Your Favorite Word: Delegation.

If you have had a job more than three seconds, you are all too familiar with this elusive concept. At times it may seem easier to collect compelling evidence for the existence of Bigfoot than to develop a practical strategy to delegate.

As a leader, your primary job is to keep everyone working toward the vision. Ministry leaders are trying to work on the ministry (administration, vision, and tweaking processes) while they are simultaneously working in the ministry (doing the day-to-day operations).

Everyone knows they should delegate, but few figure out how to get ahead of the curve.

Here are six steps that I have picked up over the years that help me decide what I can delegate and who needs to help.

Six-Step Process to Delegate More Effectively

1. Plan ahead

You cannot delegate until you know what in the world you are doing! Planning ahead doesn’t have to be a stressful endeavor. Typically, I begin Mondays with a 30-minute weekly review. During this time, I confirm any appointments I have, plan when I am going to accomplish specific tasks, and see where I am on long-term projects.

By coming up with a weekly review, your brain will be trained to think through your tasks and deadlines.

Also, without advance planning, you cannot ethically ask someone to help you with work.

My mom has always said, “Your lack of planning is not my emergency.”

If you have waited until the last minute, YOU need to complete the task. Don’t pawn it off on a volunteer or employee. That is a surefire way to lose good workers.

2. Establish the essentials

Many of the tasks we stress about are not the essentials. After you have surveyed the work, ask yourself what is absolutely necessary. This doesn’t mean that you cut the creative elements. Trust me, those are of the utmost importance! Simply cut out the areas, steps, and processes that will cause you to spin your wheels.

3. Are you the ONLY person who can complete the task?

If the answer is “Yes,” then you need to schedule time to complete it. 

If the answer is “No,” then you need to delegate it.

This is typically where leaders get in trouble. For instance, if there is a problem that needs to be addressed, the leader, not an administrative assistant, needs to pick up the phone and work it out. Don’t forget to weigh the importance of each task, including the ones you don’t want to do.

4. Choose the best person for each task

When you find a task to delegate, the next step is to find out who will complete it. Remember to match tasks with people’s skills and abilities when you are able.

Another consideration is time. Can the bookkeeper run the report by noon if he is responsible for payroll that morning?

Many tasks can be outsourced to companies or contract workers for pennies on the dollar. Logos, videos, and website design will be done correctly by experts instead of by a church administrative assistant who can barely use Microsoft Word.

5. Set clear expectations and deadlines

Tasks will be completed to your standards when you effectively communicate your standards. Don’t drop a project off and run for the hills!

Send written instructions (preferably in e-mail) so your worker knows what he is responsible for and when he should have it done. This will also give the worker an opportunity to communicate if he is unable to take on the assignment.

6. Follow–up on the project

No one needs a micromanager, but leaders must ensure tasks are completed. Checking in on the assignment is necessary to ensure YOU will not be completing the task last minute! It also gives the worker a chance to ask questions, get clarification, and feel connected to the bigger picture.

If you get ahead of the curve and start delegating, you will create space for the tasks only you can accomplish.

How do you pull other staff members and church volunteers into the ministry projects you have going on?