that process here .

What Are The Benefits Of Successful Delegation?

We’ve covered the barriers to effective delegation, but there’s no need to be discouraged or turned off! After all, there are numerous benefits to successfully delegating tasks. Delegation can benefit not only an individual but an entire organization – and in more ways than you may think:

• Increased efficiency and productivity
• Reduction of burnout and stress among leadership
• Optimal resource allocation and time management
• Improved decision-making and problem-solving
• Greater capacity for innovation and strategic thinking

What Tasks Can I Delegate And To Whom?

The best types of tasks to delegate are tasks that are routine, time-consuming, or outside your primary expertise are prime candidates for delegation. This allows you to focus on core responsibilities that necessitate your unique skill set. Some important tasks to keep for yourself are any high-stakes, confidential, or high-value tasks. 

It’s crucial to match tasks with individuals based on their strengths, experience, and capacity. Delegate tasks to team members who possess the required skills and knowledge, ensuring that they have the resources and guidance needed to successfully complete the task. Proper delegation not only boosts productivity but also fosters growth and trust within the team.

For more detail, we’ve outlined in detail here which tasks you should delegate, which you should keep, and to whom you should delegate.

Master The Art Of Delegation Today!

Mastering the art of delegation is essential for you as a manager and leader, especially if you want to optimize your team’s performance and foster a culture of growth and success. By understanding the importance of delegation, identifying the right tasks and team members, and implementing expert tips, you can unlock your time and your team’s full potential.

Embrace delegation as a powerful tool for success and continue your journey of learning and development with additional resources and training opportunities.

How Persona Can Help You

Want to elevate your delegation strategy? The talent team at Persona can be the catalyst that propels your delegation approach to new heights. Entrusting tasks becomes effortless when you have a team that belongs to the top 0.1% in terms of ability and reliability.

We take pride in our rigorous selection process, which ensures we collaborate with only the most talented and dedicated individuals. This results in us hiring just 1 person out of every 1000 applications. Our unique assessment design, backed by cognitive science, ensures each individual possesses exemplary writing, communication, and problem-solving abilities. Furthermore, their personalities are meticulously evaluated to guarantee they seamlessly integrate into their roles.

By partnering with Persona, you’ll be equipped with the expertise to delegate tasks effectively , enabling you to channel your efforts into more strategic areas of your business. Our team can assist you with:

• Assessing tasks and determining if they should be delegated
• Creating structured delegation strategies
• Managing routine and repetitive tasks
• Overseeing task completion and ensuring quality
• Communicating with various departments for task coordination
• Monitoring and reporting on task progress and outcomes

Don’t let the intricacies of task delegation deter you from focusing on your primary objectives. Engage with Persona’s talent team to optimize your delegation strategy and set the stage for unparalleled success. To understand how our talent can revolutionize your approach to task delegation, reach out to us today .

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3 Elements of Delegation All Managers Should Know

Good leaders know how to delegate without micromanaging. These aspects of delegation can make your team more effective.

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As a manager, you have many responsibilities that might be overwhelming at times, but that’s why you have a team. You don’t have to do everything on your own. Many new managers struggle with this transition, feeling that they still must perform every minor assignment on their to-do list. To be an effective leader, though, it’s important to learn the art of delegation.

Whether you’ve just been promoted or you’ve been managing a team for a while, you should understand that effective delegation is good for your team’s productivity as well as yours and can even help your team learn new skills while establishing a culture of trust.

What is delegation?

Delegation is when managers use their authority to assign responsibility to others in their workplace, such as their direct reports or co-workers. Delegating tasks is important because the higher-level strategic planning you’re responsible for takes time and energy. You won’t have either of those if you’re bogged down with busywork.

For example, imagine you are a marketing director overseeing an email campaign to a group of customers. Before the campaign can begin, you need to create its content, design its graphics and build an email list of your target audience. Then the campaign must be added to email marketing software such as iContact or Mailchimp. [Read related article: Best Email Marketing Software and Services of 2024 ] 

When delegating tasks for this campaign, a good manager must send detailed instructions via email or a delegation tool. Be sure to include your vision and goals in the instructions. In this example, the following staff are perfect for assisting with the campaign:

• Graphic designer: Designs images to live alongside email content
• Copywriter: Writes and edits content, including the subject line
• Marketing specialist: Pulls the email list from a source, such as Salesforce or a different customer relationship management (CRM) tool

Once each member of your team has completed their assigned task, they should send it to you for review. You then put all the pieces together and schedule the email campaign for deployment.

3 elements of delegation

There are three main aspects of delegating responsibility, known as the elements of delegation:

• Authority: This refers to the right of a manager to direct employees to perform certain tasks within the scope of their team’s purview. This means the manager has authority over the subordinate. Prior to assigning tasks, managers need to use their authority to assess the skills of their subordinates and be aware that sometimes subordinates require training. As an authority figure, you also need to act like a leader and avoid micromanaging.
• Responsibility: This is the obligation a subordinate has to successfully complete the duties they are assigned. A management figure is passing a certain level of trust to a subordinate to complete tasks effectively.
• Accountability: For successful delegation, subordinates need to be accountable for the tasks they are assigned. With or without the help of a delegation tool, subordinates should provide managers with updates on their workflow. Managers also need to be accountable for the direction they provide; if directions are not clear, managers can’t expect subordinates to be successful.

How to delegate effectively

1. Utilize delegation tools.

To make it easier to manage workers and keep track of deadlines without micromanaging, you can use project management software for effective delegation. A few such programs are Asana, Basecamp and Trello. You’ll have dozens of other choices as you choose project management software for your organization. 

2. Master core delegation skills.

When delegating, you need to be clear with your expectations and vision for the tasks at hand. Good, clear communication that includes explicit instructions goes a long way. When sending delegation emails, try using a call to action in your subject line (such as “Newsletters Proofreading Review Needed”). 

In the body of your email, lay out your expectations, including a deadline. Along with excellent communication and clear expectations, valuable delegation skills include providing support and following up. Always let your team know when they do a good job and thank them.

You can’t always assume that your subordinates know something or can figure it out. It’s your job as an authority figure to teach your employees new skills. The more your employees know, the more they can take off your plate later.

3 types of tasks you should be delegating

1. tedious tasks that don’t impact growth.

Everything you and your team members do is important to the overall function of the business. However, supply shopping, data entry, file organization , clerical work and other administrative tasks aren’t what drives growth for your company. These are typically simple assignments that don’t require much experience, and while you could easily complete them yourself, you’ll save time by delegating them to your workers.

“Part of my job as a manager is to ensure the workload is spread evenly to deliver results on time,” said Dan Westmoreland, former director of inbound marketing at Deputy. “The No. 1 delegation mistake managers make is not delegating enough.”

However, he added, this does not apply to more complicated, role-sensitive tasks, like hiring new talent or overseeing financial affairs. Delegation will help you save time for those responsibilities.

2. Tasks that drain you of passion

When you were at a lower level than you are now, you likely had certain tasks that you weren’t motivated to do. Since you’ve paid your dues, you may now look to your team to take on those same assignments.

However, you don’t want your employees to feel drained either. While you might pass some of these duties off to your staff to alleviate your mental and emotional strain, make sure you aren’t just passing the stress to them.

“If you aren’t sure who to delegate the task to, present the task to a group of your co-workers, and openly ask who might be the best to handle it,” said Westmoreland. Different workers have different interests; what’s demanding to one person might be a walk in the park to another.

3. Tasks that someone else can do better than you

Being a leader doesn’t automatically make you the right person for a project. Your staff members have their own talents, some of which can fill in your gaps, so you must be humble enough to see and admit that someone else might be a better fit for a task than you are.

“Your job as a manager is to develop people,” said Westmoreland. “Delegation is the means by which you bring out the very best in the people that you have. Each employee has their own unique skill set, personality and strengths. Making good use of their unique working personalities will result in more overall efficiency, and people excel at work they enjoy doing.”

Delegation might not always be easy, but it’s always key

Delegation can be hard for managers and business owners, but it’s essential for productivity. As a leader, doing everything on your own is difficult. Instead, learn to lean on your team and trust them to get the job done. As a result, you’ll see that your company can accomplish more without bogging you down.

Max Freedman and Sammi Caramela also contributed to this article. Source interviews were conducted for a previous version of this article.

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