Leaders teach employees how to perform their delegated assignments and tasks in order to assure their timely and accurate completion. An effective method of educating employees both ensures complete understanding of assignments and addresses productive ways to complete them successfully.
When tasks are delegated, many leaders become frustrated by the inability of employees to complete assignments in a timely and competent manner. Leaders often feel completing assignments by themselves is easier and faster. This becomes an excuse and a barrier to delegating altogether. It also hampers the leader’s ability to grow and increase their productivity.
Leaders understand that when they begin to delegate tasks and assignments, time and patience are needed to educate their employees to perform competently.
Leaders regularly delegate assignments, but continue to see employees fall short of assignment completion and the expectations set for them. This is often the result of assignments or tasks being misunderstood, ignored, forgotten or viewed as overwhelming. These negative outcomes are generally attributed to improper or ineffective employee education.
Leaders know that in order to increase productivity and results, the first step is to properly educate their employees in how they want the task and assignment carried out and how specifically to do it. Employees must also be made aware of set time frames for accomplishing the work and the desired results the leader expects.
While employees may stumble initially, leaders understand that their proficiency will increase greatly with time and experience.
Use of the following six-step instructional method is a top priority for leaders because it eliminates unsuccessful assignment implementation and completion.
Review the Assignment
In order to effectively educate employees, leaders begin by previewing the overall assignment, task or responsibility. They look at all the components necessary to complete it effectively in a timely fashion and review their personal expectations in regard to it.
Developing notes and reference points to use when meeting with individuals to be assigned is essential.
Explain Clearly and Carefully
One main responsibility in educating employees is to make instructions as clear and precise as possible. Leaders know that explaining clearly is a twofold process. They need to present their information in a way that is logical and free of confusion or ambiguity. The other side of clarity is how an employee perceives, interprets and responds to the instructions.
Leaders make it a point to use vocabulary that is on the employee’s level of understanding. Specific examples are used that relate directly to the tasks and expectations within the given assignment. Leaders carefully organize and sequence the components of each task to be assigned. They eliminate irrelevant or unrelated information and are logical and realistic in their expectations and requirements.
Apply ‘Think Time’
It is vital to explain in detail the work that needs to be done. Leaders need to both offer ideas or suggestions as to how best accomplish it and build in “think time” for employees to ponder and absorb what is being said. These are pauses inserted between major points of discussion, and include various essential components related to the task or the employee’s questions regarding the assignment.
There is a time difference between hearing and comprehending. People talk much faster than one can actually listen. This is why leaders make it a point to explain small portions of an overall assignment within a given time frame, affording the necessary space for employees to think through the instructions and various responsibilities that apply to all aspects of their assignment. Additional time is allowed to formulate questions and concerns so employees feel thoroughly prepared.
Assign Reference Materials and Individual Resource People
There may be times throughout the course of an assignment when an employee needs to use outside resources. Leaders cover these contingencies in their instructions.
Employees should be given the names of two or more people that can help them in problem situations. Reference materials should also be offered with detailed explanations of how they can be used and for what types of situations. Discussions and illustrations on how and where to find solutions to problems pertaining to their assignments need to be included in the instructional process.
Repeat and Readdress Directions and Specific Points
As total understanding is key to task achievement, leaders consistently repeat and readdress major points, issues and detailed components of assignments. This repetition focuses the employee’s attention on what is being said. Repeating and readdressing issues also helps leaders avoid inserting last-minute changes in their assignments and/or instructions. It is also a good way to survey the understanding levels of an employee. Leaders find many employees are ready to begin their assignments immediately after one good instructional period. Many will need little or no intervention and prodding afterward.
Self-Test for Assignment Understanding
Leaders encourage employees to test themselves in instructional areas that are not clear to them. The process includes being able to identify and openly state the main idea of the various components, steps, actions and responsibilities in their assignments. They should be able to recall exact directives of each separate phase of their assignment. Employees should be able to verbally detail what they need to do, when it needs to be done, and how best to accomplish it.
Ideas, concepts, methods or areas that remain unclear need to be revisited. Instructions should be given again in a learning style best suited to achieving total understanding. Leaders find that self-testing works effectively at the end of an instructional period to review and solidify the various details and processes within the given assignments.
Excerpt: Delegation: Pinpoint Management Skill Development Training Series by Timothy Bednarz (Majorium Business Press, Stevens Point, WI 2011).