You assigned a project to a team and delegated tasks to people randomly using a task delegation tool. What next? The project did not complete on time and people came to you for even the tiniest problems.
Let us look at another scenario.
You assigned a project to a team and delegated tasks to random people. What next? People started arguing with one another for taking one another domain of work or probably due to non-cooperation with each other when required.
In both cases the problem lies in appropriate task delegation.
Delegation plays a key role for a team leader to assign tasks among team members. Imagine there are multiple tasks to perform at a time but only a couple of ones are such that only a team manager could handle them. If the tasks are delegated then those specific ones can be taken up by the team leader or team manager.
Delegation serves the purpose of lightening up the workload of an individual but accomplishing timely results with multiple things done at a time. Moreover, it does allow teamwork. Furthermore, it helps an individual to take up new challenging jobs bringing a sense of motivation.
People are the most valuable resource for any organization. But what is even more important is to streamline the delegation of tasks among team members rather than randomly allocating them. As someone who is leading an entire team a step by step approach is to be followed for a fruitful delegation.
1. Know the task first
Bring clarity on all the tasks to be done within a task delegation tool. Take a look at the tasks that can be done by anyone against the ones that can be done by specific people or probably you.
2. Choose the right people
Assign expert or technical tasks to respective domain people or probably yourself while remaining ones to others in a task delegation tool. Have a look at their respective skill sets and their work schedule to aptly divide tasks among them.
3. Bring on individual interest
People are inspired to do things they like the most. Ask for the interest of teammates to understand what task they would like to take up inside a task delegation tool. If they are disinterested in a task and still being assigned then there are high chances that they would not be committed 100% to do the same.
4. Task be defined clearly
Keep the result in mind while defining the tasks for a project in a task delegation tool and pass on that same level of clarification to the team. They should have a clear picture of what to achieve. Completely leave it up to them to decide how to achieve instead of you telling them what to do.
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5. Define the job accountability
Just tell them what kind of results you expect out of a task and then allow them to take the overall authority and responsibility of the process with the help of a task delegation tool. They might falter or need your feedback constantly. In both cases let them know that they have your back and that they can count on you.
6. Establish cost and time
Every project and each task should have a set timeline and budget in place within a task delegation tool. While budget might not be a criterion for most of the tasks but start time and end time does hold significance. It is crucial to discuss this with the responsible person on a respective task to understand the tentative duration required to complete it.
7. Confidence boosts the morale
Let every individual feel how much you believe in them for the assigned task. They should have a fair idea of your expectations from them inside a task delegation tool and why do you expect that much. The best way to go about doing this is to build relations with them based upon empathy sharing both of your positive and negative experiences of life.
Present yourself with a gratitude mindset to appreciate them wholeheartedly when team members deliver unachievable results. At the same time act as their coach or mentor if they have done things wrong or are not able to cope up. In both scenarios being emphatic is the key to be an inspirational leader right through.
8. Keep a constant track
Monitoring the tasks continuously in a task delegation tool helps to deliver periodic feedback to the people especially when tasks are complex or huge enough to handle. Let the employee feel accountable at all times so that their focus does not deviate. By analyzing the tasks with a constant eye, resolve things right on the spot avoiding redundancies later on.
Other than avoiding unnecessary work overload, see to it that the people you have assigned to the tasks are doing it with full conviction or not. Do not poke now and then as it might result in demotivation arising within employees. Have the habit of overseeing tasks while keeping a distance so that you can only intervene when things are going wrong.
9. Acknowledgement is a must
Once a task completes the responsible person should be acknowledged accordingly using a task delegation tool. If the task is completed as per expectations or over performed beyond that then do appreciate the person in the best ways possible. If a task is underperformed below expectations then do act as a guide and tell them what went wrong while telling them what should have been done.
10. Review the work done
Of course, you appreciated people on achievements or guided people on doing things the wrong way. However, reward people for what they have achieved while arranging for training people if they did not complete the task well. Do observe how the tasks were done successfully or how they failed inside a task delegation tool.
Take the positive and negative learnings from each task while implementing the learnings in future tasks. Do review people as well to have a track of their growth curve. Reviewing enables the actual growth of the business, people, and the activities involved.
When was the last time you delegated the task to a team? Did it go as planned? Maybe you did not plan before delegating the tasks by making use of a task delegation tool.
Organized delegation should be achieved using all the discussed steps systematically. Keep experimenting with job rotation when required. Challenge people by testing them.
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