Sample Lesson Plan

Share the Load: Delegate  

Teleconference In-service
November 2003   
Marilyn Lesmeister, PhD
State Volunteer Development Specialist

Introduction  

Have you ever said the words, “I just never seem to have the time to….”  

How would you answer that question?  (Ask for a few responses or invite all participants to respond.)

Message / Visual  

“Getting things done through others – while building their self-esteem in the process.” is one definition that is easy to remember.

Another definition (no visual) is “the art of giving authority to carry out mutually agreed upon responsibility. ” The words, “agreed upon responsibility” are key to this definition. Why do you think those words are important?

My self-esteem is closely related to the control I believe I have in my life. So if you delegate  responsibility to me without my agreement, my self-esteem suffers, and our relationship may suffer too!

Discussion

What are some ways that delegation is valuable?  (Record responses on a wall sheet if possible.)  

Message / Handout  

This resource handout “Why Delegate” reinforces some of the statements you have just made. (Review any statement that may not have been mentioned yet.)  

 Message / Discussion

So if delegation is so good for the program, for youth, and for adults…why do people NOT delegate? (Record responses on a wall sheet. Encourage honest sharing.)

Reasons include: losing control; the task may not be done RIGHT; I am not willing to take a risk; I can do it better than anyone else; I don’t know anyone who can do this; no time to teach someone how; no one else has the experience I do; I don’t even know what the job involves so I don’t know what to ask you to do…; I don’t want to look bad-if they do it better than me; I just LIKE doing this-even if I complain about it!

These are all very human, very real emotions that we go through before we can delegate.  It is alright to think or feel this way. Now, let’s figure out how to get past those things.

Activity  

Using the handout, “Rate Yourself as a Delegator” (found on p. 62, Green TAXI Trainer’s Guide) take 5 minutes to respond to this quiz. We will not need to reveal our score to anyone else. (Review the instructions for completing the quiz.)

Message  

Note that this quiz is divided into 4 main categories of questions. Those categories are: pre-delegation skills; interaction skills; authority-giving skills and follow-through skills. Those 4 categories of skills are the essence of delegation. More specifically, let’s review some tools you can use.

Visual / Handout / Message  

Review the handout, “Tools for Your “Delegation” Tool Kit.  

Review  the handout, “Key Questions for Effective Delegation.

Discussion  

What is one area of 4-H work that you are really good at?  What do you do really well? Think for just a minute, then I would like you to share with the group.  

Thank you for sharing your skills.

 Message / Discussion  

 Now I am going to challenge you with a very difficult concept.  

Research tells us that the most successful delegation occurs – when you give away your FAVORITE work.  

Why do you think that is true?

Reasons include: you can describe the task clearly; you can discuss what needs to be done for the effort to be a success; since that project is already successful, another person is more likely to be successful too; your enthusiasm will help in the transition; your love for the project will ensure your support to the delegate; a successful project probably means that you have good records and files to share; you are likely to ask the individual “How’s it going?” “Do you have any questions?” “Let me know if I can help.”

In contrast, if you delegate a responsibility that is distasteful to you, it may be difficult for you to define what needs to be done to make it successful; there is no positive track record – so the delegate begins with a negative situation; there may be few resources available to make the project successful.

You can see that there are many reasons, to delegate your favorite job to someone else. Share the Load and Share the Rewards! 

Message  

There are many reasons, why a delegated project may fail. We all need help sometimes. There can be emergencies, mistakes or problems. No one chooses to fail, but there are a multitude of reasons why things happen.  

First, check the resources provided during this workshop – to see what you can do differently. Then some other things you can do are: 

• Ask how you can help  

• Support and encourage  

• Review the “minimum effort” that is necessary to make this succeed – then help individual accomplish just the “minimum” to get by this time  

• Assign others to help  

• With their agreement, take back the assignment momentarily to get back on a successful track 

• Give the individual an opportunity to exit the project, gracefully. You may agree to “try again next year” 

•  Reassign the project. Invite the previous delegate to share progress and challenges with new person.  

• Do everything in your power to show respect and preserve everyone’s self-esteem.

Message / Visual

There is a very close relationship between my commitment to working hard on a project - and my willingness to accept the problems or complaints that occur along the way.

Visual / Point to Ponder: “I don’t care to be involved in the crash landing unless I can be in on the take-off.”  (Harold Stassen) 

If I am simply carrying out someone’s instructions, without having an opportunity to influence the planning process, I am less likely to be loyal or committed to the project. In fact, I may feel resentful or used.  So I may be become part of the problem, when there are issues to resolve. 

On the other hand, if I am part of the early planning process, I will understand the history and logic of the project. I have had the opportunity to make this a great project – and if something goes wrong – I am likely to help find workable solutions.

Summary

When you delegate a responsibility, there is a fine line between being “supportive” and “controlling.”  Get to know the other person and learn what that individual needs from you.  To share the load effectively, remember the key elements necessary to delegate:

  1)     Involve the individual early in the project.

2)     Define the purpose of the assignment.

3)     Communicate how the delegate will benefit.

4)     Communicate clearly. Explain tasks as specifically as possible.

5)     But then, allow the individual to approach and fulfill the responsibility in his/her own best way.

6)     Delegate the responsibility and the authority….

7)     Stay in touch. Enable individual to ask for help if needed.

8)     Provide feedback about the progress of the task.

9)     Don’t hover.

10) Give lots of recognition and credit.

If I do not delegate, my job will continue to be as busy tomorrow as it is today. Nothing will change, and nothing different will get accomplished. When you delegate, you will still have lots of work to do…even if it means that you will be doing “different” work than you were doing last month. 

While delegating often causes a bit of discomfort, we need to remember and celebrate the wonders of teamwork that is such a positive part of 4-H. We can help others feel success and rewards by sharing roles that we enjoy. Progress and improvement comes with teamwork. People and programs grow through effective delegation. 

Enjoy sharing the load….