What is Effective Delegation?
Delegation means assigning tasks to the right person based on skills, capacity, and development needs—not just offloading work.
Task Inventory Worksheet
List your current tasks and evaluate each one:
| Task | Time Required | Complexity (1-5) | Must Be Me? | Better Done By | Action |
| Example: Budget reports | 3 hrs/week | 3 | No | Budget analyst | Delegate with training |
The "Can I Delegate This?" Checklist
Ask yourself these questions for each task:
Authority & Responsibility
- Do I have the authority to delegate this?
- Have I clearly defined the expected outcome?
- Have I communicated the level of decision-making authority?
Capability
- Does the person have the necessary skills?
- If not, is training available or feasible?
- Does the person have adequate time/capacity?
Development
- Is this a good development opportunity?
- Will this delegation support succession planning?
- Does it align with the person's career goals?
Risk
- What's the worst that could happen?
- Is the risk acceptable?
- Have I built in appropriate checkpoints?
Common Delegation Mistakes to Avoid
| Mistake | Why It Fails | Better Approach |
| Reverse delegation (taking it back) | Undermines confidence, perpetuates dependency | Provide guidance, resist urge to take over |
| Dumping (delegating without context) | Sets person up for failure | Explain the why, provide context and resources |
| Over-monitoring | Wastes your time, signals distrust | Set clear checkpoints, trust between them |
| Delegating responsibility without authority | Person can't make necessary decisions | Ensure they have authority to complete task |
| Delegating only unwanted tasks | Demotivates team | Mix routine tasks with development opportunities |
Delegation Planning Template
For each task you're delegating:
Task Name: _________________________________
Delegate To: _________________________________
Why this person? _________________________________
Expected Outcome:
Authority Level: (Check one)
- Do exactly as I say
- Research and recommend; I'll decide
- Decide and inform me
- Act independently; update me periodically
Resources Needed:
- ___________________________________________________________
- ___________________________________________________________
Timeline/Deadlines:
- Start: _____________
- Checkpoints: _____________
- Complete: _____________
Success Criteria:
- ___________________________________________________________
- ___________________________________________________________
Support I'll Provide:
- ___________________________________________________________
Follow-up Meeting Date: _____________
Role Optimization Exercise
Instructions: Identify if tasks are aligned with the right roles in your department.
| Task Category | Currently Done By | Should Be Done By | Complexity Match? | Action Needed |
| Strategic planning | ||||
| Data entry | ||||
| Customer service | ||||
| Technical problem-solving | ||||
| Routine approvals | ||||
| Complex approvals |