There will come a time when you will have to delegate your work to a co-worker. Your boss may give you an extra assignment. You may have to give something you are working on to a fellow employee.
Many people don’t want to take the extra work from co-workers or managers. They don’t want to do more than they are required to do.
But there is a segment of the workers at your company, including you, that want to take on more work and show their value to the company or boss.
If you are thinking to delegate the work that is on your desk to someone, make sure you choose the right person to trust with the task. When someone delegates work to you, rest assure they have chosen you, using the 12-step formula.
You may not realize you are doing these 12 steps to find the right person but you are. If you don’t know who to delegate the work then the 12 steps below will help you in the process.
Steps to Delegate Your Work
I have worked in the business world as you are currently working. I have had extra work given to me over the years and I have been able to clear work off my desk by giving it to co-workers.
When I sat down and considered how I gave my work to others, the process made sense.
You can follow the 12 step outline below and find the right person to trust with your important assignments. Keep in mind you may need to delegate the assignment to a few different people. Make sure everyone knows who they will be working with.
1. What is the Task
Before you decide you are going to hand over work for someone else to complete, you will need to make sure you understand what needs to be complete and what results you are looking for.
When you understand, what needs to be done and the results you are looking for, it will make it easier for you to delegate the work. You will not miscommunicate any information that is important to the task.
2. What Needs to be Done
Before you hand over the assignment to your co-worker make sure you come up with a plan to help them be successful.
Get a piece of paper or open a word document on the computer. Write down a detailed plan of what needs to be done. You can write it own it detail or make it bullet point.
If there is a tight deadline to meet, you should include a complete by date. This will ensure the task is being completed in a timely fashion.
3. Who Will Get the Assignment?
Most of the time we know who we will give the work to. There will be times when the work should be given to a few different people. You want to ensure you delegate the task to the right person.
When you are making your choice, consider your colleagues’ skill level and understanding of the assignment. Think about distinct talents or skills that maybe needed to complete the task.
4. Clarify the Work
In step 2, you develop a plan of what needs to be completed and by what date. Explain the expectations and give tips on how to successful complete the task.
I recommend sitting down with the person or persons to review what needs to be done. Explain every step in the process and ensure they understand what is required before you move to the next step.
Make sure you allow them to ask you questions. This will benefit your co-worker(s) to be part of the process and ask any questions to clarify any misunderstandings.
5. Why You Choose Them
When you give someone extra work you need to let them know why they were chosen out of the other candidates.
The person might be thinking, “I have a lot on my plate, I don’t really need anymore.” Or “I don’t want this extra work, I am not going to get paid any more to do this, am I.”
Giving extra work to someone is like sales. You should tell the person what benefits they will receive from talking on this extra work. Tell them what’s in it for them.
Maybe it is extra compensation, time off, credit for the assignment or a future promotion. They need to understand how the extra work will be an advantage to them over the others who did not get this assignment.
6. Set the Benchmark
After you let the co-worker(s) know why choose them, let them know the standard and quality the work needs to be completed to.
This way they realize that not only is their name on this assignment but so is yours. Maybe even the name of other team members. If they understand who will be reviewing the work in the end they may also work to a higher standard.
7. Create target dates
We all have a lot of work to do during our work day. It is important to establish a deadline. This way everyone involved will understand the priority of the work on their desk.
8. What is the Status?
Give co-worker a way to share the status of the work that is being worked on. Maybe a daily or weekly email or meeting for a few moments.
This way you are in the loop of where the project is and if anything changes you can share that information with your fellow employee.
9. Any questions?
Even after you have given you fellow employee the opportunity to ask question in step 4, it is important to leave the line of communication open in case they have questions once they begin.
You can check in with them if you want but make sure you are not undermining the value of the work. Don’t making them feel as if you are harassing them.
10. Check in When You’re Not Expected
You have explained the expectations. You have allowed for questions before and after the project has started. Find time to drop in occasionally. See if you can offer any help, insight or explanation.
Because you delegated the work, you need to ensure you are the first point of contact. Because you re the first point of contact you are the first person to know of changes, adjustments or deadline changes.
11. After the Project is Complete
Once you delegate the project to your co-worker you should trust they will complete the task to the highest standards.
Regardless if the task was a success or not, you should review the process and see what when well and what would you do differently.
Ask yourself if deadlines were met. Did you get to the desired outcome? Where did your co-worker excel and where could they have used more help? What would you do different if a similar task was to come up?
12. What worked and what did not?
Once the project is complete, take time to sit with your fellow employee(s) and review the assignment.
If everything went well, congratulate them for doing a job well done. Get them a gift card, take them out for lunch and ever offer praise in front of others.
If things did not go as planned, thank them for working on the project. Allow yourself to give them positive criticism. Show them different ways they can improve the next time they get an assignment such as yours.
I also believe it is important to get feedback on how you did and where you could have improved as well.
The whole process can be a learning experience for everyone involved.
To delegate work means to find the right person to complete the task to the high standards that are expected.
I believe it is important to give the work to someone who will be happy to do it and complete it with no complaints.
Delegating extra work to other can offer an opportunity for everyone involved to showcase different skills. Skills your management team is evaluating.
When you use this 12-step process you find the best candidate to complete the task. You will have less issues.
Before reading this what how did you delegate work to others?
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