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10 Tips on How To Delegate Across Multiple Teams 

September 19, 2022
5 min read

When it comes to delegating work, most leaders think in terms of assigning tasks to a specific individual on their team. But what if you need to delegate work across multiple teams? How do you go about that effectively? 

Poised will explore ten tips for how to delegate across multiple teams in your business:

What Is Delegation?

Delegation is the process of giving someone else the responsibility of a task or activity that you would normally do yourself. It’s a critical leadership skill to have, as it allows you to focus on more high-touch, specific tasks and delegate authority to others.

There are many benefits to delegating tasks effectively, but here are three of the most significant ones:

  • It frees up your time and energy to focus on more important things.
  • It helps you develop the skills of your team members, leading to better performance and increased productivity in the long run.
  • It helps to build relationships and trust within your team. When team members know they can rely on each other to complete the job, they'll be more likely to work together cooperatively.

All and all, delegating tasks effectively will take your leadership skills and team productivity to new heights.

Why Is Delegation Essential for Leaders?

Delegation is more than just helpful — it's crucial to your role as an effective leader. Neglecting to learn the art of assigning the right tasks to the right people can cost you.

When you delegate tasks, you can spread out the work and ensure that everyone is working on things they're good at. It also allows you to focus on the big picture and attend to important matters that need your attention.

Later in the article, we'll dive deeper into how to delegate responsibilities for effective leadership and team management. But here are some key principles to understand first:

Define the task clearly: Be as specific as possible when assigning tasks to minimize the risk of someone not completing the task correctly or taking too long to do it.

Assign correctly: Ensure the task is appropriate for the person you're assigning it to.

Communicate clearly: Every team member should understand what you want to be done and how you want it done.

Follow up: Touch base with the person once they've completed the task to ensure it was done correctly.

Give credit where credit is due: Make sure people know when they've done good work.

Be prepared to step in: Even the most cohesive teams face obstacles when delegating. You must be ready to take things over when necessary.

Encourage others to delegate tasks as well: Everyone should contribute to the desired end result.

Be patient: Delegation takes time to perfect, but it's worth taking the time to learn how to do it properly.

Be flexible: Things may not always go according to plan, so be prepared to make adjustments as needed.

What Happens When You Don’t Delegate?

If you don't delegate tasks, then you'll have to do everything yourself. This can be very time-consuming and ultimately counterproductive to the desired results. It also prevents you from being able to focus on the big picture and what's really important.

Additionally, not delegating can lead to burnout. Trying to do everything yourself is simply unsustainable in the long run. You'll eventually get tired and resentful, impacting your personal and professional life. Letting go of the little things is key to our well-being. 

Then there's your team. Teams that never delegate become siloed, significantly hindering productivity and innovation. Not to mention, employees eventually become less satisfied and engaged in their roles.

Teams simply function better with effective delegation practices in place. It helps ensure everyone has enough on their plates but so much that they become overwhelmed.

Plus, learning each other's skills and knowledge will equip your coworkers for successful careers and professional development. Additionally, you'll build trust as a good leader who cares about the members of your team. 

10 Tips for Delegation Across Multiple Teams

Good leaders know how to delegate tasks effectively to maintain efficient operations across multiple teams. When done correctly, delegation can prevent silos and boost team productivity and morale. When done incorrectly, it can lead to confusion and frustration among team members.

Let's discuss ten tried-and-true strategies for delegating across teams to benefit all your team members and the organization as a whole.

1. Create Clear Expectations for Each Team

When delegating tasks to a team, the leader must establish clear expectations. This way, everyone is on the same page and knows what is expected of them. If expectations are not clear, it can lead to confusion and frustration for all. 

Establishing clear expectations (including time management) also helps ensure everyone is held accountable for their work. When team members know what is expected of them and what the milestones are, they are less likely to slack off or procrastinate.

Leaders who delegate effectively create a sense of ownership and responsibility among team members. They allow team members to take control of their own work and make decisions that impact their part of the project. This type of delegation builds trust and respect within the team.

Overall, establishing clear expectations is key to a successful delegation process. 

2. Hold Multi-Team Check-Ins Weekly

Organizing weekly check-in meetings is key to keeping everyone on track and ensuring no department feels left out. These meetings can be conducted in a variety of ways, but it’s important that everyone has an opportunity to share updates, ask questions, and give feedback.

One way to do this is to have each department report on its progress since the last meeting. This will help keep everyone updated on what everyone else is doing. It can also help identify any potential roadblocks that may have arisen.

Another way to conduct check-ins is by having a designated topic for each meeting. It could be something like how to improve communication between departments or how to better utilize resources. A predetermined topic will help keep the meeting focused and on track.

Whichever method you choose, be sure to keep the meeting short and sweet. No one wants to spend their entire workweek in meetings! According to Harvard Business Review, research suggests that70% of work meetings hinder employees from staying productive and fulfilling essential tasks. This means that employees are wasting valuable time attending meetings that could be used better.

3. Meet With Individual Teams Weekly

While it’s important to have regular check-ins with the entire team, meeting with individual teams every week is vital. These meetings allow you to get into the nitty-gritty of each department and ensure that everyone is on the same page.

At these meetings, you can discuss specific deadlines, projects that need attention, and any other pressing matters. This is also an excellent time to give feedback or offer suggestions on how someone could improve their work.

Consider these proven tips for individual team monitoring progress:

  • Make a list of agenda items and send it to team members in advance.
  • Meet in a quiet, distraction-free space.
  • Keep meeting time to a minimum.
  • Start and end on time.
  • Allow for open discussion.
  • Encourage team members to speak up.
  • Keep an open mind.
  • Follow up after the meeting with a recap email or memo.

It's worth noting that communication becomes even more critical when you're holding virtual meetings. Using a communication coach can help you hone your communication skills in real-time and grow as a team leader. And don't hesitate to invest in other tools tomake your meetings more productive.

4. Avoid Overloading Your Teams

When you’re delegating tasks, it’s important to avoid giving too much work to any one team. Overloading teams with work can lead to a decrease in productivity and an increase in errors. It can also lead to burnout, which is something you want to avoid at all costs.

If you constantly have to give teams more work than they can handle, it may be time to reevaluate your process. You may need to add more people to each team or adjust the scope or due date of each project.

Whatever you do, just be sure not to put too much pressure on any one team. Balance is key when it comes to delegation.

5. Conduct Performance Reviews

Performance reviews are an essential part of any workplace. They allow you to assess how an employee is performing and identify any areas in which they may need improvement.

There are a few key things to keep in mind when conducting a performance review:

  • Schedule them in advance to give employees enough time to prepare for the meeting.
  • Be clear about what you’d like to discuss. Come prepared with a list of questions or topics you’d like to cover.
  • Be objective. Don’t let your personal feelings get in the way of giving honest feedback.
  • Be constructive. Offer suggestions on how the employee can improve their performance. Effective managers are careful to provide constructive criticism with empathy, consistency, and kindness.
  • Follow up after the meeting. Make sure any changes or recommendations that were made are implemented and monitored.

6. Restructure Teams When Necessary

Leaders often need to restructure their teams to achieve their goals. This may involve delegating tasks to different team members or reorganizing the team altogether. There may be times when it is necessary to let someone go to create a more effective team.

Decision-making is a critical management skill, and while no one likes to make the tough call, it’s often necessary for the organization. 

7. Give Each Team Equal Resources

When delegating tasks, it's essential to provide the same resources to each team. That way, everyone works under the same conditions and has access to the same information. It also eliminates any competition between teams.

When teams are given the same resources, they can focus on their tasks and work collaboratively, leading to better results and a more productive team.

8. Make Time for Breaks

Good leaders understand the importance of taking breaks. A well-placed break in the workday allows you to recharge and refocus. It also gives your team a chance to take a break and relax.

Find a brief activity that relaxes you, and try to do it at least once a day. Maybe you can go for a walk, read, or take a nap. Recharging will help you prevent burnout and boost your health and happiness.

Your team also needs time to relax. When they're stressed out, they're less productive. So be sure to give them plenty of breaks throughout the day to help them stay focused and productive.

9. Know When To Dissolve a Team

There are times when a team is no longer effective and needs to be dissolved. As a leader, you must be able to identify these times and act accordingly.

There are a few things you can do to dissolve a team effectively:

  • Evaluate the team and determine why it's no longer effective.
  • Talk to the team members and get their input.
  • Announce the dissolution of the team and give them a timeline for leaving.
  • Help the team members find new opportunities.
  • Thank the team for their contributions.

Dissolving a team is never easy, but it's sometimes necessary. By following these steps, you can ensure that the process goes as smoothly as possible.

10. Know Which Tasks Need Extra Attention

As a leader, one must identify which tasks deserve more attention from their teams. This allows you to focus your team's efforts on the most critical and urgent tasks and achieve better results.

You can identify high-priority tasks by:

  • Evaluating the job and determining how important it is.
  • Assessing how much time is necessary to complete the work.
  • Checking how many team members are available to work on the task.

Boost Your Communication Skills With Poised

If you find yourself or any of your teams bogged down with too many tasks, learning how to delegate effectively could be your saving grace. Delegation not only can help you achieve your goals more efficiently as a leader but also keep all your teams on track with their goals.

By using Poised to communicate with team members, you can ensure that tasks are delegated accurately and promptly, leading to a more productive work environment. Connect with Poised to learn about how our software ishelping leaders crush their goals every day, growing their skill sets, and taking their teams to new heights. 


Important Delegation Skills for Workplace Success | The Balance

Dear Manager, You’re Holding Too Many Meetings | Harvard Business Review

The Importance of Taking Breaks: A Lesson for All Leaders and High Achievers | Forbes

Constructive criticism that works | APA

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