What are delegating skills? How to delegate tasks to subordinates

One individual cannot perform all the tasks in a project on their own, so mastering delegating skills is extremely important. To make the work process more effective, administrators need to learn about scientific ways of assigning tasks as well as building a reasonable handover process. If you need to improve this skill, please join 1C Vietnam to learn about the article below!

1. What are delegation skills?

Delegation skills are the ability to divide tasks, jobs, roles and convey information to each employee in the organization. This skill helps managers reduce the burden of work, to ensure the completion of tasks on time and with quality. Besides, this is also an opportunity for employees to develop their abilities and skills to advance in their work.

Even if an administrator has good expertise and skills, he or she cannot undertake all the tasks in an organization or project alone. Therefore, managers need to improve their delegation skills . When used correctly and effectively, this skill can bring the following benefits:

• Reduce work burden and pressure on managers' shoulders.
• Ensure work is completed quickly and on time.
• Motivate employees to develop themselves and improve working skills.
• Enhance the role of the team in the business operation process.
• Optimize the enterprise's human resources.
• Manage and monitor business progress more effectively.

2. 7 ways to delegate tasks to subordinates

Work handover is a direct working process between administrators and employees. This process not only requires managers to have effective and scientific assignment skills , but also needs the ability to respond and resolve sensitive situations. Below are 7 notes on how to assign tasks to employees that administrators can refer to:

2.1 Assign work appropriate to capacity

One of the top principles in the skill of delegating work to subordinates is ensuring that work is completed on time and with quality. To do this, administrators need to assign tasks based on the strengths and weaknesses of each employee. When assigned work that matches their qualifications, employees will be able to complete it effectively and limit stress and pressure due to not working professionally.

2.2 Make sure employees clearly understand job requirements

When handing over work, administrators need to ensure employees clearly understand the requirements of the assigned tasks. If necessary, the handover person can visualize by adding charts, images and specifying with numbers so that the employee can visualize clearly. Clearly defining job requirements also helps administrators have a basis for measuring the level of employee completion.

2.3 Provide necessary information

One of the common mistakes of managers with poor delegation skills is remaining silent after the assignment and not explaining further. Promoting communication activities at work will help employees clearly understand the requirements and purposes of assigned tasks. At the same time, administrators also need to provide relevant documents or tools to support employees' implementation process.

2.4 Inspiration and motivation

Good assignment skills are not simply about mechanically dividing tasks, but rather a process of communication and exchange to ensure employees are capable of performing and comfortable with assigned tasks. Overly mechanical assignment will cause confusion, boredom and, more seriously, lead to absenteeism or a shortage of human resources in the business. Therefore, administrators need to ensure that the process of assigning work also includes giving purpose and hope.

2.5 Supervise and support work when needed

When regularly checking, monitoring, and updating progress, managers can grasp the actual situation of work, promptly detect arising problems to take appropriate measures. This helps ensure that the work is completed on schedule, with the right quality and that the set goals are achieved.

In addition, regularly checking, monitoring, and updating progress also helps managers grasp the capacity and working efficiency of employees. From there, we can provide appropriate support and direction for employees to develop and improve themselves.

2.6 Regularly evaluate work performance

When assigning tasks, administrators need to monitor and control the progress of assigned tasks. Based on monitoring results, businesses can evaluate employee performance, point out strengths and weaknesses to improve and enhance skills. Besides, closely monitoring work also helps Administrators ensure that work goes according to the proposed plan.

2.7 Build good relationships with employees

A positive work environment will increase motivation, work efficiency and promote employee satisfaction. One of the important factors to create that is a good relationship between employees and managers. When employees feel respected, listened to and recognized, they will tend to be more attached to the organization and contribute more to assigned tasks.

3. Effective 5-step assignment process

Below is an effective 5-step job assignment process summarized by 1C Vietnam for your business's reference!

• Determine specific work: Before handing over work to employees, administrators need to clearly define the goals, scope and requirements of the task. Administrators need to classify tasks according to importance, completion deadline and specific skill level before handing over.
• Choosing the right job: Managers need to carefully consider whether the personnel have enough skills, knowledge, and experience to complete the job before handing over.
• Job assignment: The job assignment process needs to be done accurately and specifically with all necessary information.
• Monitor progress: After handing over work, administrators need to regularly monitor and evaluate actual activities to ensure progress according to plan as well as promptly make changes, if any.
• Evaluate results: Based on the evaluation results, managers can determine the employee's level of task completion, find strengths and weaknesses so employees can improve and develop skills.

4. Common difficulties in the process of assigning work

For projects that have many tasks to do and involve many individuals, the process of handing over work is not easy. When managers do not have really good handover skills, they may encounter the following difficulties:

• Not understanding employee capabilities: Some managers lack observation skills and do not understand the strengths and weaknesses of employees and may hand over inappropriate tasks. Usually, too much work or too high skill requirements can cause employees to feel stressed, depressed, and more seriously, leave their jobs midway.
• Do-it-yourself mentality: Many managers believe that they have enough personal capacity to do everything and do not want to hand over work to others because they worry about quality. This can cause administrators to be overwhelmed, as well as not give employees the opportunity to develop.

• Control and monitoring: If the manager does not control and monitor after handing over work, the output quality may not be as expected. This causes waste of resources as well as delays in implementation progress.
• Enterprise policies and procedures: Some businesses have quite rigid and restrictive work handover processes, causing delays or putting pressure on employees by having to perform too many steps.
• No effective delegation skills : When managers do not know how to delegate effectively, do not understand tasks, goals, and responsibilities, it can lead to problems such as lack of information and inaccurate handovers. accurate and does not motivate employees.

5. 1C:Document Management - Effective solution for assigning work to employees

Improving task delegation skills is not too difficult, but to achieve high efficiency, administrators need to know how to apply technology to make the most of resources in solving tasks as well as building effective teams. 1C:Document Management software is a digital office solution developed to automate project operating processes. In particular, the software is integrated with specialized features for the work handover process, specifically:

• Assign tasks in many forms: audio, text, images,...
• Automate the work handover process: Allows creation of specific tasks from a large work chain, directly divided to each department, unit, position,...
• Work can be handed over anytime, anywhere: 1C:Document Management allows linking with any mobile device, integrating email and SMS notification features when new tasks appear.

Delegation skills are an important tool to help administrators reduce work pressure as well as create opportunities for employees to improve their skills. To make the process of assigning work to employees effective, administrators can use 1C:Document Management software. Hopefully your business has received more useful information through the above article. If you have any questions about the product, please contact 1C Vietnam for support.