[This article is part of the monthly Communicate Smarter: Your Guide to Better Work Conversations series from Public Affairs. Find the full series in the Public Affairs space as articles are published.]
Delegating tasks saves time, builds trust, and empowers your team. However, success depends on clear communication, not just handing off work. Good communication sets your teammates up to deliver great results
How to Communicate When Delegating
- Define the Goal, Not the Process: Focus on the outcome. Instead of “Write this email exactly like this,” say, “Update the client on our progress by tomorrow afternoon.”
- Clarify Authority: Explain how much decision-making power they have. Instead of “Just handle the budget,” say, “Research three options and recommend the best one.”
- Set Clear Deadlines: Avoid vague timelines. Instead of “Get to this when you can,” say, “Please send the draft by Thursday at 3:00 PM.”
- Confirm Understanding: Ask your teammate to explain the task. Instead of “Does that make sense?” say, “Can you walk me through your next steps?”
- Offer Support: Let them know how to ask for help. Instead of leaving them to struggle, say, “Let’s discuss any roadblocks at our Tuesday check-in.”
Your Action Steps: Put It Into Practice!
- Define Success First: Before delegating, write down the final goal and why it matters.
- Practice the “Check-Back”: Ask your colleague to summarize the deadline and key requirements of the task.
- Schedule a Check-In: For longer tasks, schedule a brief midway meeting to review progress together.
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For more, review the Delegation and Clear Instruction Giving toolkit on the Communicating Effectively wiki.
