The Art of Smarter Delegation

Have you ever thought to yourself, “I could delegate this, but I can do it faster and better if I do it myself?” You are not alone. This is absolutely true if you started your career as an individual contributor. You’ve mastered the work and can get it done without any problems.

But there is a problem. You are depriving your employees of the chance to learn and apply skills that you already have.

The Delegation Decision Framework

Before automatically taking on every task that crosses your desk, pause and ask yourself these five crucial questions:

Should I delegate?

What value do I add by doing the task myself?
Could someone else have delivered the same results?
What needs to be in place for me to delegate this task?
Would I be helping someone develop an important skill by having them do it?

These questions help you move from being a bottleneck to being a force multiplier. Delegating wisely will not only help you get work done more efficiently, but it will also help you build capacity while developing your staff.

Okay, if I’ve convinced you to delegate, I’d like to share a way to ensure the person you are delegating to has all the necessary information to succeed. Too often, we “delegate” a project and make the false assumption that the person to whom we are delegating knows everything we do. It is unlikely that they do. This knowledge gap can create problems in the successful completion of the job.

If you are thinking that if they have questions, they will ask them. Sure, sometimes they do. But my guess is that many won’t ask for fear of appearing stupid or incompetent.

By providing answers to all these questions when delegating, you can streamline the process and help them on the road to success.

The Unasked Questions That Prevent Confusion

How often have you started a project only to realize halfway through that you didn’t have critical information? Effective leaders proactively address the questions that may go unasked for fear of looking stupid or difficult:

Why are you asking me to do this?
Why is this important?
How much of a priority is this?
What is the purpose?
When is it due?
What happens if it doesn’t get done?
Who do I go to with questions?
What information do I need to know?
What are my resources?
Has someone else done this successfully?
What does success look like?
What could go wrong?
How often do you need progress updates?

These questions save countless hours of rework and frustration. In government, where accountability and proper process are paramount, taking time upfront to clarify expectations prevents downstream problems that can affect service delivery to citizens.

Putting It All Together

These two question frameworks work hand in hand to make your leadership more effective. The delegation questions help you make strategic decisions about where to focus your energy. In contrast, the clarifying questions ensure that whatever work gets done — whether by you or your team — is done right the first time.

Consider making these questions part of your regular leadership routine:

Start each week by reviewing your task list through the delegation lens.
Begin every new assignment by sharing the answers to the clarifying questions.

The Bottom Line

Outstanding leadership isn’t about having all the answers — it’s about asking the right questions at the right time. By mastering these two simple frameworks, you’ll find yourself making better decisions, communicating more clearly, and developing stronger teams.

The next time you’re handed a new project or considering whether to tackle a task yourself, pause and run through these questions. Your future self (and your team) will thank you for the clarity and intentionality that follows.

What questions have transformed your leadership approach? Share your thoughts and experiences in the comments below.

Laurie Brown, CSP, is a globally recognized communication expert with over 30 years of experience as a trainer, coach, and speaker. She specializes in helping professionals enhance their presentation, communication, and customer service skills. Laurie has worked with diverse audiences across four continents, partnering with Fortune 500 companies, government agencies, and small businesses. Her clients include Google, Ford, KPMG, and Salesforce. Known for her engaging and results-driven approach, Laurie is the author of several books and has been named one of the Top 30 Global Communication Gurus.