Effective Delegation for Multiple Project Teams

Harsh truth: If you’re still doing everything yourself, you’re not leading—you’re limiting. Your ability to delegate determines your capacity to grow. I’ve worked with C-suite leaders, startup founders, and Fortune 500 executives. And delegation consistently shows up as the silent killer of productivity, scale, and team morale. This visual breakdown is more than a framework— It’s a mirror. Let’s dive deep: 1. Use the Eisenhower Matrix Weekly—Not Once. Don’t just categorize tasks once a year. Every Monday, sort your to-dos:     •    DO: What only you can do.     •    DECIDE: Block time to think.     •    DELEGATE: Offload to free brainspace.     •    DELETE: Be ruthless. If it doesn’t move the needle, let it go. Pro tip: Color-code your calendar by these quadrants. 2. Delegate Outcomes, Not Instructions. Leaders often say: “They don’t do it the way I would.” That’s because you delegated tasks, not outcomes. Instead of: “Create a report by Friday.” Try: “I need a report that helps us understand why conversions dropped 20%. Use any format that gets us there.” Ownership > Obedience. 3. Apply the 80/20 Rule Ruthlessly. Ask:     •    What’s the 20% of what I do that drives 80% of my impact?     •    What tasks take 80% of my time but create minimal ROI? Everything outside that 20% should either be delegated or deleted. 4. Build a Delegation Dashboard. This has helped multiple CEOs I coach. A simple Google Sheet that tracks:     •    Task     •    Who it’s delegated to     •    Deadline     •    Check-in point     •    Outcome This gives visibility without micromanagement. 5. Feedback = Acceleration. Most leaders only give feedback when something breaks. World-class leaders do it weekly—even when things go well. Positive feedback reinforces ownership. Constructive feedback sharpens performance. Make feedback a rhythm, not a reaction. Here’s my mantra to every leader I coach: You are not the system. You are the architect of the system. When you stop being the bottleneck, your business becomes scalable. Your team becomes self-led. And you finally step into your true role: Strategic leadership. If you’re a leader tired of being “busy,” Let’s talk about building systems that free you. Because leadership isn’t about doing more. It’s about doing what only you can do. #ExecutiveCoaching #LeadershipDevelopment #Delegation #HighPerformanceTeams #FounderCoach #ProductivityTips

Your calendar isn’t the problem. You are. Years ago, over dinner with Ben Chestnut, co-founder and former CEO of Intuit Mailchimp, I asked: "I feel like I could be doing more. How do you manage your time and stay so productive?" I expected a magic hack. A silver bullet. Instead, he said: "You don’t have a productivity problem. You have a people problem. Are you delegating? Do you have the right people to delegate to?" Boom. Game over. My entire view of leadership shifted in that moment. Until then, I thought my job at Wistia was to do more: keep my inbox at zero, squeeze every minute, put out every fire myself. But Ben was right. My problem wasn’t time. It was that I wasn’t giving enough ownership away. So I started fully delegating to my senior team. Here’s what happened: → Some thrived and scaled faster than I imagined. → Others struggled and failed quickly. → I learned more about my team in months than I had in years. I had more energy for the things only I could do to move the business forward. Others grew faster, took on more, and their expertise began to shape the company in ways I couldn’t have alone. That’s when it hit me: delegation isn’t just a way to keep your head above water. It’s the difference between running a business and scaling one. After more than a decade of practicing it, here’s how I think about delegation today: 1. The 80% Rule: If someone can do it 80% as well as you, delegate it. 2. Hold Strategy Close: Set clear goals so everyone’s aligned, then give them ownership: highly aligned, loosely coupled. 3. Expect Failures: Some projects and people will fail. Keep failures small, make them lessons, and weigh effort, risk, and learning before stepping in. 4. Feedback is Fuel: Delegation without feedback is bad. Give plenty, especially early. 5. Over-Communicate: As your business grows, repeat the strategy, values, and mission. Keep the big things steady, let the small things evolve. Thank you, Ben, for sparking the insight that changed how I lead. Give the right people absolute ownership and they won’t just free up your time. They’ll take your business where you could never go alone. Where are you holding on too tight, and what might happen if you let go?

Stop doing it all yourself—delegation is a skill you can master. For years, I thought delegation was about handing off work and walking away. But I’ve learned it’s more fluid than that. Delegation done well can free up your time and improve results. Here are three practical tips to become a better delegator: --- Tip #1: Use the DEEA Framework Delegation isn’t set-it-and-forget-it—it’s dynamic. The DEEA Framework helps you stay engaged where it matters most: 1️⃣ Delegate the task. 2️⃣ Elevate yourself by reallocating the time you saved. 3️⃣ Evaluate how it’s going. 4️⃣ Adjust and reengage if needed. 💡 Insight: Delegation isn’t failure if you need to jump back in—it’s smart leadership. --- Tip #2: Know What You’re Delegating Not all work is created equal. Here’s how to break it down: ➡️ Tasks: One-off actions that take three steps or less. ➡️ Projects: Anything that requires more complexity or coordination. ➡️ SOPs: Repeatable processes that deserve documentation. 💡 Insight: Building SOPs might feel time-intensive upfront, but they’re essential for sustainable delegation. --- Tip #3: Be Intentional About the Handoff Delegation is more than just assigning responsibility. At the point of handoff, clarify: ➡️ How much input you’ll provide upfront. ➡️ Whether you’ll check the final product or provide feedback mid-stream. ➡️ How your role evolves as trust builds. 💡 Insight: You can start by being hands-on, then gradually remove checkpoints as confidence grows—shifting from delegating tasks to delegating ownership. --- Delegation is hard—it takes practice and intentionality. But the more you flex this muscle, the more you’ll grow as a leader. What strategies or frameworks have helped you become a better delegator? I'm always open to learn and would love any insights you have.

Project Managers, unlock 3X efficiency: Delegation is key for Project Managers (and all leaders). It's more than just assigning tasks. It's about empowering team members and focusing on priorities. Done correctly, it enhances efficiency, leadership & project success. 🔥Michael Hyatt's 5 Levels of Delegation A blueprint for effective assignment. 1. Do Exactly What I Say Team member tests a feature exactly as you instructed. 2. Research and Report Back Member investigates potential software solutions. You decide the best fit. 3. Give Options, I Decide Team suggests project timelines, you finalize one. 4. Make Decision, Inform Me Lead developer picks a tool and then notifies you. 5. Make Decision, No Need to Report Experienced team member resolves minor project issues. No need to brief you. 🔥 Value/Alignment Matrix A guide for what to delegate. ➨ Take Back Tasks crucial to the project and align with your expertise. Ex: Outlining the project roadmap—only you can set it. ➨ Delegate Key tasks but they don't need your unique touch. Ex: Scheduling meetings—you don't have to arrange them. ➨ Keep Doing (for now) Tasks in your wheelhouse but not critical to the project. Mentor someone for future assignment. Ex: Checking project metrics—could a data analyst manage? ➨ Stop Doing Tasks that neither play to your strengths nor benefit the project much. Ex: Old-fashioned documentation—it's not adding value. Master the skill of delegation. Elevate your project leadership. Increase your efficiency. P.S. What's your go-to delegation method?

Here's the truth most Chiefs of Staff learn the hard way.     The more ownership you take on, the less effective you become.      Why?       Because your most important role isn't to be the solution—it's to find the solution.      If you’re struggling with this, it’s time to sharpen your delegation skills.       Here's how...      🎯 Choose Wisely      Identify the project and determine who would be the best fit for it.      🎯 Assess and Assign      Ask—Is this worth my time & attention to own, or can it be taught & taken on by someone else?      🎯 Build a Buy-in      Collaborate to establish shared goals and commitment.      🎯 Communicate by Showing      Lead by example—Loom videos and hands-on guidance work wonders.      🎯 Set Clear Expectations      Define success, responsibilities, and decision-making authority.      🎯 Monitor, Don't Micromanage      Check-in regularly, but give space to execute.      🎯 Give Meaningful Feedback      Celebrate wins and offer constructive input.      🎯 Encourage Ownership      Trust your team to take the lead—true delegation means letting go.      In short...      If you are spending more time doing than empowering, it's time to start delegating.      This strategy & mindset allows you to solve problem after problem as a Chief of Staff.      And don’t forget: delegation will be harder & take longer at the beginning - expect this!       Owning less repeating projects & major work streams as a Chief of Staff is the goal.     The more ownership you take on, the less effective you become.      In the Comments: Which delegation tip do you need to work on the most?       ♻ Share to help spread awareness of the Chief of Staff role.       👋 Follow Maggie Olson for daily CoS & leadership insights. 

Leading 100s of engineers taught me one crucial lesson: Delegation is vital. Trying to do everything yourself isn’t leadership, it’s a bottleneck. It slows progress, frustrates your team, and limits innovation. Effective delegation not only lightens your load but also empowers your team, improving engagement and building autonomy. Delegation Poker is a great way to create the right culture. How It Works: 1️⃣ Step 1: Sit down with your team and identify key decisions that need clarity. 2️⃣ Step 2: Each team member thinks about how much control the leader or team should have,  then picks a number from 1-7 to match the appropriate level of delegation. (All team members should reveal their cards at the same time) The Levels: 1: Leader Decides. The leader makes the call. Example: “This is my call. Here’s the plan.” 2: Leader Decides and Explains. The leader decides and shares their reasoning. Example: “Here’s my decision and why it’s best.” 3: Team Decides Together. Leader and team collaborate. Example: “Let’s explore options and choose together.” 4: Leader’s Input, Team’s Decision. The leader advises; the team decides. Example: “Here’s my take, but it’s your call.” 5: Team Decides, Informs Leader. The team decides; the leader stays updated. Example: “I trust you. Just let me know.” 6: Team Decides, Leader is There to Help. The team owns it; the leader supports if asked. Example: “It’s yours. Reach out if needed.” 7: Team Owns It. The team has full autonomy. Example: “This is yours. I trust you.” Once everyone agrees on the level,  they follow through with the decision-making process. Happy Delegating! ________________ ♻️ Share this with your network  ➕ Follow me, Suren Samarchyan, for more on leadership

The most underrated leadership superpower: It's not the flashy stuff like charisma or public speaking. It's strategic delegation. Delegating effectively is one of the most important skills for any leader or manager. But it's also one of the hardest to master. After leading teams for over a decade, here is my strategic delegation cheat sheet to help you decide what to delegate: Step 1: List All Your Tasks  → Make a master list of everything on your plate. Daily, weekly, and monthly tasks - document them all. This gives you an overview. Step 2: Categorize and Prioritize → Use the Eisenhower Matrix to divide tasks into: - Urgent/Important: Handle these yourself  - Important/Not Urgent: Schedule these - Urgent/Not Important: Delegate these - Not Urgent/Not Important: Eliminate Step 3: Evaluate Complexity  → Assess which tasks require specialized skills or knowledge that only you have. Also consider resource needs. Step 4: Determine Delegation Impact → Think about how delegating certain tasks can provide growth opportunities for your team or free up your time for more important responsibilities. Step 5: Define Expectations → Be clear on decision-making authority, expected outcomes, deadlines, and resource access. Step 6: Match Tasks to the Right People → Consider team members' individual strengths, skills, and workload capacity when assigning tasks. Step 7: Implement Feedback Loops → Schedule regular check-ins to provide support and solicit feedback on the process. Put this checklist into action, and you will maximize productivity while developing your team. The key is taking the time to be thoughtful about what, when, and to whom you delegate. Effective delegation empowers your team, develops skills, and helps you focus on high-impact work. Use these steps to delegate like a pro! — P.S. What's your # 1 tip for effective delegation? Share below! Access my free playbook on 100 tasks you can delegate today. The link is in the comment section.👇 ♻️ Repost this to help other leaders. 🔔 Follow me, Sandra Pellumbi, for wise leadership insights 🦉

Great leaders don’t do it all. They delegate well. Sometimes, the smartest move isn’t doing the work—it’s passing it on. Delegating gives you time to focus on high-impact decisions. And it lets your team grow through real ownership. 15 Delegation Habits of Effective Leaders Uses the 70% rule ➝ If someone can do it 70% as well as you, delegate it. Trusts, but verifies ➝ Create checkpoints so you don’t micromanage. Practices letting go ➝ They let go of control so others can step up. Sets clear expectations ➝ They define what success looks like from the start. Avoids boomerang tasks ➝ Let them finish what they started. Uses the Eisenhower Matrix ➝ They sort tasks by urgency and importance before assigning. Assigns owners, not helpers ➝ They give full responsibility, not just support roles. Documents repeatable work ➝ They create SOPs so others can run without guesswork. Offers support, not solutions ➝ They coach when needed but don’t take over. Enforces quick feedback loops ➝ They give input early so mistakes don’t snowball. Delegates outcomes, not tasks ➝ They focus on results, not step-by-step instructions. Provides context, not just tasks ➝ They explain the “why” behind every project. Focuses on results, not process ➝ They don’t micromanage how—it’s about what gets done. Reflects on what only they can do ➝ They keep the high-leverage work on their own plate. Plans for handoff, not handholding ➝ They prepare people to run with the task, not rely on them. Delegation isn’t about dumping tasks.
It’s about multiplying your impact. When you delegate well, your team grows—and so does your business. Want more time, more output, and less stress? Start here.  Helpful?  ♻️Please share to help others. 🔎Follow Michael Shen for more.