Delegation That Works

I was recently having a deep conversation about delegation (Friday nights of a management geek) and I heard it again. The statement I hear from managers ALL the time... 

“I’ve tried delegating to others, but it takes too much time and effort. Most of the time I end up re-doing the job myself anyway!” 

You’re slogging through a never ending to-do list, one report or proposal away from drowning and every time you try and pass work off to stay afloat, you feel you’re actually sinking a little deeper.So here's what I told my friend - "You can't do everything yourself. It's just not an option. But changing the way you delegate is."

A couple glasses of wine later and the metaphors started to flow ...

From Donkeys to Unicorns

Donkey delegation is saying “please do this, please do that and tell me when you’re done”. You strap a load to your donkey’s back, send them on their way and hope for the best. Somewhere down the road, the straps start to break and everything falls apart. You end up having to carry the load yourself and you’re left, yet again, bashing your head against a wall yelling "why can't people just do their job and do it well."

But obviously your employees aren’t donkeys, they’re unicorns (at least that’s who you should be hiring), so delegate like they’re unicorns! Inspire them to be the magical majestic creatures they are.

Here’s what Unicorn delegation looks like ...

“Hey unicorn - this cargo needs to get from point A to point B by this date. How you make this happen is up to you. It’s why I hire talented unicorns like yourself. I do, however, need to explain a few things before you set off on your journey. The cargo you’re carrying is super precious. Nothing can break along the way because if it does our organization will need to replace it and we’ll lose valuable time and resources. I’ve done this journey before so I have some lessons I want to share with you. There are usually bandits along the route here and here, so be ready for them! You’ll have this much money to take with you and this person and this person are great resources and available to help. Talk to them before you leave. I also suggest looking at this website to get a sense of the landscape. I’ll check-in with you when you get to this place and this place. And after the cargo's delivered, we’ll debrief your journey and discuss lessons learned so we can apply them to your next trip.”In other words …

1. Begin with the end in mind. This starts with you having a clear picture of what success looks like and what the project entails. Then, help them understand your vision and describe in detail the results you need and want. Talk about your standards and why the project is important.

2. Explain the boundaries or parameters (like deadlines or budget!) and outline what resources they have access to (like other colleagues who can help or meeting notes). Share examples, past experiences and highlight mistakes you’ve made so they don’t have to reinvent the wheel.

3. But don’t micro manage! Let them come up with the method(s) for how they’ll get the job done within the defined boundaries you’ve set. If it’s a big or first time project, ask them to come back to you with a written plan before getting started.

4. Do quick check-ins to make sure work is on track and they feel supported (WARNING: but don’t allow these to become big long meetings where you’re basically doing the work for them). Ask to see a sample of the work or observe them in action so there won’t be any surprises at the end. And always give feedback at different stages of the project.

5. Accountability is key. If you’ve laid out standards and deadlines that aren’t met, address this right away. And don’t forget to do a final debrief so you can apply lessons learned the next time around.

Unicorn delegation takes practice and an investment of time upfront. But it pays off 10x, 100x, 1,000x. You’ll stay in tune with your staff without having to hold their hand through a project. This frees up space for you to do your own work, sleep at night and not stress about the vacation you’re finally taking after 5 years.

Next time you delegate, think Unicorn, not Donkey!