Steps for explaining the assignment

Once you've identified the right person for the delegated work, communicate the proposition. If at all possible, do this in a face-to-face meeting. If that's not possible, use video or web conferencing technologies so you and your employee can see each other and review materials relevant to the delegated assignment together.

When explaining a task, open communication and trust are critical. To achieve both:

1. Clearly describe the task, project, or function you're delegating.

• Define the purpose and importance of the assignment.

• Review the scope of the employee's responsibilities.

• Identify other personnel who will be involved, if applicable, and describe their roles.

• Discuss feasible deadlines for completion.

• Pass along any information the assignee needs to get started.

1. Establish agreed-upon standards of performance and measures of success.

• Set firm benchmarks for such things as quality, time, and cost.

3. Define the resources and support that will be available.

• Identify any materials, equipment, space, tools, and other resources needed to complete the assignment, and confirm their availability.

• If necessary, allocate additional staff to assist in meeting the assigned goals.

• Ask the employee what support they think they may need from you throughout the assignment.

4. Identify the need for any special training or coaching, and describe how it will be given.

• If the assignment requires the staff member to develop new skills, agree on an appropriate plan for training.

• Discuss the need for coaching, and set up a schedule agreeable to both parties to provide the needed support.

• Agree on a date to review progress, and assess the need for additional training or continued coaching.

5. Agree on parameters for follow-up and feedback.

• Establish a system for reporting progress regularly—such as monthly reports, or weekly or monthly meetings.

• Agree on parameters for providing ongoing feedback as needed. Your feedback will be seen as less intrusive if you and your staff member concur ahead of time about when and how you will provide it.

• Determine how and when you will become involved if the expected goals of the delegated work are at risk or if other major problems arise.

6. Document the key points.

• Follow up the meeting by documenting key points in writing.