December 15, 2013 | Author: PM Hut | Filed under: Delegation
5 Tips to Delegate Appropriately
By Christian Bisson
Delegating is a skill that can be a very important part of your role, or it can simply be useful when you need help. Regardless, there is different ways to do it, and here are some tips to do it right:
- Give a heads up
Depending of the environment where you work, people may be busy on a regular basis. They plan their time, and commit to deliveries all the time according to the tasks they have. If you do not give a prior notice, and delegate at the last-minute, they may not be as capable of committing to your request, or they may have to break other commitments.
Let them know before that you will have a request for them, and give them a high level idea of the request or time required so they can add this to their list of tasks.
Avoid barking orders
Delegating may very well be expected of you because of your role, or it might be because you need help. No matter the reason, respecting your colleague by asking them nicely is simple, and makes all the difference in the world for your colleague’s moral. A higher moral will raise motivation which also raises chances that your request is done properly in time.
So instead of “Do this!”, how about a “Could you please do this?”. And no reason not to add a smile on top of that!
Explain why it should be done
There is nothing that de-motivates more than not knowing why you are doing something. You question the request, you complain about it, you slow down or switch to another task, and it will probably not get done properly.
When you send someone a request, how about a simple explanation of why it needs to be done, and why it’s urgent, or important!
If you send your request saying it may be a good chance to obtain a new contract with a client, they will take it more seriously than just sending them “Do this report”.
Give clear expectations
This is important in all the communication you have at work, but when delegating, if you want to raise chances of receiving what you need, then it is important that your expectations are clear. If your colleague is guessing what needs to be done, chances are you will not receive what you needed.
For example, if you ask for a “maintenance report” for the client, well you may receive an Excel spreadsheet with hours per role (designer, developer, etc.). However, it’s not what you wanted to send, you wanted to send a PDF file listing tasks with hours spent for each. Well, simply state it, it doesn’t take much more time to tell, and will prevent wasted time from your colleague, and even yours.
Give a due date
Give a measurable due date, is it in 3 hours? Is it for tomorrow end of morning or tomorrow first thing in the morning?
By the way, ASAP is not a due date! Everything should be done ASAP, it’s like saying everything is ‘high priority’ which means that nothing is high priority.
If you don’t give due dates, don’t expect to have it done exactly when you need it. Furthermore, the team will have a hard time prioritizing all their tasks and confusion may rise.
If you delegate properly, you raise the chance or receiving what you need, so there is no excuse not to do it, and people will respect you for doing it properly.
Do you have any more tips to share?
Christian Bisson is a project manager from Montreal, QC, Canada. His PM experience is concentrated in the Internet world, and he helped deliver over a 100 projects over his PM years. You can read more from Christian on his blog.