Delegation of Authority: 5 Dual processes to improve efficiency

As we enter a second year marked by rising interest rates and high inflation, many Australian organisations will have to continue doing more with less.

For senior leaders whose goal is to stay focused on high-level priorities, delegating work comes with the territory. Delegating authority, on the other hand, can be a little more complex.

Empowering team members to make decisions and take action on your behalf is a meaningful way to increase your leadership potential and ability to have an impact. But, for it to be done successfully, there are a few caveats. 

Make no mistake: both delegating work and authority present clear benefits for managers, employees, and organisations. (Increased efficiency, employee engagement and development, productivity, performance, and innovation – to name a few.)

If outcomes like these matter to your organisation, what processes do you need in place to delegate effectively?  

Whether you’re well-versed in this area or are interested in strengthening your existing processes, you might already recognise how some elements go hand in hand.

‘Stacking’ your processes could be the key to unlocking greater organisational potential.

1.    Complement communication with tech 

Successful delegation practices typically require managers to clearly explain tasks, responsibilities, expectations, and goals.

Good communication like this provides team members with the clarity and accountability they need to take ownership of their work; while also serving to reduce frustration and mitigate the potential for errors.

This is where software can facilitate (or complement) your approach – particularly for organisations that engage hybrid workers.

Can you use existing tools? Or build your tech stack with other tools for task delegation, project management, digital communication and virtual meetings, time tracking, or document collaboration?

For example, you might have a virtual meeting with your team member to assign them a new responsibility. Could you follow up by sharing the meeting recording with them and access to a digital project management tool?

2.    Supplement trust with accountability 

Delegating work gives employees greater trust, flexibility, and opportunity. But managers who get the best outcomes back these benefits up with accountability.

Most often, business leaders can achieve the best outcomes by distinguishing being ‘involved', versus being ‘essential’. How essential you are to the success of projects you delegate depends on how wisely you activate your team members.

Providing team members with space to make decisions, or achieve milestones and timeframes is a great way to increase their sense of independence and accountability.

There’s an opportunity here for leaders to demonstrate flexibility here too. This could involve adjusting your management style to suit the strengths, weaknesses, and experience levels of each team member.

3.    Align decision-making and support 

When leaders make decisions to give team members more responsibility, it’s often for a reason. 

Have you identified strong potential in a team member? Are there skills and capabilities you’re looking to develop? What opportunities for development can address the gaps?

While these points are a great start, there are some additional factors to keep in mind.

Providing resources and support in the delegation decision-making process is vital.

Ensure you’re not delegating too much, too soon, tasking employees who are already overburdened with more work, or not providing them with the tools, authority, resources, or support they need to succeed.

Tying your decision-making with employee support can help you mitigate the risks of burnout, employee resentment, and reduced productivity.

4.    Drive quality assurance alongside coaching

Of course, delegating authority doesn’t mean letting go of the reigns completely. Managers are still responsible for monitoring progress, providing feedback, and helping employees overcome obstacles.

It makes sense then, to combine quality checks with employee coaching and development.

The review process not only ensures work outputs are reaching organisational standards – but presents a great opportunity to help employees identify areas they did well and areas for improvement, understand the bigger picture, and benefit from guidance and feedback.

With 67 per cent of Australian organisations reporting performance management was seen as a compliance exercise – this small shift could be a game-changer.

Yes, it can take some willpower and practice to fight the urge to micromanage. But allowing room for people to make mistakes can also work to develop your organisational culture, which facilitates growth, development, and innovation.

5.    Link reward & recognition to employer branding

No doubt, effective leaders see the value of rewarding and recognising team members when they achieve work milestones, perform well, and demonstrate growth.

It could be as simple as a kudos in a team meeting, or encouraging them to take off when needed. Or, a more formal, distinguished form of recognition, such as a company award or promotion.

Can promoting employee benefits like this have a positive impact on your organisation’s overall employer brand and retention? The majority of Australian workers rate remuneration and reward as their top-ranking benefit. So it’s safe to say: yes.

Ultimately, when it comes to your organisation’s delegation matrix, stacking processes just makes sense.

It's not about just 'getting things done', but giving team members opportunities to grow and succeed. And while it's often a precursor to numerous positive benefits for people, managers, and organisations as a whole, it can quickly turn to custard if used incorrectly. Done well, however, it'll provide you with more time to focus on higher-level activities, improve performance and efficiency, and develop your team members. It can take some time and practice, but it's possible to side-step the major pitfalls by communicating clearly, establishing expectations and accountability, providing employees with support, and promoting reward and recognition. 

Delegating work, much like planting seeds, demands care and attention. It’s a sure-fire way to cultivate the talents of your team members and produce a garden of diverse skills and abilities.