Tag Archives: effective delegation

EBOOK – A STORY ABOUT EFFECTIVE DELEGATION – INTRODUCTION

INTRODUCTION

Larry is a new learning and development manager at XL Support, a health and social care company that provides services to people with mental health support needs. Having been on the job for just over six months, Larry is getting overburdened with work.

After discussing his work dilemma with his friend and former manager, Brian, he is advised by Brian that maybe he should be delegating some of the tasks he is doing to team members who are better placed to do them.

The challenge is that Larry has never delegated before and does not know where to start. Brian, who is much more experienced, agrees to show Larry how to delegate tasks to his team members effectively.

Through the discussion between Larry and Brian, you will read about what delegation is, its benefits to both the manager and team members, reasons why some managers don’t delegate despite the benefits of delegation, and steps we can take to delegate effectively.

Training Resource – Introducing Effective Delegation #15

We have come to the end of the session on effective delegation. In this part of the session, the participants will reflect on what they learnt during the session and then it will be brought to a close.

REFLECTION AND CONCLUSION

Direct them to the section in their workbooks titled – REFLECT – NOTE – ACT.

Tell them to do the reflection activity there and afterward be ready to share at least one thing from their reflection.

Give them 6-minutes for the activity.

When the time is up, stop them and get everyone’s attention. Then allow each participant to talk about one thing from their reflection. For those who want to talk about more than one thing allow them to do so.

When they finish, thank them for sharing their reflections and also engaging in the practice session.

After that move on to end the training session but first ask if they have any questions and/or comments.

Listen to any they have and respond appropriately.

Then display the slide titled – SESSION REVIEW.

Tell them that:

  • Thank you very much for attending this session and for all your participation.
  • During this session, we described what delegation is and identified the benefits of delegating.
  • We also identified some of the reasons why managers may not delegate and discussed some ways to overcome those barriers to delegation.
  • Then we identified a three-part structure for delegating effectively and practices how to apply it when delegating.
  • I do hope you find what we have discussed today useful as you work with your teams and delegate tasks to them.
  • Thank you very much.

After that close the session.

Training Resource – Introducing Effective Delegation #13

The participants have already been involved in one practice session which was done by the facilitator and two volunteer participants. Now they are going to be put into small groups to practice how to delegate.

DELEGATION IN ACTION – PRACTISING IN SMALL GROUPS

Display the slide titled – PRACTICE IN SMALL GROUPS.

Tell them that:

  • You will practice in groups of threes.
  • Each person in a group will rotate through the roles of manager, team member and observer.
  • There will be two practice sessions. The first one for actually delegating the task and the second for doing a check-in after delegation.
  • Each practice session will last for a maximum of 10-minutes.
  • During each practice session, the observer will observe and take down notes which they will feedback to the manager after the practice session.
  • There are guidance notes and three case studies in your workbooks which are broken into two parts.
  • The first part is what you will do to prepare for the actual delegation practice.
  • The second part is to prepare for the after-delegation check-in practice.
  • In your groups decide on which case study each person will use.
  • All the case studies have information which you will need to read beforehand to get ready.
  • You will be given an initial 10-minutes to prepare for each part of the practice and then 45-minutes for the practice sessions. 30-minutes for the actual practice and 15-minutes for feedback from the observer.
  • There will be a break in between the practice sessions for delegating and check-in.

Display the next slide titled – GIVING FEEDBACK.

Tell them that:

  • Let’s remember that the purpose of feedback is to help people learn and develop.
  • It is not for judgment or criticism. Each observer should follow the steps outlined here to ask for and give feedback.
  • They should first ask the team member about how the delegation or check-in went for them.
  • Next, they should ask the manager to talk about their experience of delegating or doing the check-in. How did it go for them?
  • Finally, observers should then talk about what they felt the manager did well and what they can do differently next time to make the delegation or check-in even better.
  • Next, direct them to the section in their workbooks titled – INSTRUCTIONS FOR THE PRACTICE SESSIONS.

Click the link below to see the instructions for the practice session.

Instructions for practice sessions

Preparation for practice – during delegation

Give them 3-minutes to read the information there. After they’ve read it, check that they understand what they need to do during the practice session. If you need to clarify anything for them, do so.

Next, use the ‘breakout rooms’ feature to put them into groups of threes to do the practice sessions.

During the practice session join each room briefly to see what they are doing and where necessary, answer any questions they have.

Once the practice session time is up (60-minutes), stop them and bring everyone back to the main room.

Then ask them some questions not aimed at anyone in particular to get an overview of what they got from the practice sessions.

You can ask questions like these (or you can make up your own questions):

  • How did the practice go?
  • What did you learn from doing the practice?
  • What lessons will you take away and do in your own one-to-ones?

In the next part of the session, they will do another practice session but this time for an after-delegation check-in.

Training Resource – Introducing Effective Delegation #12

In the previous part of this training session on effective delegation, participants were preparing to get involved in practicing how to do an ‘after-delegation’ check-in (read the post here). In this part of the session, they will do the actual practice.

PRACTICE SESSION ON DELEGATING EFFECTIVELY – AFTER DELEGATION

When the preparation time is up, stop them and bring everyone back to the main room.

As you did for the previous practice session, let everyone put off their cameras except those playing the roles of Danielle, Denzel and Amal then you can have the practice session. The practice session should not last for more than 10-minutes.

After the session let everyone put their cameras back on and ask for feedback in the following order:

  • Person acting as Denzel:
    • How did the check-in session go?
    • What worked well for you?
    • What can I improve?
    • Did you feel supported at the check-in
  • Person acting as Amal:
    • How did the check-in session go?
    • What worked well for you?
    • What can I improve?
    • Did you feel supported at the check-in

Then ask the observers to give their feedback by first talking about what went well and what can be improved or done differently.

After listening to all the feedback, thank everyone for their participation in the practice session and then let them reflect by writing down up to three lessons they learnt and will take away from the practice sessions in the chat window.

As they write their answers in the chat window, read through them quietly so you don’t distract people. Allow them to go on for 3-minutes. After 3-minutes stop them and read out the information they wrote down.

When you finish reading, thank them again for their participation and then move on to review the practice session. To review the session tell them that:

  • During this part of the session we practiced how to delegate and what to do after you delegate.
  • The aim was for us to see how delegation works in practice.
  • Hopefully from the practice sessions, you have learnt some things that you can apply to your own delegation.

Next, move on to the next set of practice sessions in which the participants will practice in small groups.

In the next part of the session, they will do some more practice but this time in small groups by themselves without including the facilitator.

Training Resource – Introducing Effective Delegation #11

Previously, in the session, the participants were preparing for a practice session on how to delegate effectively (see it here). This part of the session will focus on the first part of the practice session.

PRACTICE SESSION ON DELEGATING EFFECTIVELY

Now that the participants have finished preparing, let them know that you are now going to start the practice session.

To make it easier for the participants acting as Denzel and Amal, everybody else will put off their cameras apart from the three of you involved in the practice.

Remind the observers to take down notes. They can write down the notes in the section of their workbooks titled – OBSERVERS NOTES.

The practice session should take no more than 15-minutes.

After the practice let everyone put their cameras back on and ask for feedback in the following order:

  • Ask the person acting as Denzel:
    • How did the delegation session go?
    • What worked well for you?
    • What can I improve?
    • Are you clear about the task you need to do?
  • Ask the person acting as Amal:
    • How did the delegation session go?
    • What worked well for you?
    • What can I improve?
    • Are you clear about the task you need to do?

Then ask the observers to give their feedback by first talking about what went well and then what can be improved.

Next, tell them that there is going to be another practice session for what happens after delegation. Remind them that delegation does not end after the task has been delegated and Danielle will need to check-in with Denzel and Amal about how the task is going. Just like the previous practice session, let them know that in their workbooks are two sections titled – DENZEL GROUP – THE CHECK-IN and – AMAL GROUPTHE CHECK-IN.

Put them back into their small groups using the ‘breakout rooms’ feature and let them prepare for the next practice session using the relevant information in their workbooks for each group. Give them 7-minutes for the preparation.

The facilitator acting as Danielle should use the notes in the box below to prepare for the practice session.

In the next part of the session, the participants will get involved in the ‘after delegation’ practice session.

Training Resource – Introducing Effective Delegation #10

In the previous part of this training session, the participants worked on an activity for a scenario to identify the right team member to delegate a task to. You see it here. In this part of the session, the participants will prepare for a practice session focused on how to delegate effectively.

PRACTICE SESSION ON DELEGATING EFFECTIVELY

Tell them that:

  • Now that we know who Danielle is going to delegate the task to, let’s move on to the second stage which is the actual process of delegation.
  • For this stage, we are going to get more practical. I am going to act as Danielle, and I will split you into two groups.
  • One group will be the Denzel group and the other group will be the Amal group
  • Each group will have the responsibility of providing a volunteer who will act as Denzel and Amal.
  • Danielle will delegate the task to both Denzel and Amal and the rest of you will observe and give feedback at the end of the demonstration.
  • Please go to the section in your workbooks titled – DANIELLE DELEGATES THE TASK to read about the practice session.

Give them 3-minutes to read the information. After 3-minutes stop them and verify that they understand what they are going to be doing. If necessary, explain it to them again and check to see that they all understand.

Next, let them know that in their workbooks are two sections titled – DENZEL GROUP – DURING DELEGATION and – AMAL GROUPDURING DELEGATION.

When you split them into Denzel and Amal groups, each respective group will use the relevant information to prepare. Now, put them into two groups (Denzel and Amal groups).

Give them 10-minutes to prepare and nominate a volunteer participant (Denzel and Amal).

The facilitator acting as Danielle should use the notes in the box below to prepare for the demonstration.

When the preparation time is up, stop them and bring everyone back to the main room to do the practice. Let them know that you are now going to start the practice session.

In the next part of the session, the participants will get involved in the practice session and also give feedback.

Training Resource – Introducing Effective Delegation #8

In this part of the session, the participants will start to explore how to delegate effectively by doing an activity to identify an appropriate team member to delegate the task to. In the three-part structure for effective delegation, this is one of the things to do before the actual delegation. That is, to identify the right person for the task to be delegated.

WHO SHOULD YOU DELEGATE TO?

Direct them to the part of their workbooks titled – THE COMPLAINTS AND COMPLIMENTS REPORT.

Give them 3-minutes to read the information there. When they have finished reading, get their attention and say that:

  • That’s the situation with Danielle who has three team members and wants to delegate the ‘Compliments and Complaints’ report.
  • Danielle is not one to procrastinate so straight away she has started planning.
  • Let’s read some of her thoughts.

Display the slide titled – DANIELLE’S THOUGHTS.

Content will automatically display on the slide so let them read it for about 60-seconds and after that tell them that:

  • Danielle now has to decide who she will delegate the task to out of her three team leaders and you will help her do that.
  • In small groups, you will read about the task and each of the team leaders and then decide who is best suited to do the task.

Tell them that the task they will do in small groups is in the part of their workbooks titled – THE TASK AND THE TEAM LEADERS.

Use the ‘breakout rooms’ feature to split them into groups and give them 10-minutes to do the activity.

In the next post, we will continue from here by reviewing the activity that the delegates did and revealing who Danielle chose to delegate the task to.

Training Resource – Introducing Effective Delegation #7

In this part of the session, the participants will start to explore how to delegate effectively by discussing a three-part structure for delegation.

DELEGATING EFFECTIVELY IN THREE STAGES

In this part of the session, you will introduce the participants to the three stages of effective delegation. To explain the three stages the participants will work through some case study scenarios and a practice session. Display the slide titled – A THREE-PART STRUCTURE FOR DELEGATION.

The slide will be blank when you display it with just a title. Tell them that:

  • Let me introduce you to a three-part structure for effective delegation.

Click on the slide to display information and tell them that:

  • The first part of the structure is ‘Before Delegation’ and here you answer the question – What will you do before you delegate to prepare for the actual delegation?

Click on the slide again to display more information and let them know that:

  • The second part of the structure is ‘During Delegation.’ The question answered here is – What will you do when you are delegating the task?

Click on the slide for a final time and tell them that:

  • The final part of the structure is ‘After Delegation.’ The question to answer here is – What will you do after you’ve delegated the task?
  • This is the simple three-part structure that will help you think about the necessary actions you need to take to delegate effectively.
  • Let us look at some of the actions we will need to take under each part of the structure.
  • For that, I have a little sorting activity for you to do individually.

Direct them to the section in their workbooks titled – MATCH THE ACTION TO THE STAGE.

Tell each person to read the information there and complete the activity. They have 5-minutes. After 5-minutes stop them and get everyone’s attention. Thank them for doing the activity and let them know you will review it by showing them the answers. Display the slide titled – DELEGATION ACTIONS IN EACH STAGE.

After displaying the slide, click on it again to display the answers. Allow them to read the answers for about 90-seconds. Then ask if they have any questions or comments. Listen to any questions or comments they have and respond appropriately. Next, let them know that there are handouts in their workbooks that describe each stage in more detail.

Give them 5-minutes to read it. When the time is up, stop them and get their attention.

After that let them know that you want to move on to doing practice sessions on how to delegate but first you want them to meet Danielle who wants to delegate a task to her team members but needs to choose the right person to delegate the task to.

In the next part of the session, the delegates will do an activity to help Danielle choose the appropriate person in her team to delegate a task to.

Training Resource – Introducing Effective Delegation #1

INTRODUCTION

Delegation is a process that can help managers be more effective and efficient. When delegation is done properly, it can support managers to work with their teams more effectively, develop team members and establish a culture of trust in the team. This session will explore actions managers can take to delegate more effectively.

DELIVERY MODE

  • Virtual

DURATION (ESTIMATED)

  • 2.5 hours

LEARNING OBJECTIVE

After going through this session, participants will be able to:

  • describe what delegation is
  • identify the benefits of delegation
  • explain barriers to delegation and act to overcome those barriers
  • take actions that result in effective delegation

WORKBOOK

  • Yes

PREPARATION

  • None

PREREQUISITES

  • None

INTRODUCE THE SESSION

Introduce the activity by sharing the learning objectives with them. Display the slide titled – LEARNING OBJECTIVE.

After displaying the slide, tell them that:

  • During this session, we will explore what delegation is and its benefits.
  • We will also ask and answer the question of why some managers delegate despite the benefits of delegation.
  • We will look at some ways to overcome those objections.
  • Finally, we discuss what we can do to delegate effectively.

Now that we’ve introduced the session, in the next part we will explore what delegation is.

Training Resource – Introducing Effective Delegation

Over the next couple of days, I will be posting a resource that can be used to deliver an introductory training course on effective delegation to new and first-time managers. The resource titled Introducing Effective Delegation will be posted in parts. The resource will have both virtual and face-to-face versions but I will post just the virtual version here.

After I post the whole training resource, files (facilitation guide, participants workbook, and presentation) will be made available for those who want it. The resource will cover these topics:

  • What is delegation?
  • Benefits of delegation
  • Why some managers don’t delegate
  • Structure for effective delegation
  • Demonstrating effective delegation through practice

I look forward to posting part 1 of the resource tomorrow.