Human Resources 101

1. Make a list of the strengths and weaknesses of the employees in your work-group.

What things do they do well? In what areas have they excelled in the past? What things do they like to do?

2. Match employee strengths to your responsibilities.

Exactly what part or parts of your present responsibilities might you delegate to a suitable and interested employee?

3. Define the responsibility you want to delegate.

For example, don’t delegate tasks that only you should do. By the same token, don’t delegate all the fun parts of your job.

4. Communicate clearly what action is required.

Poor communication increases the risk of mistakes. Fully describe what you are delegating along with clear instructions for how it is to be carried out. The employee must know your exact expectations, and what the completed task should look like.

5. Allow for creativity and innovation.

In terms of delegating a task, you want to control the outcome, but not necessarily the creative process for obtaining that outcome. You should allow employees some latitude and flexibility in how the job is to be performed. In some cases, employees may have some even better ideas for completing the task than you had.

6. Explain the benefits of accepting the delegated assignment.

Listen to the feedback from the employee and acknowledge any resistance or fears with understanding. Offer encouragement and show that you have confidence in the person’s ability to do a good job. Assure the employee of your support and secure a firm commitment to accept the delegation.

7. Train and coach the employees in the new assignments.

Be sure to offer the assistance and support that they will need to succeed. Be available to offer direction, encouragement and advice while employees are learning their new assignments but do not hover over them.

8. Monitor the results.

If you monitor too closely you will give the impression that you are micro-managing. If you monitor too little, the employee may feel abandoned. At the outset, you may wish to monitor progress at regular intervals until the employee is performing the delegated task properly.

The act of delegating helps develop your supervisory skills. Delegation enhances your ability to work with others and fosters a spirit of cooperation.

It is important for every supervisor to know, that in delegating responsibility to an employee, you as the supervisor are not absolved of responsibility. The supervisor is ultimately responsible for anything that is delegated to other people. In that sense, delegating involves a shared responsibility.

As you delegate more frequently, you will develop more of a “feel” for the process. Delegation will allow you as a supervisor, to achieve through your employees more than you could accomplish on your own.

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