In order for the team to work effectively, it should be given tasks that are defined as precisely as possible by the manager. Both sides must understand each other. The way in which the requirements are presented affects the quality and efficiency of the activities carried out by the employee (e.g. Recruiter). And also the final result of the project. So, how do you delegate tasks appropriately in your team so that unnecessary grumbles and misunderstandings do not arise?
Communication is the key to proper delegating to the team
Two-way communication and mutual understanding are the basic foundations when working with a team. When a manager delegates tasks, he or she must be sure that they are properly understood by his or her colleagues. It would be fatal to find out about conflicts in the group because of a different understanding of the guidelines. Miscommunication can also result in inaccurate project execution (e.g., finding an IT specialist who is not a good fit for the company) or delays. The more often you delegate tasks properly, the smoother, faster and more accurate the process becomes. Once you master it, you will gradually collect better and better results.
Effective delegation of tasks step by step
Let’s see, how to delegate tasks properly.
Accuracy of instructions
Precisely define in the team what is to be done, how it is to be done. Show the whole context of the project, the situation, e.g., IT recruitment, so that employees understand your thinking properly. Implementation instructions should be prepared in as much detail as possible, this will save questions about, for example, clarifying the guidelines. Try to provide as many documents as possible to make the process as efficient as possible. (These will include procedures, checklists, any customer standards, etc.).
In addition to giving instructions, effective delegation requires a precise definition of the results that are expected to follow the project. If there is a possibility – it is good to present your expectations in visual form. The manager should say what he cares about, and what is important to him. And to increase motivation in individual employees, it is worth mentioning the impact of a given task on the rest of the team.
Information about the appearance and evaluation of the final result
Pay attention to the details that will be taken into account in the final version of the task/project. What does it need to look like to avoid corrections? What exactly must appear for it to be accepted? Outline your vision of the end results to your employees so they know when the set goal will be achieved.
Determine with the employee the deadlines of each task, and the end result. Inform what will happen if they are not implemented in a timely manner.
Assuring an employee that he or she has the support of a manager builds motivation and attachment to the company. Determine in what situations an employee can turn to you for help when he or she has problems with tasks, for example. To make sure you’ve memorized any design guidelines, you can repeat them again, or ask an employee to do so. Clarify those points that were not well understood.
The case of the so-called “retroactive posting”
It happens that managers often end up performing tasks they have entrusted to others. These tasks somehow find their way back to them. This is called “reverse delegation.” If a task happens to have to be taken away from an employee it means that not enough time was spent on communicating the task and on mutual understanding.
Perhaps some understatement has led to problems that were not anticipated beforehand. If an employee (or team) reaches a “wall,” it will be a learning opportunity. He should be guided through them once again, and this time the manager must make sure he communicates everything necessary for proper operation. In this way, the team will be better prepared to carry out similar projects in the future.
What else is worth remembering when delegating to the team?
When delegating tasks, be sure to provide all the necessary information about time, budget and context, and specify your expectations regarding communication and status updates, frequency, content and format, or what tools to use. Employees cannot deliver quality results if the tasks given to them are not fully planned and thought out. Managers’ expectations cannot change from moment to moment. Plan the entire process carefully before communicating. Communicate everything clearly and lucidly. Make sure the task is understood and has gone to the person with the right skills.
One of the most common mistakes made when delegating is assuming that employees understand what you expect of them. Confirm that employees are committed to the established process and are aware of any consequences of under-performance. Monitor the course of action, ask questions, offer help, be a support to your team. It is worthwhile to use tools such as the following when taking action. Trello, Monday, Jira. If your company does not have such tools, a simple schedule in MS Excel will suffice for organization. It is important to assign specific people to specific activities and set deadlines. This will ensure that the delegation of tasks has the intended effect.
Also, find out more about work-life fit.