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Delegation in Project Management, Part 2

09 Aug

Now that you have decided to delegate some work to another individual, I thought it may be helpful to have a checklist of items you should do when you delegate work to another person:

  1. Clearly Articulate:
    1. What is the job responsibility is?
    2. What is the desired outcome/end goal Is?
    3. What is expected and what are the deliverables?
    4. What is the schedule or deadlines in the job responsibility?
    5. Who can help if the individual has any issues?
    6. Why they were chosen for the job?  This provides you with an opportunity to provide positive feedback about the individual, such as: the person has a great attention to detail or they have a great sense of developing better processes to increase efficiencies.
  2. Provide Past Job History:  How the job was developed/came to you, as the tribal knowledge should be passed down and not forgotten.  This knowledge may be helpful in future decisions
  3. Define the Boundaries: Where are the lines of authority drawn, what level of responsibility does the individual have, and what they are accountable for.  Example: If the person has to go through 5 people to get proper sign off before they can implement X, this is important information to pass along to the individual
  4. Buck Stops With You: Understand that you can delegate some responsibility, but you still are accountable in making sure the task is completed and up to standards
  5. Provide Proper Training: In-house hands-on training, classes taught at an institute, and/or documentation
  6. Provide Adequate Support:  Be available to answer questions by having a good communication path
  7. Focus on the Results:  Rather nitpick detail-by-detail of how the work should be done, you should focus on the overall accomplishment, as your way may not be the most efficient way
  8. Build Motivation and Commitment:  What does the future hold for taking on this new role, such as: financial rewards, future opportunities, recognition
  9. Establish and Maintain Control:  Agree upon a schedule of checkpoints to answer any questions and make sure everything is being handled.  This gives you the ability to make any necessary modifications to meet a deadline or if things are not working out as planned
  10. Review Final Work: Review and provide feedback on the individual’s work results, so the person understands they are held accountable for what results they produced.  If you are not satisfied with the work and accept it, the individual does not fully learn the job responsibility or worse, accept the fact that poor work is acceptable

Finally, it is important to recognize and reward the individual for their hard work.  Showing appreciation for others can sure go a long way towards building a strong team member’s self-confidence and efficiencies, which creates a win-win situation.

What are other key points should be discussed when delegating.  Please comment below. 

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