Effective delegation

Delegating tasks amongst the team is crucial for ensuring a positive experience for the leader (so that they not overwhelmed), the team, and those who participate in and benefit from whatever you’re offering. Here are some tips to help with the delegation process.

As new volunteers are recruited, consider their skills and interests, preferences and motivations. This will help you understand which tasks best fit them and help ensure they are given tasks which they will enjoy and experience success. There are likely several roles with varying levels of time commitment, such as hospitality, administration, communication, creativity, and pastoral care.

Clearly outline the roles and expectations of the tasks required and ensure they match each volunteer’s ability and availability (which may change over time). Ensure that each member of the team has clear instructions and the resources they need to carry out tasks confidently.

Sharing a role between two people makes the task less arduous, and volunteers are more likely to stay in the role longer.

It is important to trust each person to take ownership of their responsibilities. Giving some autonomy in how they complete a task increases motivation and role satisfaction.

Flexibility allows volunteers to approach their tasks in a way that suits them, if the results align with the mission ethos and values of mainly music and mainly play.
For example, if you have a special event like a celebration, delegate the decision-making and organisation of the gifts, room decoration and refreshments to an events team to arrange within a clear and defined budget. An events team might be two of
four of your team!
 
Delegation shares the blessing around. As leader of the team, those who are part of your team need the opportunity to hear gratitude directly from those participating. By asking volunteers to reflect on their involvement, you’ll find moments to be positive, as well as constructive comments on areas of improvement.

Also important is the acknowledgement of each person’s efforts and express gratitude for their contributions, whether big or small. Be sure to thank people who may not formally on the team but who support your mission and who may be less visible, for example, pray-ers and cleaners.

We encourage you to regularly meet as a team and be available to follow up one-on-one if necessary. Providing an opportunity for open and safe discussion to evaluate the performance of your group allows everyone to share what is going well and address any areas of concern or for improvement.

A lack of delegation within the team can hinder the growth and development of volunteers, restrict the potential of your mission to reveal Jesus, and overburden you as the leader. If you have experienced a high turn-over of volunteers or people aren’t willing to help, it may indicate an issue with your management style. Perhaps you’re seeking perfection, providing too many detailed instructions that prevent volunteers from adding their own unique touch, or you’re getting too involved and interfering. 

Deb