Unlock the power of your project team

Are you a natural delegator or do you have to work at it?

While the essence of delegation – entrusting responsibilities and authority to others – remains the same, the particulars of how delegation is enacted within project teams can be shaped by the unique challenges, structures and demands of the project environment. Balancing the right mix of skills, navigating through tight timelines, and maintaining clear communication are key to effective delegation in a project context.

‘We accomplish all that we do through delegation – either to time or to people.’ – Stephen R. Covey

When you delegate tasks, it’s like handing over the keys to your car. You’re entrusting someone else to drive and you’re expecting them to follow the right directions, obey the traffic rules, and reach the destination safely. You’re still the car owner, but you’re not in the driver’s seat.

When diving into the workings of project delivery, delegation emerges as a pivotal concept built on authority, responsibility, and accountability.

Authority represents the decision-making power and the ability to act that’s granted to a team member. It’s the trust placed in them to carry out a task, backed by the support and resources they need.

Responsibility encapsulates the duties and tasks that a delegate must effectively fulfill. It spells out what needs to be done, how it fits into the broader project, and the expectations tied to that role.

Accountability is the assurance that team members will stand by their work outcomes. Regardless of the results – be they triumphant successes or lessons learned from challenges – they remain committed to their role and its impact on the project.

The importance of delegation in project teams

Within the dynamic environment of project teams, delegation stands out for the many benefits it brings to the table.

Efficiency takes the forefront. Delegation ensures that tasks are assigned appropriately within the team. Instead of one person being swamped with every detail, they can entrust certain tasks to others, streamlining the workflow and ensuring that every task gets the attention it merits.

Then there’s development. Delegation is more than just offloading tasks; it’s about investing in team members – providing opportunities for skill enhancement, experience acquisition, and professional growth. It boosts morale and offers team members a chance to showcase and expand their abilities.

Productivity stands as another cornerstone benefit. A well-delegated team is like a well-oiled machine, where each member operates at their best capacity. When tasks align with individual expertise and capability, the project progresses more efficiently, achieving objectives more seamlessly.

In projects, effective delegation proves its worth time and again. It ensures that tasks find their best-fit executor, that team members are empowered and developed, and that the overall project workflow is optimised for success.

Eight steps of effective delegation

Delegation requires clear communication, trust and follow-through. It’s a vital skill for project teams to master, to reap the benefits while mitigating the potential risks.

• Identify tasks to delegate: The first step is to determine which tasks can be delegated. Not every task is suitable for delegation. Tasks that are routine, require specific skills that team members possess, or are time-consuming but not necessarily critical for you to perform are good candidates for delegation.
• Choose the right person: This involves matching the task with the skills, abilities, and capacity of the team members. It’s important to consider the strengths and weaknesses of each team member, their workload, and their professional development aspirations.
• Clearly define the task and expectations: When assigning a task, be clear about what the task involves, what the end product should look like, and when it needs to be completed. Provide clear, concise instructions and ensure the team member understands them.
• Provide necessary resources and authority: The team member should be given the resources and authority to complete the task. This might include access to specific tools, a particular budget, or the authority to make certain decisions.
• Establish a communication plan: Set up regular check-ins to discuss progress, answer questions and provide guidance. However, avoid micromanagement. The aim is to provide support and direction, not to control every step.
• Monitor progress and provide feedback: Keep an eye on progress without interfering too much. Provide constructive feedback, both positive and negative, to guide the team member and help them improve.
• Evaluate and learn: After the task is completed, review the results. Did the outcome meet the expectations? What went well? What could be improved? This is a chance to learn and improve the delegation process for the future.
• Acknowledge and reward: Recognition is crucial in reinforcing positive behaviour and boosting morale. When a task is successfully completed, acknowledge the efforts and skills of the team member who was responsible.

Incorporating these steps into your delegation process will foster trust among team members, encourage skill development, and ensure the team is working effectively and efficiently.