How to Delegate for Project Management

Delegation in project management is one of the most powerful ways to free up your time and energy to focus on what matters most. You’ll have more time for planning while providing growth opportunities for your team members.

When you have good manager delegation skills, it can be an excellent way for your team to gain experience in new areas, grow confidence in dealing with new challenges, and improve communication by gaining a deeper understanding of things outside of their role.

In this article, we’ll discuss why delegation is necessary for project management success and talk about delegation techniques.

1. Embrace the Value of Delegation in Management

Delegation in management isn’t easy, especially if you’re used to having full control of your tasks or if you’ve been working on the project for years. So before you delegate tasks, it’s important to recognize the value that delegation can bring.

Being subscribed to the benefits of delegation in project management will allow you to develop manager delegating skills with more willingness. The temptation to micromanage will be huge, and letting go will be uncomfortable. But if you do it right, you’ll see massive improvements in your team’s results and productivity.

2. Assign Tasks to the Right Person

Before you assign a task, decide on the right person for the job. The right person is someone who has the skills and experience to do the job well as well as the motivation and engagement in their work. Make sure the task assigned is aligned with their strengths or role within your team hierarchy.

Guidance is necessary in knowing how to delegate tasks effectively. But when you pick the right person for the job, this can go much smoother than if you don’t. They’ll be more willing to learn and more invested in the job. This means less time for you to hold their hand to ensure their success.

3. Clarify Expectations and Success Outcomes

When you turn over a task, describe your expected outcome in detail, and indicate important metrics of success along with relevant deadlines. Clarity is at the core of a delegative leadership style. If there are parts of the process you expect them to pay special attention to or stakeholders you want them to get in touch with, include those details in your turnover as well.

If you’re delegating a task to a new person, it’s best to cover all of your bases, so there is no room for misinterpretation.

4. Provide Context and Resources

One way to make delegation smooth is by ensuring your teammate will not start from scratch. What challenges did you encounter that may be relevant? What resources are available? If you’ve been handling the task for a while, take the time to share your learnings through the years. Provide training if necessary.

Imparting your knowledge with a newer teammate will help him be more confident in taking it on. Hurdles will be anticipated and better handled. As much as possible, you wouldn’t want your team to make the same mistakes twice. The less time you take dealing with old problems, the more time you have in grabbing new opportunities.

5. Relate the Task to Project Success

When you delegate a task to another person, they must understand what the task is and how it fits into your project. For example, if you’re asking someone to work on a product feature, be sure they understand how the feature can help the team meet the project objectives.

Relaying the significance of the tasks you assign will help the other person see delegation in management as an opportunity to contribute. This can help increase their investment in the task. In case they encounter issues, this can also help them evaluate solutions because they’re aware of how their work will affect the bigger picture.

6. Highlight Growth Opportunities

When you delegate a task, you’re giving your colleague an opportunity for growth. They’ll have a chance to learn new skills and expand their network. New tasks can also expose them to a new and deeper understanding of the business.

Task delegation benefits both you and your team, and your colleagues must understand what’s in it for them. Sharing the benefits they can gain when they succeed in their additional tasks can help increase their commitment to its success.

7. Provide Feedback

Giving feedback is at the core of a delegative leadership style. Feedback can affirm, instruct, or intervene. Regardless of the situation, providing feedback on the task, performance, and attitude of your team members can be helpful as long as it’s given with the right methods and intentions.

Letting your team members know how they’re doing and if they’re achieving will help them gain a deeper understanding of their assigned tasks. If they’re not doing too well, feedback can allow them to re-evaluate and adjust their approach. If they’re successful, it can increase their confidence and encourage them to find ways to innovate.

8. Check in Regularly

The best way to ensure your team is on track is to check in with them regularly. This can be done in person, by email, or by phone, depending on how much time you want to spend together.

Regular check-ins will help prevent delays due to misunderstandings about tasks being assigned or deadlines missed. It’s also beneficial for everyone involved because it allows for regular feedback loops. This way, everyone knows where they stand relative to one another as well as their team leader.

9. Be Patient

Task delegation has many benefits in the long run. But in the beginning, it may result in slower progress. As a manager, manage your expectations and prepare to provide guidance and feedback. Adjust your project schedule to give your colleagues time to acclimatize to their new tasks or roles.

The benefits of delegation aren’t immediate. Expecting someone to handle a new task with the same efficiency as someone who has done it for a longer time would be unrealistic in most cases. Be patient in providing feedback and guidance to avoid discouraging your teammates. It’ll make you less stressed, too.

10. Don’t Over-Delegate Tasks

Delegation in project management is a great way to reduce your workload and free up time for yourself. However, it’s important to remember that task delegation isn’t about making someone do your work for you; it’s about asking someone else to do something you shouldn’t be doing, so you can focus on the more important aspects of your job. It can also be because someone else is more qualified than you. Either way, do not over-delegate.

Over-delegation sets a bad example for your team and eventually makes you lose credibility as a leader. Your team will also feel demotivated if they feel they’re being taken advantage of. While this may make things easy for you in the short term, it can result in lower work performance or resignations.

Meet Deadlines Faster With Clear Expectations

Delegation is a process, not an event. It takes time and practice to get good at it. Remember, the most important thing about delegation is that you have clear expectations for the person you delegate tasks to. Delegate with care, so you don’t end up doing more work than needed or feel like your team can’t meet their deadlines because of missed deadlines on other tasks.

Recommended Project Management Software

If you’re interested in learning more about top rated project management software, the editors at Project-Management.com actively recommend the following:

1 Wrike

Visit website

Tackle complex projects with Wrike’s award-winning project management software. Break projects into simple steps, assign tasks to team members, and visualize progress with Gantt charts, Kanban boards, and calendars. Manage resource allocation and forecasting with software that’s easy to launch. Automation and AI features strip away time-consuming admin tasks so you can do the best work of your life. Streamline your practices, align your team, and ensure you hit deadlines and stay on budget.

Learn more about Wrike

2 Smartsheet

Visit website

Smartsheet is an online work execution platform empowering organizations of all sizes to plan, manage, automate, and report on work. Over 80,000 brands rely on Smartsheet for project and work management.

Learn more about Smartsheet

3 ClickUp

Visit website

ClickUp is one of the highest-rated project management tools today. Use Docs, Reminders, Goals, Calendars, Chat, scheduling, assigned comments, custom views, & more with this all-in-one project management tool.

Used by 800,000+ teams in companies like Airbnb, Google, and Uber, it brings all of your projects into a single app! Built for teams of all sizes and industries, Our fully customizable & proprietary features make it a must-have for anyone wanting to keep project management in one place.

Learn more about ClickUp


Share Article


Hannah Donato Avatar
Get the Free Newsletter!
Subscribe to Project Management Insider for best practices, reviews and resources.
This email address is invalid.
Get the Free Newsletter!
Subscribe to Project Management Insider for best practices, reviews and resources.
This email address is invalid.

Demos, trials & More information


Check out our library of 60+ pm books