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Delegation of tasks

Updated on May 16, 2015

Business management-Delegation of duties- managing small business

A true leader would properly delegate duties to his followers to make him available for further expansion of his works or business. When we start something from ground zero we do everything personally. When the organization grows and our work gets expanded we feel that we can’t do everything personally anymore but need assistance. Then we start hiring employees to get done things aptly. Even if you are employed in a big organization and you have been given team members to fulfill the tasks. How effectively you execute your duties depends on how appropriately you would delegate your whole work to your peers or subordinates.

Delegation is an art. In a small organization where you are the top boss, delegation becomes essential for you to expand your business. You can’t delegate your work to somebody overnight. It takes time. Step wise step you need to groom your team members to make them responsible and capable enough to go ahead with the tasks conferred on them. In the processes of grooming you would be able to evaluate who is fit for what kind of responsibilities. In this process you will get to know the plus and minus points of your team members. Evaluating their individual merits you would be better equipped to judge how to delegate them routine work so as to make yourself available for other activities of your business.

While delegating duties ask your subordinates to bring their profiles detailing their current activities in the organization. Ask them to submit it with highlighting their priorities and time taken in completion of each activity. Read carefully each profile and note down the important outcomes. Now assess their work and ensure that no one is suppressed with excessive amount of work while others do not have sufficient activities to be executed. In other words make a balance by allocating optimum loads of work on each member. Now handpick one by one looking at the nature of the tasks give responsibilities as per their individual merit.

While delegating duties always remember that efficiency matters the most when it comes to execute of any work. Give most challenging tasks to the one who is efficient. A proper feedback mechanism is vital for success of every system. Check their performances on monthly or quarterly basis. Analyze regularly if there is place for exchange of activities in between team members. Be prompt in addressing their grievances and issues. Motivate them and keep a fixed schedule of daily meetings with them. Inspire them to come along with their problems they may face in execution of tasks and encourage them to come up with the probable solutions as well.

Make them feel that they are important for you and for the organization. Be friendly with them and tell them that they are just like members of a family in organization and you care for them a lot. This kind of personal equation will motivate and help them to deliver their best. Your success depends upon the each individual performance of your team members. Continuous monitoring of the performance of your each team member in executing the delegated work will determine the success of your whole organization. At the time of festivals or special occasions give team members gifts, perks and good remunerations to motivate them further on.

While delegating tasks to your team members set feasible goals for them. Let them know their “kea results areas (KRA). Ask them to come up with the roadmap to achieve their goals. Guide them, inspire them and praise them on achieving the tasks. Ask them to introspect and self-evaluate themselves before your appraisal of them.

This will help them to get improvements and to enhance their skills. Arrange some extracurricular activities for them and encourage them to participate so as to boost their efficiency and get refreshed. Handpick the most efficient team member and give him authority to conduct meeting on your behalf in your absence.

The ultimate aim of delegation of powers is to make you free to look after other activities and expand your business. However delegation doesn’t mean that you totally transfer the control of your powers to your subordinates. But the real aim of delegations happens to be the effective, proper and timely execution of tasks to get the maximum benefit. While the ultimate controlling remains in your hand with a proper feedback mechanism of the whole system.

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