Some basic principles of delegation

The limits of the sandbox

These may vary according to position, responsibilities and company policies. They may include aspects such as the budget allocated for a project, the deadlines to be met, the resources available, the procedures to be followed, decisions requiring hierarchical approval, and so on.

It's important for managers and employees to communicate these limits clearly, and to ensure that everyone understands them. This helps avoid misunderstandings, conflicts and over-skilling, while encouraging a culture of trust, collaboration and autonomy within the company:

• Clearly define what is included and what is excluded from each employee's responsibilities, to avoid misunderstandings and disappointments.
• Set limits on available resources, such as budget, personnel, equipment, etc.
• State specific parameters, such as deadlines, quality standards, company policies, government regulations, etc.

Delegating is not giving carte blanche: at the end of the day, the manager remains accountable for his team, so it's only natural that he should stay in the loop, even from a distance.

How to define the sandbox

To do this, a manager must follow several important steps:

1-Analyze job responsibilities:

This includes reviewing job descriptions for each team member to understand their specific responsibilities.
By identifying the main tasks and key activities required to achieve the job's objectives.
Finally, by taking into account the skills and strengths of each employee to determine how these responsibilities can be better distributed.

2-Defining clear individual objectives (and aligned with those of the company) and specific expectations for each employee based on their responsibilities and performance goals. This requires :

• Setting specific, measurable, achievable, relevant and time-bound (SMART) objectives for each employee.
• Involve employees in setting objectives to encourage feedback and, in turn, commitment and accountability.
• Set clear expectations regarding expected performance, quality of work, professional behavior, etc.

3-Clarify decision areas:

Identify areas in which employees have the skills to make decisions autonomously, and areas that require some level of managerial approval. Several scenarios are possible:

• Complete autonomy
  You make your own choices, I don't need to be consulted (e.g. in your project team, you allocate resources as you see fit).
• Semi-autonomy
  You make your own choices, but keep me informed (e.g. on your project, you've changed technology/provider for this or that reason).
• Validation required
  You propose a solution, but I validate it (e.g. you draw up the budget, but we look at it together before it is sent to the customer).
• Simple consultation
  You may be consulted, but in the end I'm the one who decides and you'll have to live with it (e.g. the manager develops his strategic vision of the department/team for the future, in line with management's organizational objectives, without necessarily involving everyone in the process).

4-Communicate transparently.

• Hold regular one-to-one meetings to discuss expectations and objectives.
• Provide written documentation, such as policy and procedure manuals, individual development plans, updated job descriptions, etc.
• Encourage employees to ask questions and clarify what is not clear.

5-Provide support and resources

• Offer training to help employees develop the skills they need to achieve their goals.
• Set up a mentoring program to facilitate the acquisition of certain knowledge or the mastery of tools.
• Encourage a collaborative work environment where employees can support each other and share their knowledge and experience, or seek advice from their manager.

6-Follow-up to recognize successes and correct mistakes:

• Schedule performance reviews, 1:1 meetings, progress reports, etc.
• Be open to employee feedback: some may take on more, while others may prefer to cut back.
• Remain flexible and agile to the changing needs of the team and the company's objectives.

The advantages of the sandbox

For the company

• Improved productivity
• Reduced conflict
• Improved performance
• Development of trust

For the manager

• Better time management
• Easier follow-up
• Improved communication
• Skills development

For the employee

• Clarity of expectations
• Autonomy and accountability
• Job satisfaction
• Professional development

To conclude

By following these steps, a manager can greatly promote autonomy and empowerment, within a productive and harmonious work environment. What more could you ask for?

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