Most leaders don’t struggle with delegation.
They struggle with reversed delegation – when a task leaves your desk and quietly returns with:
- more complexity
- more decisions
- and less momentum.
Let’s fix that with a clean, repeatable system.
The Reversed Delegation Trap (and why it happens)
Symptoms
- Work comes back with “quick questions” that aren’t quick.
- You’re still the decision bottleneck.
- Deadlines slip because expectations were fuzzy.
Root causes
- Tasks handed off without an outcome.
- No guardrails (budget, timeline, scope).
- Weak checkpoints—feedback arrives too late to matter.
- Ambiguous ownership—too many cooks.
The 5 Rules of Clean Delegation
- Outcome > Task
Describe the result, not the steps. Include a one-line “Definition of Done.” - One Owner
A single accountable person. Supporters can help; only one is on the hook. - Guardrails Upfront
Budget, timeline, scope boundaries, must/never rules, risks to avoid. - Milestones, Not Micromanagement
Set 2–3 checkpoints where feedback changes the trajectory (early, mid, final). - Authority Level is Explicit
Say which level they have:- L1: Follow the playbook (you decide)
- L2: Recommend, then act (you approve)
- L3: Decide within guardrails (inform you)
- L4: Decide & own outcomes (consult only on exceptions)
- L5: Build the system (create/upgrade the playbook)
The 10-Minute Delegation Brief (copy/paste template)
Context: Why this matters, who it impacts.
Outcome: What “great” looks like in one sentence.
Definition of Done (DoD): Bullet list (what must be true at handover).
Guardrails: Budget, timeline, scope, “don’ts,” known risks.
Resources: Links, examples, prior work, people to tap.
Authority Level: L1–L5 (see above).
Milestones & Rhythm:
- Kickoff (15 min)
- Early check-in (when 10–20% is visible)
- Pre-final review (80–90% ready)
Escalation Rule: If stuck >30 min, bring two options + your recommendation.
Pro tip: Write this in plain language. If you can’t write it clearly, you can’t delegate it cleanly.
Example (abridged)
Context: Website has slow load times; hurting conversions.
Outcome: Sub-2s load time on top 5 pages; no visual regressions.
DoD: GTmetrix B+ or better; before/after metrics doc; rollback plan.
Guardrails: Budget $1,500; ship in 10 business days; no CSS framework change.
Resources: Current Lighthouse report, repo link, prior CDN notes.
Authority: L3 (decide within guardrails; inform if scope risk).
Milestones: Day 1 kickoff; Day 3 audit review; Day 8 pre-final; Day 10 ship.
Escalation: If blocked >30 min, propose 2 options + recommendation.
Troubleshooting (when it still boomerangs)
- “They keep asking me what to do.”
Upgrade the Authority Level and add guardrails. You’re under-delegating. - “Quality misses the mark.”
Sharpen the DoD with examples and a short “what great looks like” screenshot or sample. - “It’s late… again.”
Move the first check-in earlier. Feedback is cheapest at 10–20% progress. - “They did it, but it wasn’t worth it.”
Add a Return-on-Effort note in the Outcome: impact target and constraints.
Your 7-Day Delegation Sprint
- Today (15 min): Pick one recurring task and fill the brief.
- Tomorrow (15 min): Kickoff with the owner; confirm DoD + Authority Level.
- Day 3 (10 min): Early check-in; course-correct.
- Day 5 (10 min): Pre-final review; approve.
- Day 7 (10 min): “Done” demo + retro. Save what worked into a simple SOP.
Do this once. Then do it weekly. Your calendar – and your team – will feel the lift.
