Sofia Graniello
September 11, 2023
min read
Metrics & Performance

5 Tips on How to Delegate Work Effectively

If you're a leader in an agile company, you know that delegation is a key part of success. By delegating work to the right people, you can ensure that tasks are completed efficiently and effectively. 

According to the article BDC, it is vital to see your workload objectively and see where you might be procrastinating or putting some tasks to the side:

“Take an objective look at your workload and analyze what you’re doing with your days by keeping a diary of your time for two weeks. How much time is dedicated to strategic activities and how much to day-to-day firefighting? Are there important activities and projects you’re putting off? Now, consider which tasks could be performed by someone else to free you up to perform your highest value activities.
Holaspirit White Paper: Next Generation Leadership

In this article we’re sharing five tips on how to effectively delegate work in an agile company. 

1. Identify the Right People

Before you start delegating tasks, you should take the time to identify the right people for the job.Think about who has the necessary skills and resources to complete the task and consider who would be best suited for it. 

Always keep in mind platforms that will give you a visible view of your organization and amongst all, transparency. With Holaspirit, you’re able to see who does what with its dynamic visual chart which will give your organization a clear view of teams, and roles. 

With the platform’s visual chart, you’re able to see the structure of the organization and plan accordingly. 

Organizational Visual Chart with Holaspirit

➡️ Benefits 

  • Keep track of who you have delegated your work to,
  • Make sure they are do somewhat the same roles as you do,
  • Keep things clear with the team

2. Set Clear Expectations

Once you have identified the right people for the job, you need to set clear expectations. Make sure that everyone knows exactly what is expected of them, including deadlines and deliverables.

Make sure the process is well documented, centralize all documents needed in one platform. The more they are stored in one place, the better for organization, clarity and efficiency. 

With Holaspirit’s publication’s feature, you’re able to add everything from: onboarding, skills, strategies and processes with ease and transparency. 

*The feature Publications is only available in our Experiments mode until further notice. 

 3. Create a Team Environment

When delegating work, it’s important to create an atmosphere of collaboration and teamwork. Encourage team members to communicate and work together to find the best solution. According to Harvard Business Review, it is vital to create engagement within the team, especially to those you’re delegating your work to: “Engage at the right level. It’s essential to stay involved, but the degree matters.”

➡️ Tips on how to create team environment:

  • Provide constructive feedback
  • Make sure everything is clear, roles, responsibilities and projects
  • Learn the importance of team building and how to approach your team members

💡 Article pick: The Future is Now: 7 ways workplace automation empowers employees

4. Monitor Progress

 As the project leader/or manager, it’s important to monitor progress and provide regular feedback to ensure tasks are being completed on time and to the required standards. Make sure there is open communication in terms of what is being done and what should be done, effectively. 

➡️ How to monitor progress?

  • Create a list of tasks/checklists that could be useful for the process of these projects 
  • Use a kanban board to follow every step of its process
  • Create effective meetings to be up-to-date with the progress of the projects. 

5. Recognize Achievements

Finally, it’s important to recognize and reward achievements. This will help to motivate team members and create a positive working environment. Ensure that your team is able to work effectively and efficiently, and that tasks are completed in a timely manner. Delegation is a key part of success in an agile company, so make sure to take the time to get it right.

➡️ How can you recognize team achievement?

  • Give credit where is due
  • Make sure the recognition doesn’t overpass a certain amount of time 
  • Celebrate even the smallest milestones 

How do you know you’re being overworked?

No matter the size of your team, delegating tasks can be a great way to get things done quickly and efficiently. However, before you start to assign tasks, it’s important to identify the right people for the job and make sure they are not overworked either. 

This means taking time to think about who has the necessary skills, resources and qualifications to complete the task. The first step to finding the right people for the job is to identify the skills and qualifications that are required for the task at hand. This will enable you to narrow down the list of potential candidates to.

How can you do that efficiently?

Use Holaspirit’s add-on feature, Time Spent, where you can easily monitor your/and colleagues’ workload and tasks. 

➡️ Perks of time spent feature:

  • In an agile organization, people carry-out one or more roles. The app helps each collaborator to organize their time and missions as they wish. 
  • The Time Spent in Roles add-on allows you to have more visibility on the resources and efforts allocated to each role of the organization.
  • Members of the organization to have information on the number of FTEs (Full Time Equivalent) involved in each role of the circle.
Time spent add-on with Holaspirit

For more on navigating with agility within the organization, check out our pricing plans and how you can adjust your working space with our add-ons. 

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