Rúben Lino, Maintenance Manager @SISCOG | 6 min read
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DISCLAMER: This article is a personal reflection on the daily struggles of delegating work and is not intended to serve as the one and only source of truth or a guideline. Its goal is to encourage readers to reflect on the subject and explore what changes could increase overall productivity and enhance personal well-being.
DELEGATION DOESN’T COME NATURALLY TO EVERYONE – CERTAINLY NOT TO ME
Often, I find myself overwhelmed with the amount of work to do, overdue tasks, missed milestones, and unfulfilled agreements.
We can certainly look at these challenges from different perspectives, such as time management, prioritisation, productivity tools, working methods, personal well-being, and, of course, delegation.
Some people possess an innate sense of leadership for whom it is, or it seems to be, easy to master the art of delegation, escalate it to multiple layers, and achieve success at the end of the day.
We’ve all heard of great leaders, from corporate executives to heads of state, and even leaders from various cultural, ideological, religious or other movements , known for their delegation skills and ability to deliver. But the truth is, delegation exists (almost) everywhere: from large corporations to small households.
Delegation is an art, and mastering it is no easy feat.
EXAMPLES OF WORK DELEGATION
To better understand how delegation is applied in a wide variety of areas, let’s explore some examples of delegation in different contexts.
Orchestra
A conductor is responsible for delivering a flawless symphonic performance, and achieves this by delegating responsibilities to key individuals:
- Stage Manager: Assigns the setup and arrangement of chairs, stands, and instruments to ensure proper acoustics and stage positioning.
- Assistant Conductors: Support the main conductor by leading rehearsals in their absence or focusing on specific sections.
- Individual Musicians: Are delegated the task of learning their parts of the score, practicing independently, and bringing their expertise to the group.
Home life
Parents often coordinate children’s activities at home and may delegate responsibilities to ensure everything runs smoothly:
- Older Child: Is assigned tasks such as taking out the trash, mowing the lawn, and helping younger siblings with homework.
- Younger Child: Is delegated simpler tasks like setting the table, feeding pets, or tidying up toys.
Event planning
A wedding planner coordinates a large event by delegating tasks to various team members:
- Assistants: Handle vendor communications, including with caterers and florists.
- Team of Workers: Manage setup and decoration.
- DJ: Is entrusted with managing the entertainment schedule.
Software Development
A Product Owner in an agile team coordinates the release of a new feature by delegating tasks to:
- Developers: Divides the feature development among developers in sprints.
- UX Designer: Is responsible for conducting user research.
- QA Specialists: Are assigned to manage the testing phase.
Result: The Product Owner ensures the feature aligns with user stories and business objectives.
Delegation exists (almost) everywhere: from large corporations to small households.
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WHAT ACKNOWLEDGED LEADERS SAY ABOUT DELEGATION?
Throughout history, some of the most influential leaders and thinkers have emphasised the importance of delegation as a driver of growth, innovation, and impact. Here are some insights on the topic from acknowledged leaders:
- “If you really want to grow as an entrepreneur, you’ve got to learn how to delegate.”, Richard Branson
- “It doesn’t make sense to hire smart people and tell them what to do; we hire smart people so they can tell us what to do.”, Steve Jobs
- “If you want to do a few small things right, do them yourself. If you want to do great things and make a big impact, learn to delegate.”, John C. Maxwell
- “No man will make a great business who wants to do it all himself, or to get all the credit of going it.”, Andrew Carnegie
- “Leadership is about making others better as a result of your presence and making sure that impact lasts in your absence.”, Sheryl Sandberg
- “The best executive is the one who has sense enough to pick good men to do what he wants done, and self-restraint enough to keep from meddling with them while they do it.”, Theodore Roosevelt
WHY DO I STRUGGLE WITH DELEGATING WORK, TASKS, AND OTHER ASSIGNMENTS?
For those of us who, like me, are not natural-born “delegators”, there may be several psychological barriers at play:
- Lack of trust: Doubts about the capability, reliability or commitment of team members to deliver results; fear of the impact of other’s mistakes.
- Fear of losing control: Delegating can feel like giving up control, which can trigger anxiety, and a fear of being left out of critical decisions.
- Perfectionism: The belief that only I can do the job to my exact standards.
- Time constraints: It takes time to explain tasks, train team members, and monitor their progress. I sometimes feel it’s quicker to do the work myself than invest in the delegation process.
- Cultural or Organisational barriers: Issues such as inadequate team skills, micromanagement tendencies, or previous negative experiences with delegation can also all play a role.
This list could easily be expanded to include other factors.
BUT WHAT CAN GOOD DELEGATION DO FOR ME?
1. Enhance Productivity and Efficiency
- Focus on High-Value Tasks: Delegating routine or time-consuming tasks allows me to focus on strategic activities that align with my core responsibilities.
- Achieve More: By leveraging the skills and time of others, I can accomplish more collectively than I could on my own.
2. Improve Team Performance
- Leverage Individual and Team Strengths: Team members bring diverse skills and perspectives, often resulting in better-quality outcomes.
- Foster Collaboration: Delegation encourages teamwork and ensures everyone contributes to shared goals.
3. Reduce Stress and Prevent Burnout
- Lighten Your Load: Sharing responsibilities helps reduce workload and the pressure of trying to do everything myself.
- Balance Workload: Delegating helps prevent spreading myself too thin, which can lead to mistakes and fatigue.
4. Develop The Team
- Empower Others: Giving team members opportunities to take on new tasks builds their confidence and skills.
- Prepare Future Leaders: Delegation is a powerful way to prepare successors and create a self-sufficient team.
5. Build Trust and Morale
- Show Trust: Delegating signals that I trust my team members’ abilities, which boosts morale and engagement.
- Encourage Ownership: When people feel ownership of tasks, they’re more motivated and committed to achieving great results.
6. Achieve Better Work-Life Balance
- Reclaim Time: Delegating allows me to step back from operational details and maintain a healthier balance between work and personal life.
- Create Space for Growth: With a smaller workload, I can focus on development opportunities.
7. Improve Decision-Making
- Gain New Insights: Team members can provide fresh ideas and solutions I might not have considered.
- Decentralise Decisions: Delegating authority to others can speed up decision-making processes and reduce bottlenecks.
8. Boost Your Leadership Effectiveness
- Lead Strategically: Delegating frees me to focus on vision-setting, planning, and leading my team effectively.
- Demonstrate Confidence: Successful delegation demonstrates I trust the team and the ability to empower other team members.
9. Enhance Organisational Resilience
- Distribute Knowledge: When tasks aren’t solely dependent on me, the team can continue to function smoothly even in my absence.
- Reduce Bottlenecks: Delegation prevents me from becoming the single point of failure in processes.
SO, WHAT NOW?
Writing this blog article has been a personal reflection on my experiences and struggles, not a judgment of anyone else’s work or behaviour. It’s about exploring the nuances of delegation and how mastering this skill can benefit not only me, but also the company or community as a whole.
Recognising that delegation doesn’t come naturally to everyone has been an important and eye-opening insight. However, it’s also a call to action. By opening up a dialogue, we can learn from each other’s experiences and strategies, discovering ways to delegate effectively without losing control or compromising our standards.
Delegation is an art, and like any art, it improves with practice, feedback, and a willingness to try new approaches.
Let’s continue the conversation and find ways to make delegation work for all of us, individually and collectively.