The Art of Delegation
By WJ de Kock, ThD
Educational Consultant to Partners in Ministry
Professor of Practical Theology at Palmer Theological Seminary of Eastern University
Delegation. That word gets thrown around in leadership circles like confetti at a wedding, but let’s be honest—it’s one of the trickiest skills to master. For some, it conjures images of passing the buck, offloading tasks in a rush to clear the deck. For others, it’s an elusive balance between managing and empowering.
Recently, I heard Peter Mayrick from Partners in Ministry explain his approach to delegation and the importance of coaching in delegation. The main take-away for me was that effective delegation requires striking a delicate balance between giving people enough freedom to own their work and providing the right amount of guidance and support so they can succeed. It’s a balancing act, like walking a tightrope between two extremes—micromanagement on one end laissez-faire leadership on the other. I will continue to rely on his approach in this blog post.
At one extreme, micromanagement stifles creativity and undermines trust. It tells your team, “I don’t believe you can handle this without my constant oversight.” At the other end of the spectrum, being too hands-off, what some might call laissez-faire leadership, can lead to confusion, frustration, and ultimately failure. People may feel abandoned or left to flounder, unsure of what’s expected of them.
The goal is to find that middle ground, where team members feel empowered to take responsibility but still know they can rely on you for guidance and support. This is where the art of delegation comes in.
Delegation is Not Dumping
It’s tempting to think of delegation as simply getting rid of the tasks you don’t want to do. But this mindset leads to resentment and disengagement. When team members feel like they’re just being used to lighten your load, they don’t feel invested in the work, and trust starts to erode.
Instead, delegation should be approached with intention and thoughtfulness. It’s about finding the right tasks for the right people. Consider their strengths, their growth areas, and how taking on this responsibility will contribute to their development. Maybe it’s an opportunity for them to learn a new skill, gain visibility with senior leadership, or take on a project that aligns with their career goals. When team members can see how a task benefits them, they’re more likely to take ownership and feel engaged.
This is why effective delegation requires getting to know your team—their aspirations, their strengths, their blind spots. It’s not just about passing off work, it’s about matching people with tasks in a way that motivates them and helps them grow.
Delegation is Not Abdication
You can’t just assign a task, disappear, and expect everything to go smoothly. That’s not delegating—that’s abandoning. Effective delegation means staying engaged in the process, providing the support and feedback your team needs to succeed.
This doesn’t mean you should be hovering over their shoulder, watching their every move. Instead, think of it as providing a safety net—offering guidance and support without taking away their autonomy. It’s about setting clear expectations upfront and checking in along the way to ensure they have everything they need to succeed. It’s about letting them know you’re there if they need you but trusting them enough to let them figure things out on their own.
Setting clear expectations is critical to this process. When you delegate a task, both you and the person taking it on need to have a shared understanding of what success looks like. What are the goals? What are the timelines? What resources or support will they need? Without this mutual understanding, frustration is inevitable. A quick conversation at the start can save a lot of headaches down the line. Don’t assume your team member knows exactly what you expect—spell it out.
Once the task is underway, following up is equally important. This doesn’t have to be a formal, sit-down review—it can be as simple as checking in with a quick “How’s it going?” or “Is there anything you need from me?” These check-ins serve a dual purpose: they remind your team that their work matters and give you a chance to course-correct if necessary.
Coaching is the key to Effective Delegation
Here’s where coaching comes in. If delegation is the framework, coaching is the glue that holds everything together. Coaching isn’t just about fixing mistakes or improving performance—it’s about helping people unlock their potential and grow, both personally and professionally.
When you think of coaching, think of it in two parts: personal growth and task-based improvement. Personal growth is where you connect with the individual, not just the worker. Ask about their goals, their challenges, even their spiritual journey if that’s relevant to your workplace. Showing that you care about them as a whole person, not just someone who gets tasks done, builds trust and deepens your relationship. And that trust is the foundation of effective delegation.
Then there’s the task-based coaching, which is more structured and focused on the work itself. Here’s a simple but powerful five-step approach to task-based coaching that works well:
a. Start by asking, “What do you think you did well?” This opens the conversation and puts them in a reflective mindset.
b. Then, move on to “What do you think you could do differently?” This allows them to identify areas for improvement before you weigh in.
c. After that, it’s your turn: offer your perspective with, “Here’s what I think you could do differently,” and then balance that with, “Here’s what I think you did really well.”
d. Finally, the most important question of all: “How are we going to move forward?” This is where the action plan for improvement gets created.
This approach ensures that your feedback is balanced, constructive, and forward-looking. It empowers your team to reflect on their own performance and identify areas for growth, while also giving them clear guidance on how to improve.
Common Pitfalls to Avoid
One common pitfall is something known as Seagull Management. This is when a manager swoops in, dumps a task on someone, and then disappears, only to return at the last minute to criticise what’s been done. It’s demoralising and unfair, and it leads to a toxic work environment where employees feel unsupported and scapegoated.
Another trap is the casual acceptance of failure. When a team member drops the ball, it’s tempting to brush it off with a casual “That’s okay.” But by doing that, you’re telling them it’s fine to take their responsibilities lightly. Instead, failure should be addressed constructively. Acknowledge it, discuss what went wrong, and coach them on how to do better next time.
Finally, as we have already said, never make the mistake of dumping responsibilities just to get them off your plate. If you’re assigning tasks with no thought to the individual’s skills or growth, you’re doing more harm than good. Effective delegation should always be aligned with the person’s development.
Over to you
At the end of the day, delegation is about more than just getting tasks done—it’s about building a culture of accountability and support within your team. To do this, communication is key. Be clear about what authority your team members have and what responsibility they carry. Give them the tools and information they need to succeed, and make sure they know they can come to you for guidance.
By using consistent coaching and creating opportunities for personal and professional growth, you’re not just delegating tasks—you’re developing people. And that’s what leadership is all about.
The art of delegation is more than a tool for getting work off your plate—it’s an ongoing, dynamic process that requires intention, trust, and consistent coaching. When done well, delegation doesn’t just lead to better task completion—it leads to personal growth, deeper engagement, and a stronger, more capable team. So, the next time you’re tempted to just pass off a task and move on, stop and think. How can this be an opportunity to empower my team? That’s where the real magic of delegation lies.
Consider our “Delegation in Ministry” course
Contact Partners in Ministry to learn more about our coaching, leadership development, and consulting services. https://www.partnersinministry.com/contact-us