5. Establish Metrics and Measurements.
How do we know if the project or task has been successful? What are the metrics or measurements that we will use for comparison?
Similar to timelines and milestones the metrics should be established at the beginning of the project or assigned task. Metrics typically provide some accountability data. We often think in terms of how much, how many, and in what timeframe. However, what determines those thresholds? We need something to compare to, here are three possibilities:
- Past performance
- Benchmark data
- Management expectations
Effective delegators will consider what is measurable and achievable; and what will be the most important to demonstrate in the future? Gathering some data on past performance, industry or sector benchmarks, and management expectations are all useful for comparison. Benchmark and past performance data tend to be objective and are highly recommended for inclusion in your evaluation toolbox. Often projects are evaluated based on management expectations alone which could be considered subjective in nature. As long as those (management) expectations are well communicated and reasonably achievable they can provide a viable and valuable comparison.
Metrics and measurement choices may vary considerably depending on the type of project or task, and its significance to the organization or performance contributions. Effective delegation will produce results, for those achieving those results remember to give thanks and reward!
Tuesday, August 03, 2010
Monday, August 02, 2010
6 Steps to Effective Delegation (Part 4 of 6)
4. Establish Meaningful Timelines and Milestones.
Will the project or task be completed on time? Supervisors and direct reports alike often worry about meeting deadlines. The idea of establishing timelines and milestones at the start of any project is essential for effective delegation.
Delegation efforts that include the use of meaningful timelines and milestones also provide the opportunity to ensure accountability. Many workplace professionals struggle with the idea of accountability. They worry about how to monitor or establish accountably and how to respond in situations where the desired outcomes are less than expected. Effective delegation establishes opportunities up front to monitor progress and to provide feedback. Most employees want to be successful and by establishing the expectations and timelines up front project monitoring becomes part of the assignment.
Checking project status at predefined timelines and milestones is most effective when we have established metrics and measurements.
Will the project or task be completed on time? Supervisors and direct reports alike often worry about meeting deadlines. The idea of establishing timelines and milestones at the start of any project is essential for effective delegation.
Delegation efforts that include the use of meaningful timelines and milestones also provide the opportunity to ensure accountability. Many workplace professionals struggle with the idea of accountability. They worry about how to monitor or establish accountably and how to respond in situations where the desired outcomes are less than expected. Effective delegation establishes opportunities up front to monitor progress and to provide feedback. Most employees want to be successful and by establishing the expectations and timelines up front project monitoring becomes part of the assignment.
Checking project status at predefined timelines and milestones is most effective when we have established metrics and measurements.
Friday, July 30, 2010
6 Steps to Effective Delegation (Part 3 of 6)
3. Share and clarify the big picture.
Employees should understand the big picture. In many workshops that I deliver I ask participants if they know the mission statement of their organization. Perhaps not surprising is that very few have any idea about the mission statement.
Knowing and understanding the mission statement gives employees a sense of purpose and helps solidify direction and desired outcomes during delegation efforts. Employees who know and understand the mission of the organization will be better positioned to tackle projects, assignments, and day-to-day job duties. When they encounter unexpected problems it reinforces the purpose giving them a better approach to problem solving.
During delegation efforts employees should be clear on the expected outcomes of a task or assignment and how this assignment aligns with the broader organization strategies. Throughout the course of a project it is beneficial to continually monitor the path and progress to be sure this alignment continues. An opportunity to monitor is presented when we establish meaningful timelines and milestones.
Employees should understand the big picture. In many workshops that I deliver I ask participants if they know the mission statement of their organization. Perhaps not surprising is that very few have any idea about the mission statement.
Knowing and understanding the mission statement gives employees a sense of purpose and helps solidify direction and desired outcomes during delegation efforts. Employees who know and understand the mission of the organization will be better positioned to tackle projects, assignments, and day-to-day job duties. When they encounter unexpected problems it reinforces the purpose giving them a better approach to problem solving.
During delegation efforts employees should be clear on the expected outcomes of a task or assignment and how this assignment aligns with the broader organization strategies. Throughout the course of a project it is beneficial to continually monitor the path and progress to be sure this alignment continues. An opportunity to monitor is presented when we establish meaningful timelines and milestones.
Wednesday, July 28, 2010
6 Steps to Effective Delegation (Part 2 of 6)
2. Have you clearly defined the expectations?
During delegation efforts do you clearly define the expectations? Employees may be unable to be successful and typically are not as motivated if they are unclear of the expectations for carrying out job tasks or duties.
Supervisors and managers may sometimes feel great disappointment and confusion about why delegated tasks fail to get completed in a timely, accurate, or otherwise appropriate manner. In some cases management is not delegating effectively. Effective delegation includes a clear and concise definition of the expectations. This problem can be amplified if the supervisor believes that they have been clear and concise but the employee who has received the assignment is still unclear. Perhaps worse yet if they believe they are clear but have interpreted the communication differently the results could be very unfavorable. Of course, we sometimes we call this – miscommunication.
Effective delegation must include clearly defined expectations. To help solidify the transfer of job tasks or duties consider these helpful hints:
- Ask questions to ensure understanding
- Ask for reflection back about the objectives of the project or task
- Use effective listening approaches
- Watch or monitor the work as the employee begins
Delegation represents one of the keys to leadership success. Leaders should always be sure to share and clarify the big picture.
During delegation efforts do you clearly define the expectations? Employees may be unable to be successful and typically are not as motivated if they are unclear of the expectations for carrying out job tasks or duties.
Supervisors and managers may sometimes feel great disappointment and confusion about why delegated tasks fail to get completed in a timely, accurate, or otherwise appropriate manner. In some cases management is not delegating effectively. Effective delegation includes a clear and concise definition of the expectations. This problem can be amplified if the supervisor believes that they have been clear and concise but the employee who has received the assignment is still unclear. Perhaps worse yet if they believe they are clear but have interpreted the communication differently the results could be very unfavorable. Of course, we sometimes we call this – miscommunication.
Effective delegation must include clearly defined expectations. To help solidify the transfer of job tasks or duties consider these helpful hints:
- Ask questions to ensure understanding
- Ask for reflection back about the objectives of the project or task
- Use effective listening approaches
- Watch or monitor the work as the employee begins
Delegation represents one of the keys to leadership success. Leaders should always be sure to share and clarify the big picture.
Tuesday, July 27, 2010
6 Steps to Effective Delegation (Part 1 of 6)
1. Give the Whole Task
Supervisors and employees alike often cringe at the thought of the word - delegation. I believe it ranks second in leadership bingo to the word “change.” What is so difficult about delegation? Many would quickly reply that it has something to do with trust. Trust that it will be completed timely and without errors or problems, not only because it has to be, but also because the supervisor needs to feel confident that the employees are competent. Trust, accuracy, confidence, and competence - the point that I am making here is that there are many difficulties, many of them emotional in nature, that prevent otherwise great supervisors (read leaders) from being effective delegators.
The first and perhaps most important step in delegation is - giving the whole task. When we give the whole task the person feels a sense of ownership and responsibility. Once given (read delegated) that responsibility we have sent a message that says “I trust you to do this work.” In healthy organizations this motivates and energizes the employee. It then becomes the responsibility of the employee to fulfill the job duties. Lack of fulfilling their job duties would of course indicate that they are not a fully performing employee – they are something less.
How do we know if they are fully performing? Have you clearly defined the expectations?
Supervisors and employees alike often cringe at the thought of the word - delegation. I believe it ranks second in leadership bingo to the word “change.” What is so difficult about delegation? Many would quickly reply that it has something to do with trust. Trust that it will be completed timely and without errors or problems, not only because it has to be, but also because the supervisor needs to feel confident that the employees are competent. Trust, accuracy, confidence, and competence - the point that I am making here is that there are many difficulties, many of them emotional in nature, that prevent otherwise great supervisors (read leaders) from being effective delegators.
The first and perhaps most important step in delegation is - giving the whole task. When we give the whole task the person feels a sense of ownership and responsibility. Once given (read delegated) that responsibility we have sent a message that says “I trust you to do this work.” In healthy organizations this motivates and energizes the employee. It then becomes the responsibility of the employee to fulfill the job duties. Lack of fulfilling their job duties would of course indicate that they are not a fully performing employee – they are something less.
How do we know if they are fully performing? Have you clearly defined the expectations?
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