Last week, we talked about what delegation is—and what it isn’t. This week, we’re getting into the how. Because if delegation were as simple as handing something off and waiting for it to magically get done, none of us would ever feel overworked.
Here’s the truth: delegation isn’t about dumping tasks—it’s about developing people. And to do that well, you’ve got to match the level of autonomy you give with the person’s readiness. Let’s walk through how to figure out where things might be breaking down.
Step 1: Diagnose Where You And Your Team Members Are on the Delegation Ladder
Think of delegation as a ladder with three levels:
Level 1: Direct (Tell)
You decide, instruct, and supervise closely.
Use this for new team members or tasks that require precision.
Example: “Research these vendors using this template and send me your findings.”
Level 2: Guided (Consult)
They have some autonomy but still check in at planned points.
Perfect for building confidence while maintaining oversight.
Example: “Work on the project and update me at the halfway point so we can review progress.”
Level 3: Empowered (Delegate)
You hand over full ownership and decision-making.
This is best for experienced, high-trust team members.
Example: “You own this project from start to finish. Let me know if you need support.”
Step back and ask yourself:
- Which level do I tend to default to?
- Am I delegating to the level of the person’s skill and confidence—or to my own comfort level?
The first “aha” moment often comes here. Many leaders delegate too low on the ladder simply because they don’t trust the process yet.
Step 2: Check the Key Principles
If your delegation feels clunky or frustrating, do a quick self-audit using these principles:
- Did I clearly explain what success looks like?
- Do I trust the person enough not to take the work back midstream?
- Did I delegate based on strengths, not just availability?
- Am I checking progress too little—or too much?
- Have I reflected on what worked once it’s over?
If you’re missing even one of these, that’s your clue where things are getting stuck.
Step 3: Reflect and Adapt
Delegation is ongoing leadership. It’s not “fire and forget.”
After each project, take 5 minutes to debrief with your team member. What went well? What could be clearer next time? These short reflections build confidence for them—and clarity for you.
Over time, these conversations raise everyone’s leadership game. And that’s the real goal: not just to get stuff off your plate, but to grow capable people who can take your business further.
Your Call to Action: The Delegation Audit
I have a Delegation Audit that helps you systematically identify what you can delegate and who you can delegate to,
Send me an email and I will get it to you.
Small tweaks here can make a huge difference in freeing up your time and developing stronger team leaders.
Stephanie German is a business coach for small businesses focused on strategy and impact who are ready to take action with scalable guidance without the non-sense. She directly works with owners, founders, and leaders through a specific framework to compress time, increase income, and boost productivity. Find out ways to work together here.