Delegate For Success
If done well, task delegation can bring many benefits to your chamber including confidence and impact.
Done poorly, it can sidetrack you with a whole host of mis-communications and de-motivations.
What’s the secret to delegating well?
Effective delegation is a linchpin of successful leadership, providing a pathway to improved time management and enhanced team productivity. Whether working with volunteers or paid staff, chamber executives need a nuanced approach to delegation that focuses on common principles. Let’s delve into practical tips for chamber executives to hone and master their delegation techniques.
When to Delegate:
Match Task Complexity with Skill Level:
Gauge the complexity of the task and match it with the skill level of the potential delegate. This ensures that individuals are equipped to handle the responsibilities effectively and consider the task’s scope. Does it require, an individual, task force or committee?
Consider Professional Development Opportunities:
Leverage delegation as a tool for professional growth for staff or volunteers, offering tasks that contribute to the individual's skill development and career progression. For example, chairing a task force.
Deciding Who to Delegate to:
Assess Individual Strengths:
Understand the unique strengths and skills of your team members, both volunteers and staff. Delegate tasks that align with their expertise, enabling them to excel and contribute meaningfully. Think carefully about whether this task requires an open call for volunteers or hand-picked.
Consider Workloads:
They say that if you want to get something done, give it to a busy person. Be careful with that maxim. Evaluate the current workloads of potential delegates. Avoid overburdening individuals, whether volunteer or staff, by ensuring a balance in responsibilities to maintain optimal health and performance.
How to Describe the Task:
Set Clear Expectations:
Clearly communicate the purpose, desired outcomes, and any specific expectations associated with the task. Help the delegate understand the importance of the assignment in the context of the organization's goals.
Tailor Instructions to Individual Capabilities:
When delegating to a team, the first meeting should be an orientation and confirmation of the skills and attributes of the individuals you trust to delegate to. Customize task instructions based on the strengths and capabilities of the delegate, ensuring a clear understanding of what is expected.
Clarify With Volunteer Job Descriptions:
For certain tasks, especially those involving volunteers, consider providing a job description. This brings clarity to the role and helps volunteers understand their responsibilities more comprehensively. Outline anticipated time commitment and frequency of meetings (on-line or in-person).
Define Accountability and Evaluation:
Clearly outline the accountability aspects of the task, including deadlines and reporting structures. Additionally, discuss how the completion of the task will be evaluated, providing a roadmap for success.
Lines of authority and accountability need to be crystal clear. Apart from Audit Committees that tend to report directly to the Board of Directors, task forces and committees report to staff, who in turn, reports to the CEO. That straight-line structure of authority and accountability is so important. The chamber’s staff and CEO have a wider view of the organization and committee recommendations may have implications to different parts of the chamber, impacting sponsor equity, fairness among members etc. that the committee on its own might not have line of sight.
How to Prepare Delegates:
Provide Necessary Resources:
Equip delegates with the tools, information, and resources they need to successfully complete the task. This empowers them to take ownership and ensures a smoother execution. Identify to whom they report.
Encourage Questions and Feedback:
Foster an open communication environment, built right into meeting agendas, where delegates feel comfortable asking questions and providing feedback. This helps address any uncertainties or concerns early in the process.
How to Compensate:
Acknowledge Efforts and Achievements:
Recognize and appreciate the efforts and achievements of those to whom tasks are delegated. Positive reinforcement fosters motivation and contributes to a positive team culture. The positive impact of receiving a hand-written thank you note should never be underestimated.
Consider Team-building Initiatives and Career Incentives:
Explore incentive structures, whether intrinsic or extrinsic, to motivate individuals further. Team shirts, a special recognition dinner and celebration after task completion are all important motivators. A note to your star volunteer’s boss outlining their contribution and impact can bring career advancement opportunities, or additional responsibilities and can also serve as powerful motivators.
Why Delegates Would Want to Take On the Task:
Align with Individual Interests:
Align delegated tasks with the individual's interests and passions. This not only enhances engagement but also ensures a sense of purpose and commitment to the task. Help delegates to understand why you chose them, verbalize acknowledgement of their skills so that teammates better understand one another and are better able to better build trust and engagement among member volunteers.
Connect Contributions to Organizational Goals:
Emphasize how the delegated task directly contributes to the overarching goals and mission of the chamber. Connecting individual contributions to the broader picture enhances the delegate's sense of impact.
Have you tried the 10-80-10 technique?:
Initiate with the First 10 Percent:
Particularly if you have experience with the task, kickstart the delegated task by assisting with the initial 10 percent. This provides clarity and direction, helping the delegate embark on the task with confidence.
Delegate 80 Percent:
Allow the delegate to take ownership of the majority (80 percent) of the task. This promotes autonomy, development, and a sense of responsibility.
Add Value to the Final 10 Percent:
Re-engage in the final stages of the task, contributing expertise and guidance to add value to the last 10 percent. This ensures the task's successful completion while facilitating ongoing learning.
Let’s be honest. The task won’t be completed exactly like you would have done it. Get over it. Progress has been made and better buy-in to the chamber has been achieved. And it is not uncommon when small groups of people get together that synergies unfold, with results better than you could ever have imagined.
Summary Tips for Effective Delegation:
Balancing Autonomy with Support:
Find the right balance between granting autonomy and offering support. Allow delegates to take ownership of the task while being available for guidance and assistance when needed.
Empower Through Responsibility:
Position delegation as an empowerment tool. Communicate how entrusted tasks contribute to the growth and success of both the individual and the organization.
Establish Open Lines of Communication:
Maintain open lines of two-way communication throughout the delegation process. Gently guide delegate’s understanding of reporting, authority and accountability. Encourage regular check-ins to address any challenges, provide guidance, and offer support as needed.
In conclusion, mastering delegation techniques as a chamber executive involves a holistic approach that considers individual strengths, task intricacies, effective communication, and motivation. By focusing on these key aspects, executives can build a culture of collaboration, efficiency, and collective success within their teams, whether comprised of volunteers or paid staff.
