7 Keys to Successful Delegating

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Photo © 2012 by Choo Yut Shing under Creative Commons license.

Even if you’re not a PTA president, December is a busy time of year, filled with holiday shopping and decorating, end of semester projects, holiday concerts, and more. If you’ve got a PTA meeting and a PTA event or two, it can be overwhelming. The key to avoiding burnout as a PTA president is to delegate, but doing that is not always easy and may not come naturally. Here are 7 keys to successfully delegating.

  1. Delegate tasks to the right people. In his book Good to Great, author Jim Collins compares leaders to bus drivers who need to “get the right people on the bus, the wrong people off the bus, and the right people in the right seats.” In other words, don’t delegate your tasks to the first person who volunteers to do it. Make sure they have the skills to do the job. If you have a volunteer in mind, target them and ask them directly, face to face, to take on a task.
  2. Give them the tools to get the job done. PTA provides its leaders with more information and resources than they can probably use in a year, but all of it is information a leader might need. This information needs to be shared, so make sure that the people who need the information you have receive it. Don’t assume that everyone knows what is out there. Look through the Illinois PTA Local Unit Packet, pass around the USB drive to everyone on the board to copy what they need, and point people to the resources on the National PTA and Illinois PTA
  3. Be specific about the task. Make sure that the person you are delegating to understands what they are being asked to do, what the budget is, what paperwork needs to be done, and when it needs to be completed. Ask if they have any questions not only when they first get started but also after they have been working on the task for a while. Sometimes you don’t know what questions to ask until you get into a project.
  4. Set them loose. When you delegate a task, don’t spell out exactly how you want it done. Instead, focus on the results you want. No one likes to be micromanaged, and micromanaging a delegated task doesn’t reduce your workload.
  5. Generally offer advice only when asked. About the only unrequested advice you should give is pitfalls and stumbling blocks that have come up from others doing this project in the past. If your PTA has a procedure book for the program or event, those potential problems should already be noted in it. Do check in periodically to see if they have any needs or problems that you can help with.
  6. Have their back. If a disagreement controversy arises, don’t leave the person you have delegated a task to dangling. Remember that everyone needs to focus on the results and not the path to those results, especially if the disagreement is over a “but we always have done it this way” issue.
  7. Provide thanks and solicit feedback. Be sure to publicly thank your volunteers after a task, program, or event is completed. Ask them to review how things went and to identify what went right, what went wrong, what could be improved, and what they would do differently the next time. Make sure that feedback is included in the procedure book.

At times, it may feel like it would be easier to just do it yourself rather than to teach someone else to do it, but delegating work has long-term payoffs for your PTA. You will have more energy as a leader, those delegated small tasks are more likely to take on bigger ones in the future, and people will be less likely to run away from the PTA president’s role in the future because they will see that the PTA president doesn’t have to do it all.