How To Delegate: 6 Strategies to Help You Be a Better Leader

One of the most important skills any leader can develop is the ability to delegate. Delegation is all about entrusting tasks to others to free up your time, allowing you to focus on the most critical aspects of your job. While delegating may sometimes seem like a difficult task, it's a skill that can be learned and it will increase your productivity if you do it effectively. 

Identify What Tasks Can Be Delegated 

The first step to delegation is figuring out which tasks you should keep doing and which ones someone else can take on instead. Take a step back and evaluate your role in your organization. What tasks are time-consuming?  What tasks are related to your specific skills and/or knowledge?  What are tasks that someone else could do just as effectively, or even better, than you? Once you've identified these tasks, you can begin to think about delegation.

Define Exactly What You Want Done 

The next step is to define precisely what you want done.  Clear communication is critical here.  You’ll want to ensure that the person you’re delegating to understands the tasks you’re giving them, the goals you're trying to achieve, and the deadlines they need to meet. If you have processes for these tasks already written out, that will make this transition much easier. 

One of the tasks I do often is submit client appointments to insurance for payment.  When I was first given this task, I needed to know several things to get started.  First, I had to know which software I was using, including the password to enter it.  I had to learn the therapy codes and modifiers, and then how to enter those into each appointment.  Finally, I needed to know when the therapist wanted these appointments submitted each week.  Each of those was an important step in the process, and knowing all of them up front helped me avoid having to go back for further instruction.

Choose The Right Person for the Job 

Choosing the right person for the job is crucial. Consider the skills, experience, and willingness of the person when making your decision. Someone with more experience with a particular task could complete it more efficiently, but someone who's willing to learn might be a better fit overall. If you’re wanting to ensure that someone is both a champion at technical and soft skills, Auxo Business Services can match you up with someone that’s a good fit for your team.

Provide Resources to Help Get the Job Done

Ensure that you are giving all the information and tools needed to complete a task.  This may include access to files, information, or even finances. Providing resources to your team shows that you trust them and will help them complete tasks more easily.

If you offer a specialized service, there may be times when industry specific training may be necessary.  At Auxo, we receive up to date training by our team in various areas, but it’s also been very helpful to attend training sessions on how to submit insurance claims and how to navigate insurance specific websites so that I can appropriately complete tasks for my client.  In addition, I have access to files or emails I need to complete various tasks for them.  If you have hesitations over the security of this, you’re not alone.  There are various tools you can use to share important information while also maintaining high levels of security and confidentiality.

Monitor Progress, But Let Go of Control

One of the temptations that comes with learning to delegate is micromanaging.  However, when learning good delegation skills, it's crucial to know how to hand the task off to someone else and step back from it.  This is also why it’s so important to start by defining the task well, choosing the right person for the job, and providing the necessary resources for it to be completed.  If you’ve done those things, you can trust that your team member will complete the task they’ve been given.

While you don’t want to micromanage, you also don’t want to end up on the other end of the spectrum and never check in with your teammates on their progress.  You will want to establish a regular routine of check-ins.  For one of my clients, we connect each Monday, and for another, we meet each Friday.  This allows us to touch base and discuss anything that has come up during the week.  It gives me a chance to ask questions to clarify tasks, and it allows them the chance to see where I’m at on projects and adjust anything in our task list.  This weekly check-in has been a huge help in making sure we’re both on the same page and that we’re headed in the same direction.

Celebrate Success When the Task is Completed

Finally, it's important to recognize and appreciate a job well done. When you delegate tasks, you are giving your team members ownership over those tasks.  Celebrating their success, and your team’s as a whole, will not only make them feel valued, but will also encourage them to maintain high standards in the future.

While delegating is one of the most important skills of any leader, it is also one that leaders often have to develop, especially if it doesn’t come naturally. As you learn and integrate the strategies discussed in this blog, delegation will become second nature and you will be able to pass on efficient tasks with ease while keeping tabs on progress. It's all about recognizing the need for help, asking for it clearly and managing delegation effectively. Going from micromanagement to successful delegator isn't easy, but it is definitely worth aiming for.  

If you would like some further practical tips on delegating, download our Stay Focused & Delegate checklist.  This is a terrific first step in learning how to delegate properly with your virtual assistant or team members. Download your free copy here and work smarter, not harder!