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Delegating Responsibility

How can you help people in your organization prepare for future leadership roles and free up more time in your schedule so you can do other things? Delagation.

Delegating is the key to a successful organization. Sharing responsibilities keeps members interested and enthusiastic about the group. You might be reluctant to delegate because you want to make sure the job is done right (your way), but you can make members feel unimportant if you don't share the responsibility of making the organization a success.

The Following are Several Good Reasons to Delegate:

1. Group benefits when you delegate:

  • Members become more involved and committed
  • More projects and activities are undertaken
  • There is a greater chance that projects will be completed
  • There are increased opportunities for members to develop leadership skills
  • More of a chance to fill leadership roles with qualified, experienced people
  • The organization operates more smoothly

2. The leader benefits by:

  • Not being overworked
  • Gaining satisfaction seeing members grow and develop
  • Acquiring more experience in executive and administrative functions

When to DELEGATE:

Appropriate Times to Delegate Include:

  • When there is a lot of work
  • When a member has particular qualifications for or interest in a task
  • When someone can benefit from the responsibility
  • When routine matters need more attention

The Time Not To Delegate Is When:

  • The task is something no one wants to do
  • Someone is under or overqualified for the task
  • The work is your own specified responsibility
  • The area is an issue that deals with the personal feelings of another or is something that should be kept confidential.

There Are Many Ways To Delegate:

  • Ask for volunteers by a show of hands or passing a sign-up sheet. However, this method can be impersonal and you could be stuck if no one signs up.
  • Appoint or suggest someone. Sometimes a member lacks self-confidence and won't volunteer; appointing him/her demonstrates your confidence in him/her.
  • Assign the task through a committee. This takes the pressure off an individual and reinforces organizational structure.
  • Trying to find the best fit of a person with the task is the most effective. Try to spread the enjoyable and responsible tasks around, making your members feel more valuable and having a more enjoyable time with the organization.

Guidelines For EffeCtive Delegation:

Choose the appropriate people by interviewing and placing your members carefully. Consider his/her time, interest and capabilities.

  1. Explain why he or she was selected for this task.
  2. Discuss the task at hand. Discuss ideas; mutually set goals and objectives. Whenever possible, give those who will be responsible for carrying out a program a voice in the decision-making. Do not lower standards; don't insult your members!
  3. Define the responsibilities clearly that are being delegated to each person. Explain what is expected of the person assigned to the task. Be sure agreement is reached on areas where the person can function freely and where he or she should conform to specific guidelines. The end result is important, not the various steps. Everyone accomplishes tasks differently.
  4. Find out how you will know when they need help. Make sure they understand that you are willing to assist but must first be told when and how you can help. Give accurate and honest feedback. People want and deserve to know how they are doing. This is both an opportunity for giving satisfaction and encouraging growth. Allow for risk-taking and mistakes.
  5. Support your officers and committee chairs by sharing information, knowledge and plans with them. It is incredible how many errors are made simply due to a lack of information. Share their failures as well as their successes.
  6. Delegate. Most responsible people do not appreciate someone looking over their shoulder or taking back parts of their assignment before they have a chance to do it. As a leader, it can be hard for you to "let go;" you like being the person that gets the work done. Let them do the job! Delegating does not eliminate work, it simply changes it.
  7. Follow up. Check periodically to see if people have any questions regarding how a project is supposed to be completed. This will also let you know how that individual is progressing on the task. There is a fine line between controlling and following-up.
  8. Evaluation. You must not overlook the need to evaluate the extent to which actions conformed to plans, if the plans went well or if the original plans were appropriate and worthwhile. Use appropriate feedback techniques. One of your most important roles as a leader is to help your members to learn and grow through both their successes and their failures! Your members are your greatest resource, let them create and turn their creativity into action!

USED WITH PERMISSION: University of Michigan Office of Student Activities and Leadership Handouts