How to improve your delegation skills as a small business owner

From handling customer enquiries to managing finances, the responsibility for your business's success rests squarely on your shoulders.

While this level of control can be empowering, it can also become overwhelming and limit your business's opportunities for growth. One solution? Effective delegation.

Delegation can feel daunting, especially if you're used to doing everything yourself. Trusting other people to take over tasks – and do them well – is no small feat.

But improving your delegation skills is key to scaling your business, freeing up your time for strategic thinking and avoiding burnout. This blog will take you through why delegation is crucial, the common challenges it brings and practical steps to help you delegate effectively.

The delegation dilemma: Common pain points for small business owners

Many small business owners struggle with delegation because of the following:

• Fear of losing control: It's hard to hand over tasks you've always managed yourself, especially when you've built your business from scratch.

• Lack of confidence in team members: You may worry that your staff won't meet your standards or understand your business as intimately as you do.

• Tendency to micromanage: The need to oversee every detail can slow down progress and frustrate your team.

• Time constraints: Training staff to take over responsibilities can feel like more work than simply doing it yourself.

• Perfectionism: Letting go of tasks that won't be done "your way" can be a challenge, even when delegation is necessary.

Enterprise Nation member and business consultant Stuart Hartley says:

"Time and time again, I meet with leaders who talk to me about how busy they are and have no work-life balance. But they're reluctant to delegate.

"In my experience, many leaders fail to delegate because they're unwilling or unable to let go or they have a lack of trust in other people's abilities.

"Of course, some leaders are simply scared that the person they've delegated to will do a better job than them."

All of these challenges are common but they don't have to hold you back.

The benefits of delegation

The delegation process isn't just about offloading tasks – it's a strategic tool for growing your business. Here's why it's worth improving your delegation skills:

• Helps you scale up: Delegating routine tasks allows you to focus on big-picture strategies, such as expanding your customer base or launching new products.

• Empowers your staff: When you trust your team with meaningful work, they become more confident, engaged and productive.

• Improves your work-life balance: Delegating responsibilities reduces your workload and stops you burning out, so you can enjoy life outside of work.

• Boosts efficiency: Making the most of your team's strengths can make your operations more efficient and reduce errors.

The key to unlocking these benefits is learning what successful delegation looks like.

Practical steps to learn the art of delegation

1. Start small

Begin by delegating minor, low-risk tasks to build trust in your team and gain confidence in their abilities. For example:

• admin tasks like data entry or scheduling

• routine follow-ups with customers

• managing stock

Starting small allows you to evaluate team performance in a controlled environment. As the employees prove themselves, you can gradually delegate more complex responsibilities.

2. Choose the right person for the job

Not every employee is suited for every task. Consider your team members' skills, interests and strengths when assigning responsibilities. For example:

• assign creative tasks to employees who have a flair for design or creating content

• delegate analytical tasks to team members with strong attention to detail

Matching tasks to the right people ensures better results and fosters job satisfaction.

3. Communicate clearly

Ambiguity can derail even the best efforts to delegate. Set your team up for success by:

• clearly defining the task, its goals and its deadlines

• providing any necessary context or resources

• encouraging them to ask questions if they don't understand

For example, instead of saying, "Handle the social media posts", specify "Create three Instagram posts highlighting our new product line and schedule them for next week".

4. Provide training and support

Investing time in training your staff is crucial for proper delegation. This might include:

• on-the-job training sessions

• providing access to online courses or workshops

• clearly documenting processes and expectations

5. Let go of perfectionism

With delegation, one of the biggest hurdles is the belief that no-one can do a task as well as you can. While it's important to set standards, avoid micromanaging or expecting perfection.

Focus on the outcome rather than the exact process, and allow your team to approach tasks in their own way.

6. Use tools to make delegation easier

Project management tools can simplify delegation by tracking tasks and progress. Popular options include:

• Trello: A visual task management tool ideal for tracking team workflows

• Asana: Perfect for assigning tasks, setting deadlines and keeping track of progress

• Slack: A communication platform that lets team members communicate and work together.

These tools not only improve efficiency but also make misunderstandings less likely.

Building a culture of trust and accountability

A big part of delegation is handing off tasks. But it's also about creating a culture where trust and accountability thrive. Here's how to do it:

• Trust your team: Give your employees the autonomy to make decisions within their roles. This builds confidence and a sense of ownership.

• Conduct regular check-ins: Use one-on-one meetings to provide positive feedback and address challenges without micromanaging.

• Celebrate wins: Acknowledge and reward good performance to reinforce positive behaviour and motivate your team.

When employees feel trusted and valued, they're more likely to take initiative and deliver high-quality results.

Common barriers to delegation – and how to overcome them

Even with the best intentions, delegation can hit roadblocks. Here's how to address common challenges:

• "What if my team fails?" Mistakes are inevitable, but they're also learning opportunities. Offer constructive feedback and support to help your team improve.

• "How do I handle an underperforming employee?" Address performance issues promptly and directly. Provide extra training or consider reassigning tasks if necessary.

• "What if I don't have the budget to hire skilled staff?" Focus on developing existing employees through affordable training programmes or internships.

Conclusion: Take action today

Delegation is one of the key leadership skills that every small business owner can master. Start by reflecting on how you currently delegate.

Choose one task to delegate this week and follow the practical steps outlined in this blog. Over time, you'll build a stronger, more capable team of people and create a business that thrives.

Remember, delegation isn't about losing control – it's about gaining the freedom to focus on what truly matters.

Relevant resources

• A 'letting go' guide for business owners

• How small business owners can improve their decision making

• Five steps to successful outsourcing