How to Delegate Tasks Better and Get Things Done

Do you struggle with knowing what day it is because all of your days start with work? When you need a file, is it more like playing Jenga with a stack of folders on your desk? Is your to-do list bigger than the graduating class of your local high school? Learning how to delegate tasks better is the quickest way to regain control of your day, get the tasks that are piling up completed, and make sure you aren’t giving up sleep for work. And even though those things will already have you jumping on the delegation bandwagon, it can also help your business grow. How? Because you are focusing on the projects and idea generation needed to grow your business instead of mundane tasks.

If you’re new to delegating or you’ve been shy about it, we want to help you get started. Understanding how to delegate better doesn’t have to be overwhelming or scary. Here are 8 tips to get you started delegating regularly:

8 Tips on How to Delegate Tasks Better

Review Your Workload

When the projects start piling up, you have to start handing over tasks that do not need your expertise. But what tasks should you delegate? To learn how to delegate tasks better, begin the delegation process by going through your workweek and making a plan to outsource these types of tasks:

• Small Tasks: These are the tasks that aren’t important, difficult, or very big, but when you have several, they eat up your time.
• Time-Consuming Tasks: Time-consuming tasks are typically large important projects, but that doesn’t mean you can’t have help working on them. Break the project up into smaller tasks and delegate things like research, data entry, and more to someone else. Once the smaller tasks are complete, you can finish and finalize the project.
• Tedious Tasks: Delegate tasks like inbox control and data entry, which are tedious and require a large time commitment.
• Easy-to-Learn Tasks: While the task may seem like something only you can do, consider teaching another employee how to complete the easier tasks so that you can focus on bigger goals.
• Tasks You Struggle With: Everyone has strengths and weaknesses. Instead of struggling with tasks in your weak areas, delegate them so that you can focus on your strengths.

Pick the Right Person

Even though this isn’t first on the list, it is probably the most important step in learning how to delegate tasks better. Picking the right person isn’t only critical for project management; it will also boost your confidence in delegating.

When deciding who to delegate to, always pick the person you know has the skills needed to complete the task. Assigning the right person ensures that the task will be handled efficiently, and it gives you peace of mind knowing the work is in good hands.

Communication Is Key

Almost as important as choosing the right person is communication. If you want to master how to delegate tasks better, you need to be clear with directions and expectations when it comes to delegating. If something is time-sensitive or requires a deadline, make sure your team knows. It is also important to be available for questions when they arise. Don’t assume everyone is on the same page—clarity is essential.

Share the Why

Introducing new work to an employee or team can feel a little overwhelming. Instead of just sending out an email assignment, meet with the person or group and talk about the project. Share why it is important and how they can help. Your employees will be more on board when they see how their contribution fits into the bigger picture. This is a big part of learning how to delegate tasks better—your team will be more motivated when they understand the purpose behind what they’re doing.

Focus on the Finish Line

One of the biggest challenges when learning how to delegate tasks better is letting go of control over how things get done. Keep in mind that there isn’t always one path to the finish line. Your employee may complete the task you delegated to them differently than you do, and that is okay. Don’t focus on their process, so long as they complete the task correctly. The goal is to have the task completed successfully, not to make everyone do it exactly like you.

Trust Your Team

It’s easy to go into micromanagement mode when you’re handing over tasks that you’ve handled yourself for a long time. However, a key step in knowing how to delegate tasks better is trusting your team to get the job done. Instead of hovering or constantly checking in, ask your team to send you regular status updates to keep you in the loop. This will allow you to stay informed without hovering or second-guessing your decision to delegate.

Review, but Don’t Redo

People are human, and mistakes happen. When you’re learning how to delegate tasks better, it’s important to understand that you may not get something exactly as you envisioned. Now is the time to provide feedback, not chalk this up to wasted time and redo it yourself. Provide your employees with useful feedback and ask them to make any revisions. This is a growth opportunity for both you and your team—use it to build trust and improve performance.

Praise Generously

Praise your employees for a job well done. Being recognized and appreciated for hard work creates loyalty and boosts motivation. Team members who feel appreciated are going to be happier and work harder for you. Knowing how to delegate tasks better also means knowing how to recognize and celebrate the successes of your team. The more appreciated they feel, the more likely they are to continue performing at their best.

By following these tips, you can begin delegating with confidence and ease. Learning how to delegate tasks better will not only free up your time for more important projects, but it will also empower your team to grow, contribute, and succeed. Start delegating today and watch your productivity soar!