How to Delegate Effectively:
The Top Ten Dos, Don’ts and PowerPhrases
for Employee Delegation
Get Work Done Through Others
“It’s easier to do it myself.” “They might do it wrong.” “I like doing this task.” “She already has too much to do.” These are just a few of the many reasons – or excuses – managers offer not to delegate.
Despite the challenges and obstacles to delegation, there are more reasons to delegate than not to. Those reasons can be summed up by saying that if you are doing a job someone who is paid less could be doing, you are overpaid. It’s time to change your attitude and delegate.
Successful delegation is an art. Here are some dos, don’ts and PowerPhrases that will teach you how to delegate effectively.
1. Tell them why you chose them for the project
DON’T: imply you chose them arbitrarily. Why not? Employees like to know you’ve considered their skills before delegating.
DO: let them know why the task is a good match for them.
POWER PHRASE / What to say: “I have a task that matches your goals/expertise.”
POISON PHRASE / What not to say: This is so easy, anyone could do it…
2. Convey a benefit to them
DON’T: suggest a bogus benefit to them if there isn’t a genuine one, but also don’t fail to mention a benefit if one exists. Why not? No one likes insincerity, but everyone likes knowing what’s in it for them.
DO: consider and communicate what they can learn from a task, how it will give them exposure or what doors it could open.
POWER PHRASE / What to say: “Taking over the company picnic will make you more visible to upper management.”
POISON PHRASE / What not to say: I’m tired of planning the company picnic and want you to do it…
3. Detail outcome specifications
DON’T: give vague indications of what you’re looking for. Why not?: People make different assumptions about what’s expected.
DO: let them know clearly what a successful outcome looks like.
POWER PHRASE / What to say: “This report needs to detail ten targeted keywords and a minimum of five article placement recommendations.”
POISON PHRASE / What not to say: I don’t know what I want, but I’ll know it when I see it.
4. Provide specific deadlines
DON’T: leave turnaround time to chance. Why not?: The delegatee needs to know the urgency or lack of urgency in order to prioritize your project in the context of his/her other projects.
DO: provide preferred deadlines, drop dead deadlines and interim deadlines.
POWER PHRASE / What to say: “My preferred deadline is June 3rd, and it’s essential to have it by June 6th. I’d like an update by May 30th.”
POISON PHRASE / What not to say: - Work on this when you have time. Or – Get it to me as soon as possible.
5. Specify budget and other available resources
DON’T: overlook telling them where they can get help. Why not?: They may duplicate efforts and overlook available resources.
DO: let them know what they can spend, who is available to help, and where and how they can get training.
POWER PHRASE / What to say: “Candace has the database you’ll need. Jordon did this last year, so he’s a great one to ask questions. If you need to outsource anything, use the General Services Budget and keep it under $1000.”
POISON PHRASE / What not to say: - Try not to spend much.
6. Specify which is the priority: time, budget or deadline
DON’T: assume you can get it quick, fast AND cheap. Why not?: One of these parameters always is most important and one is always most flexible. It’s important for the delegatee to know where there is “wiggle room” should questions arise.
DO: inform the employee of the relative importance of each of the three parameters, and what the impact of falling short in one of them would be.
POWER PHRASE / What to say: “Timing is critical on this. I’d rather have a rough design by Friday than a great design by Monday.”
POISON PHRASE / What not to say: - Get it to me perfect by Friday and don’t spend anything.
7. Designate authority
DON’T: give them responsibility without authority, and don’t leave it to them to guess out what decisions they can make on their own and what they can’t. Why not?: They might guess wrong and overstep their bounds or play it too safe.
DO: give your employee enough authority to make serious requests for cooperation when needed, and your employee needs to know to know how autonomous you want them to be.
POWER PHRASE / What to say: “If you have any problems with responsiveness, I’ll trust you to handle it. If there is a budget issue, I’d like you to make recommendations to me and I’ll decide.”
POISON PHRASE / What not to say: - Do whatever it takes.
8. Confirm understanding
DON’T: assume understanding. Why not?: They might say they understand but have a completely different idea of what is expected.
DO: invite feedback and get them to describe what they heard you say.
POWER PHRASE / What to say: “What did I leave out?” “What will your first step be?” “I’d like to be sure my instructions were clear. What is your understanding of what I told you?”
POISON PHRASE / What not to say: - Do you understand?
9. Arrange follow-up
DON’T: leave updates to chance or random encounters. Why not?: Random follow-up is usually no follow-up at all.
DO: set a time for follow-up at the time of delegation.
POWER PHRASE / What to say: “If you have any questions, ask them as they arise, and let’s do a thorough check-in and progress report on Friday.”
POISON PHRASE / What not to say: - I don’t have time to check in on this.
10. Follow through with the follow-up
DON’T: skip the follow-up. Why not?: When the employee knows there will be follow-up, it will help her stay on track. The follow-up provides an opportunity to catch misunderstandings, “call audibles” and adjust the plan.
DO: meet for follow-up as planned and provide feedback, updates and guidance.
POWER PHRASE / What to say: “Please give an update of your progress.” “Is the project running on schedule?” “Is everything within budget?” “Are the quality specifications being met?” “What can I do to support your work?”
POISON PHRASE / What not to say: - Everything’s going great, right?
Great delegation brings great results
Many of the delegation obstacles managers encounter are based on short-term thinking that doesn’t consider the value of developing employees. Other obstacles exist as a result of sloppy delegation. These ten tips will help you delegate effectively and to get great results through others.
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Meryl Runion and Speak Strong (SpeakStrong) provides Power Phrases (PowerPhrases) and other tools to help you improve communication skills at work and at home.
She is the author of the books PowerPhrases!, How to Use PowerPhrases, Perfect Phrases for Managers and Supervisors and How to Say It: Performance Reviews. She can be reached at 719-684-2633 or by email:
