how to create a delegation board
Creating a delegation board is an effective way to clarify decision-making roles and responsibilities within a team. Here's a step-by-step guide on how to create one:
Step 1: Define the Scope and Objectives
Identify Objectives: Understand what you aim to achieve with the delegation board, such as improving decision-making speed, clarity, or empowering team members.
Scope: Determine which projects, processes, or areas of work the delegation board will cover. This could be specific to a project, department, or the entire organisation.
Step 2: List Key Decisions or Activities
Brainstorm Activities: Gather team members and brainstorm all key decisions and activities involved in the scope defined. This includes anything from budget approvals to daily operational decisions.
Categorise: Organise these activities into related groups or themes for clarity.
Step 3: Identify Decision-Making Levels
Seven Levels of Delegation: Use a common framework like the seven levels of delegation to define the decision-making authority levels. Here’s a brief overview:
Tell: You make the decision and announce it.
Sell: You make the decision but seek to convince others it's right.
Consult: You make the decision but consult others before deciding.
Agree: You discuss with others and come to a decision together.
Advise: Others make the decision but you offer advice.
Inquire: Others make the decision, then tell you about it.
Delegate: Others make decisions and handle all aspects independently.
Step 4: Map Decisions to Levels
Assign Levels: For each activity or decision identified, assign an appropriate level of delegation. Engage team members in this process to consider their input and ensure they understand and agree with the assigned levels.
Review and Adjust: Ensure the assigned levels make sense and adjust based on feedback and practical considerations of team expertise and workload.
Step 5: Create the Physical or Digital Board
Choose a Format: Decide where the board will be, we recommend using a tool that you already use, for example your project management software.
Design the Board: Set up the board with columns for each activity and rows for each level of delegation. Place decision activities in the appropriate row based on the level of delegation.
Step 6: Integrate and Communicate
Finalise and Share: Once the board is ready, share it with all team members. Ensure everyone understands how to use it and what each level of delegation means.
Training Session: Consider a training session or workshop to walk through the board and discuss any concerns or questions.
Step 7: Implement and Monitor
Implementation: Start using the board in daily operations. Encourage team members to refer to the board when making decisions.
Monitor and Collect Feedback: Regularly check how the board is working. Gather feedback on its effectiveness and any areas of confusion or conflict.
Iterate: Make adjustments as needed based on feedback and changing circumstances in the organization or team dynamics.
Step 8: Regular Updates
Review Regularly: As projects progress and roles evolve, revisit the delegation board. Update it to reflect any new decisions, changes in team structure, or shifts in strategy.
Continuous Improvement: Keep the board dynamic and flexible to accommodate growth and changes within the team and organization.
bonus tip: back your people in
A well-maintained delegation board not only clarifies roles and responsibilities but also empowers team members by giving them clear guidelines on their autonomy and decision-making boundaries.
Once they make their decisions the expectation is that they then own the outcome, do not undermine their decision before the outcome is known simply because it is not what you would have done.
