Mastering Delegation: Why expectations will set you up for failure

Part 1 of 2 on Delegation

“I need to get better at delegating”.

Effective delegation is the primary skill my clients often express a desire to enhance and develop. Many leaders find it more convenient to handle tasks independently rather than delegating to their team members. However, when done correctly, delegation can enhance employee capabilities, foster commitment and pride, and liberate leaders for higher-leverage, strategic work.

In this two-part series inspired by Erika Anderson's book, Growing Great Employees, I'll introduce a powerful method for nurturing employee growth. Part 1 will focus on forming strong agreements with your team, while Part 2 will delve into leveraging these agreements to delegate authority and responsibility effectively.

Expectations versus agreements

Notice above I said “forming agreements”, rather than "setting clear expectations”. Often, we associate leading a team with setting clear expectations, but I'm here to challenge that notion. Putting all your trust in setting expectations can result in disappointment.

Firstly, expectations are inherently one-sided, reflecting the beliefs or assumptions of one party regarding what should occur in a given situation. They are subjective; for example, one leader may expect that everything sent to them is a final draft, while another may expect to be involved in strategy development. Relying solely on setting expectations places significant weight on your ability to: 1) accurately understand your own expectations, and 2) effectively communicate them to your team. Moreover, expecting compliance necessitates securing buy-in from the team. Without a compelling "why" or strong buy-in, team members are less likely to adhere to or prioritize the expectations you set.

On the other hand, an agreement is multi-faceted. It represents a clear, collectively acknowledged understanding of what tasks an employee is expected to fulfill. Unlike expectations, agreements are objective, involving explicit commitments from all parties and outlining agreed-upon rights, responsibilities, terms, and conditions. Since your team collaborates in crafting the agreement, there's no need for additional buy-in. A well-structured agreement ensures mutual accountability between you and your team, fostering a sense of responsibility and commitment.

How to set a clear agreement

Hopefully, I've convinced you that agreements are crucial for setting yourself up for success. Before diving into the specifics of establishing clear agreements, I want to emphasize one critical aspect of all agreements. They must align with:

• Your company’s vision and strategic goals

• Your department’s role in achieving the vision and goals

• Your employees’ understanding and ability

Ensuring alignment in these areas helps guarantee that your team focuses its efforts on tasks that contribute to achieving the desired results, rather than expending energy on projects or tasks that won't be beneficial.

Now that we’ve got that out of the way, let’s dive in.

Step 1: Clarify

The first step in forming an agreement is to clarify precisely what both parties are agreeing to. Before meeting with your employee, take some time to create a clear mental picture - consider what specific information this individual requires from you to succeed in this area. Your answer to this question may change depending on whether the individual is a new or experienced employee.

During the meeting with your team member, ensure to offer context and rationale for the task’s importance. Clarify why this ask is important for your objectives, your employee’s current and future success and its alignment with the company’s vision and goals.

Now this is where the multi-sided aspect comes into play. Listen to your employee’s perspective. Ask them: “Given what I've shared, what are your thoughts?” This step will allow you to collect their insights on what you've discussed, including the background of this issue or area, and any ideas they may have regarding how to fulfill the agreement. Additionally, it provides an opportunity to gauge your team member’s competence in this area.

Lastly, check for any obstacles, your employee may anticipate. Verify that your team member possesses (or can acquire) the necessary resources, skills, and/or knowledge to fulfill their part of the agreement. For any obstacles identified, discuss strategies for overcoming them together.

Step 2: Commit

This is the most important step and one that is often overlooked.

Ask your team member to summarize their understanding of the agreement.

I frequently receive feedback from clients expressing discomfort in asking their team members to repeat what was just discussed. As with anything, it’s important to give the why! You might say, “It’s really important to me that we both have a clear understanding of this agreement. Would you mind summarizing, in your own words, exactly what we're agreeing to?"

It's absolutely crucial that both parties share the same understanding. Since you've already taken the time to create a clear mental picture, it's essential for your team member to grasp exactly what the agreement entails. Hearing their interpretation of the agreement allows you to quickly identify any misunderstandings or gaps, ensuring alignment in understanding.

Once it's evident that you're both on the same page, it's important to establish benchmarks and timeframes. Agreeing on dates for progress check-ins and setting clear deadlines for achieving goals is essential. Too often, projects or ideas are discussed in meetings but then forgotten. New processes may be followed initially, but with shifting focus, old patterns and routines resurface. Setting benchmarks and time limits ensures mutual accountability for fulfilling the agreement.

Step 3: Support

After clearly defining the agreement with employee buy-in, discussing obstacles, and establishing a plan for follow-up, the next step is to execute on the agreements. As a leader, it's crucial to provide feedback on how the employee is progressing relative to the agreed-upon goals or responsibilities. With various factors like time constraints, workload, and mental habits potentially hindering progress, it's important to continually ask each other, “what are potential obstacles that may prevent you from following through on these agreements?”. This ongoing conversation makes sure you both stay on top of things and hold each other accountable.

Coaching Challenge

Consider an agreement you need to establish with someone on your team. Reflect on:

• How can you paint a clear mental picture of what you're asking from them? Ensure you provide all the necessary information they need to succeed. Double-check that it's specific, understandable, and feasible.

• What steps can you take to provide context and rationale? Think about why this aspect of performance matters to the employee, to you, and to the company. Tie your explanations back to your company’s vision and/or strategic goals.

• What are some questions you can pose to draw out any important information your employee might have about the agreement?

• What obstacles might they encounter? Do they possess the required skills, knowledge, and resources? Consider time constraints, conflicting priorities, or resistance to change that could hinder their progress.

Get out there and solidify the agreement! Don't forget to think about how you'll ensure your employee understands the agreement. And jot down any key milestones or deadlines you want to establish.

Share your experiences in the comments below!