Want to Become a Better Leader? Learn to Delegate

You pour your energy into every detail, from high-level strategy to the day-to-day grind.

You tell yourself it’s the price of success, but the reality?

You’re heading straight toward burnout.

I’ve been there too. Like many people, I believed I needed to stay hands-on in every task.

The thought of delegation felt risky.

What if it slows everything down? What if things go wrong? After a few failed attempts, I almost gave up.

But then I came across Getting Things Done (GTD) by David Allen, a game-changer in how I approached my work.

One key lesson?

Delegation isn’t just helpful—it’s critical.

In fact, delegation is your secret weapon for becoming focused, freeing up your time, and making space for the bigger strategic decisions that will actually grow your business.

Here’s how you can make it work for you:

1. Capture the Task

2. Clarify if Delegation is Appropriate

3. Define the Desired Outcome

4. Communicate Effectively

5. Provide Resources and Support

6. Let Go and Trust the Process

7. Track Delegated Tasks in Your System

8. Review and Reflect

9. Learn and Improve

These are the personal notes I use before I start a new project:

1. Capture the Task

• Collect: Write down every task, commitment, or responsibility that you might want to delegate. It can be frustrating when people start to work on your project only to be interrupted with additional task you forgot to mention.

• Clarify: Before deciding to delegate, clearly define the task. Make sure you understand exactly what needs to be done, what the outcome should look like, and any constraints.

2. Clarify if Delegation is Appropriate

• Ask: Is this something I must do myself?: Some tasks require your specific skill set or authority. If the answer is no, then it may be suitable to delegate.

• Determine the best person to delegate to: Think about who has the skills, knowledge, or authority to handle the task. The person should have the capacity and willingness to take it on.

3. Define the Desired Outcome

• Be clear about what success looks like: When delegating, communicate what the end result should be. Be specific about deliverables, deadlines, and any key milestones.

• Explain the purpose and importance: Help the person understand why the task is important and how it fits into the larger picture.

4. Communicate Effectively

• Provide context: Give enough background information so the person can understand the bigger picture.

• Set expectations: Be clear about the level of authority you’re granting. Can they make decisions? Should they check in frequently or work independently?

• Set deadlines: Provide a timeline or due date. Be clear on when things are due to reduce ambiguity and stress. Let the person set the deadline if you don't know - this will make them more accountable.

• Ask for understanding: Make sure the person understands the task, the desired outcome, and the deadline. Encourage them to ask questions.

5. Provide Resources and Support

• Offer resources: Make sure the person has everything they need to complete the task. This could include access to documents, tools, or other team members.

• Offer guidance: Let them know how and when they can reach out to you if they run into problems or need help. At the same time, avoid micromanaging.

6. Let Go and Trust the Process

• Avoid micromanaging: Once you’ve delegated a task, trust the person to handle it. Focus your energy on what’s most important, not hovering over tasks that you’ve delegated.

• Check in at appropriate intervals: You may want to set checkpoints if it’s a long-term project, but otherwise, allow the person to work independently within the set guidelines.

7. Track Delegated Tasks in Your System

• Use a Waiting For list: Keep track of delegated tasks using a “Waiting For” list. This list allows you to monitor what you’ve delegated and follow up when necessary.

• Review regularly: During your regular review, go over your Waiting For list to see what tasks are outstanding and follow up if needed.

8. Review and Reflect

• Assess the results: Once the task is completed, review the outcome. Did the person meet the expectations? Were there any misunderstandings or issues?

• Give feedback: Provide constructive feedback. If things went well, acknowledge their success. If improvements are needed, be clear about what could be done better next time.

9. Learn and Improve

• Adjust your approach: Use your reflections on the delegation process to improve. If certain tasks weren’t delegated well or caused issues, think about how to communicate more effectively in the future.

• Build trust and capacity: Over time, delegation helps build others’ skills and allows you to focus more on high-level tasks. It also strengthens trust within your team.

What Now? Master Delegation.

It’s time to break the cycle of endless work.

You can’t and shouldn’t do everything yourself.

By mastering delegation, you’ll reclaim time for the most important parts of your business: strategy, innovation, and growth.

And as a bonus?

You’ll have more energy for life outside of work too.

If you’ve had bad experiences delegating in the past, don’t let that stop you.

Use the steps from GTD, and you’ll see a difference.

It’s a skill worth mastering—and it’s the key to scaling your business without sacrificing your sanity.

Ben