Last updated on Jun 29, 2024

Here's how you can decide which tasks to delegate and which to keep for yourself.

In the world of efficient management, knowing how to delegate tasks effectively is a game-changer. It's not just about offloading work; it's a strategic decision that can enhance productivity and foster a collaborative environment. When you're swamped with responsibilities, the urge to keep control can be overwhelming. However, by delegating, you empower your team, free up your time for high-level strategic thinking, and ensure tasks are completed by those with the most suitable skills.

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1 Assess Tasks

Start by evaluating your to-do list with a critical eye. Identify tasks that are routine, time-consuming, or do not require your specific expertise. These are prime candidates for delegation. Conversely, tasks that are sensitive, align closely with your core competencies, or are critical for decision-making should typically remain on your plate. Remember, the goal is not to offload work you dislike, but to optimize the distribution of tasks based on skill sets and priorities.

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Roza Tabassum Ratri

Certified Scrum Product Owner® (CSPO®) |Product Manager | System Design | UX | Communication
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There are many existing methods of assessing tasks. If you're using Eisenhower matrix, categorise the tasks into - urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. There's also ABCDE method, which goes as follows- - A-tasks: high importance, high urgency - B-tasks: medium importance, medium urgency. - C-tasks: low importance, high urgency. - D-tasks: low importance, low urgency, delegate. - E-tasks: eliminate. There are plenty of techniques other than these - MoSCoW, impact-effect matrix, cost-value matrix, 1-3-9 prioritization, and so on. Pick one that suits your cause the best, and sort out your priorities.

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2 Know Your Team

Understanding the strengths and weaknesses of your team members is crucial. Delegate tasks to individuals who possess the right skills and the capacity to take on more work. This not only ensures that the task is in capable hands but also contributes to the professional growth of your team members. Communication plays a key role here; clear instructions and expectations can prevent misunderstandings and ensure a smooth transition of responsibilities.

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Roza Tabassum Ratri

Certified Scrum Product Owner® (CSPO®) |Product Manager | System Design | UX | Communication
(edited)
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Once you're done assessing and prioritizing your tasks, it's time to keep the important ones to yourself and delegate the other ones. If you have a skills matrix for your teammates, it could be a great start to analyze it, alongside their current workloads. Sometimes the best fitted person to conduct a task might have too much on their plate, so you have to resort to the second best. Once you pick the assignees, make sure to sync up with them and discuss the tasks, see if they're capable of conducting those. Simply assigning tasks is not enough, you need to establish hard deadlines and follow up mechanisms to make sure these really do get done.

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3 Set Priorities

When deciding which tasks to delegate, consider their priority level. High-priority tasks might seem like ones to keep, but if someone else has the bandwidth to tackle them promptly, delegation might be wise. For lower-priority tasks that don't align with your core responsibilities, passing them on can be an efficient move. The key is to balance urgency with importance and your personal capacity to manage the workload.

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4 Evaluate Outcomes

After delegating, take time to evaluate the outcomes. Did the task get completed efficiently? Was the quality of work up to standard? This reflection will not only help you fine-tune your delegation strategy but also provide insight into your team's capabilities. It's an opportunity to offer feedback and recognize achievements, reinforcing positive behaviors and correcting any issues for future tasks.

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5 Adjust as Needed

Delegation is not a set-it-and-forget-it process. Be prepared to adjust who you delegate tasks to based on performance and changes within your team. If a task was not completed satisfactorily, consider whether it was a mismatch of skills or if the instructions were unclear. Use these insights to make more informed decisions about delegation in the future, ensuring both your success and that of your team.

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6 Empower Others

Finally, view delegation as a tool for empowerment. When you delegate effectively, you're not just managing tasks; you're developing your team's skills and confidence. Encourage ownership and accountability by giving clear guidelines and the autonomy to complete the task. This fosters a sense of trust and respect, which are essential ingredients for a strong, collaborative team dynamic.

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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?

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Here's how you can decide which tasks to delegate and which to keep for yourself.

1

2

3

4

5

6

7

1 Assess Tasks

2 Know Your Team

3 Set Priorities

4 Evaluate Outcomes

5 Adjust as Needed

6 Empower Others

7 Here’s what else to consider

Communication

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Here's how you can decide which tasks to delegate and which to keep for yourself.

1

2

3

4

5

6

7

1 Assess Tasks

2 Know Your Team

3 Set Priorities

4 Evaluate Outcomes

5 Adjust as Needed

6 Empower Others

7 Here’s what else to consider

Communication

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