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Category Archives: Delegatation

Delegation in Project Management, Part 2

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. 

 

Delegation in Project Management, Part 1

Are you stressed, unhappy, feeling you’re letting people down because you have too much more? Think about delegating.

Delegation to me it isn’t solely about off-loading work you don’t like, but rather, think about the opportunities delegation can do to promote personal growth for an individual and your organization overall.

Why Delegating Is Good:

  • Promotes Learning
  • Develops New Skills
  • Encourages Others to Reach Their Full Potential in the Organization
  • New Mindset promotes New Way of Thinking, Which can Increase Efficiencies/Processes
  • Trained Back-Up
  • Save Time and Money
  • Builds People and Team Skills
  • Motivate Others
  • Ability to let you focus more time on those skills of yours that provides the most value to an organization, where it is managing a project or developing a strategy or making decisions

Refrain from Delegating:

  • Upfront Costs: Training takes time, cost money (salary/class), and patience is required to make sure the new person is setup for success
  • Perfectionism: You have to learn to let go and trust your project team will help you meet your end goals, but also manage their progress
  • No Dirty Work: You feel others will think all you do is manage and are not part of the team doing any busy work.  I feel the opportunity for growth through mentorship is such an added value and can be thought of like a new found treasure that motivates and excites others.

When to Delegate:

  • Someone else has the necessary information or expertise to complete the task
  • Does the skill set provide an opportunity for growth in another individual

Factors to Think About When Delegating:

  • Do you have enough time to properly train an individual, answer questions, check the progress, and make modifications to the workload as necessary?  Is there any project deadlines?
  • What if failure occurs and the wrong match to delegate to doesn’t work out, it is crucial to the business?  Are there anything else that will be impacted

How To Find that Perfect Match?

  • Experience
  • Knowledge
  • Skills Set
  • Work Style
  • Current workload/Does it require reshuffling job responsibilities?
  • Those that are closest to that type of work, as they have the most intimate knowledge of the detail of everyday work

Please look forward to Part 2, which will provide you with a checklist on “How to Delegate.”  

What obstacles have you faced when delegating?  Please comment below. 

 
 
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