Delegation vs Task Allocation: know the difference!

Delegation vs Task Allocation: know the difference!

One of the key elements of effective leadership is the proper allocation of tasks. However, we often hear the terms “delegation” and “task allocation” used synonymously, when there are important differences between them. Understanding this difference will not only help us to manage our team more effectively, but will also help it to develop in the long term.

What is task allocation?
Assignment is a basic management tool, the purpose of which is to assign tasks to employees by default, or occasionally to give them a new task, in order to provide them with development opportunities. These are jobs that they are expected to do as part of their job anyway, or which can be used to enhance the skills of the employee. The manager then defines exactly what is to be done, how it is to be done, and often checks the results. The focus here is on short-term results and the responsibility usually remains with the manager.

Example:

“Please prepare the weekly report for the finance department. Use the template from last week and turn it in by Friday.”

It is a clear instruction for a task that is part of the employee’s core responsibilities and that the manager delegates specific guidelines to.
However, the assignment of a new task for development may look like this:
“Please prepare the first version of the monthly cost analysis. This is not part of your daily tasks, but I would like you to try your hand at this project.”

In the latter case, the aim is to develop the employee’s skills and experience in new areas, while the manager defines the exact boundaries of the job.

What is delegation?

Delegation is a much deeper process, whereby a leader delegates a task to a team member. It is not just about getting the job done, but also about delegating responsibility and decision-making power. The purpose of delegation is to give the employee the opportunity to develop, to exercise autonomy and to build competence in the team.

Example:

“This week, I’m entrusting you with the task of preparing and presenting the financial report to the board. This has been my job so far, but now you decide on the structure and data. If you get stuck, come to me.”

The difference here is that the task was originally the responsibility of the leader, but is transferred to the team member, who carries it out independently and takes responsibility for the decisions.

Key differences between the two concepts

Why is the difference important?

Managers often fall into the mistake of just delegating tasks because they can achieve the desired results faster. However, this is not sustainable in the long term, as team members will not develop, feel no responsibility for their work and will not be able to function independently.

Delegation, on the other hand, is more time-consuming and requires more trust, but it pays off in the long run. Employees become more competent and managers can spend more time on strategic tasks because their team can work independently.

How do we decide which to use when?

1. Time frame: if an urgent result is needed, the task can be allocated more efficiently. If there is time for development and learning, it is worth delegating.
2. Competence level: for an inexperienced employee, it is best to assign tasks first and then gradually delegate them.
3. Task type: a routine task can be assigned, while a strategic task requiring creativity can be delegated.

Concluding thoughts

Knowing the difference between delegation and delegation is essential for effective team leadership. Successful leaders are able to find the balance between the two and know which approach to take when. If you want to build a strong, autonomous team for the long term, delegation will be an essential tool in your hands.

How do you use these methods in your everyday life? Share your experiences with us!

Attila Jezsó

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