The Importance of Delegation? and When Should We Do It?

14 December 2023

The end of 2023 is almost coming. We want to congratulate you who have given your best this year, and for those who are preparing for a new position as a novice leader at the beginning of next year. If this is your first experience in leading a work group, it means that you will start to face new challenges to work not only for yourself, but work for more people in the work group. 

As novice leaders, leading can be quite challenging, especially if they have never led a work group before. When elected as a leader, usually someone will be considered qualified and know what they are supposed to do. While in reality, if a novice leader is not prepared with enough knowledge and competence, the potential for turmoil within the group becomes greater.

One of the things that is often missed is to delegate their tasks to subordinates. For some leaders who are chosen because of their expertise, sometimes they do not realize that they need to delegate tasks. Apart from being accustomed to doing their own work, sometimes they find it difficult to trust the abilities of others. 

The key point in delegating tasks to subordinates is to provide opportunities for their subordinates to develop themself and to be more responsible for their assigned tasks. The questions for leaders are, how can we know when we should delegate tasks to our subordinates? 

Before we give you the tips, we need you to understand that there are two elements in task delegation:

  1. Individual readiness: the skill level of the person you are delegating to? And their willingness to do the tasks?
  2. Urgency of the task: how important is the task to be completed? Can it be postponed or must it be completed as soon as possible?

After understanding these two elements, we can divide them into four quadrants, which are organized based on the intersection of the Individual Readiness axis and the Importance or urgency axis of the task.

A diagram of a task

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From the quadrant above, we can see that full delegation can only be done for jobs that are low in urgency, with high individual readiness. While for low individual readiness and high urgency, we should not delegate, and it is better to handle the task independently. For the other two quadrants, it is still possible to delegate, but monitoring must be done to ensure working quality.

If a task that you usually do takes up more time than other more important tasks, you need to consider whether the task needs to be delegated to someone else. A simple rule to convince yourself to delegate is, if someone else can complete the task at least 70% as well as you can, then you should have the courage to delegate the task to them. There may be a drop in the quality of performance, but 30% is quite tolerable compared to the loss of your time on more important tasks.

Uta Rohrschneider in the book Learn Motivating Delegation as a Leader shares 7 rules that can be applied for an effective delegation, among others:

Task Description

A leader must provide comprehensive information about the task, what must be done? What tasks must be completed? expectations of task results? is there tolerance for mistakes that occur? What is the difficulty of the work to be assigned? It all must be clearly spoken and in detail.

Choosing the right people

A leader should be able to choose people who have the most adequate competence in carrying out the task, including who can help, and who is most motivated in carrying out the task.

Write down the Work-Order

A leader should provide clear and written directions for carrying out tasks. Important information needed such as important dates, deadlines, including expectations for the achievement of task objectives need to be written and delivered to the team with the right media for awareness.

Provide authority

Leaders need to provide a clear scope of authority to anyone delegated. This is necessary to provide clear space for delegated subordinates to make decisions.


Delegation is about trust, therefore the leader must provide time to check if there is progress in the work. The portion of monitoring must also be done as wisely as possible, not to loosen, but also do not micromanage.

Ready to answer questions

Leaders should make time to be asked by subordinates. You have to trust your subordinates, but as a leader, you must be ready to answer if asked by your subordinates, so that they do not feel left alone in completing the task.

Discussing results

This stage is sometimes forgotten even though it is very important. In a delegation process, the result delivered in a task is actually a valuable learning process for the giver and receiver of the task, this moment of discussion will be full of learning and strengthening competencies for the development and regeneration of these personnel in the future.


Being a leader who can delegate tasks effectively is not an easy task, and if you find it difficult to delegate tasks, you should not feel embarrassed. This is one of those leadership skills that takes time to develop. We hope this article has given you some insights that can help you in your new role as a leader. 


Artikel by:
Gardhika Waskita Pakqi
Resident Assessor
prasmul-eli Assessment Services

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How to Communicate to Your Boss if You Have Excess Workload
03 June 2024

Every employee certainly has the capacity related to the workload that can be completed. Getting additional work will certainly cause the quality of work to decline, as will the employee's health. If you are experiencing this, definitely tell your boss that you are experiencing excess workload.

Unfortunately, this situation is sometimes less favorable for many employees. Many superiors often judge that those who have excess work are just lazy employees and complainers. For this reason, you need a strategy in communicating with your superiors to get the best results.

How to Tell Your Boss You're Overworked
The thing that needs to be paid attention to is to avoid the impression of complaining or just looking for pleasure. Here are a number of steps you can take to tell your boss that you are overloaded with work.

1. Plan a meeting

Considering this is a work matter, you still have to do it in a professional manner. Find the right time to invite your boss to discuss this issue one-on-one. With a scheduled meeting, you will make this chat important for all parties.

It's better not to hold sudden meetings. That way, you can note down everything that needs to be discussed at the meeting.

It would be even better if you provide a brief discussion of the meeting agenda. This will also give your boss the opportunity to think about solutions to all possibilities regarding the results of the meeting.

2. Provide solutions without complaining

A way of expressing dissatisfaction and disappointment with a situation is definitely a complaint. If you do this, you will be labeled a lazy employee.

The way to avoid complaints from coming out of your mouth is to provide solutions related to the workload. Convey that this is a team problem and not an individual problem. If the work is too much, the solution that needs to be done is to increase the number of personnel to complete it or create a priority scale.

Maybe the solution to adding employees could be a new problem for all companies. However, making a priority scale should be done by anyone. Your boss must know which work needs to be done first and which can be put aside or even eliminated.

3. Tell the truth based on experience

You also need to be honest about your experience in completing the work. Describe all the work at hand and the factors that need to be considered when doing it. These factors will of course affect the processing time and level of difficulty of a job.

Then, make an assumption that one or two jobs can be delegated or done together with other people. It's possible that the time needed could be much shorter. Also convey that this short time will also be of added value to the company's finances.

4. Provide views on delegating work

There is always good and bad in taking a step. However, your boss needs to know about the views of work delegation in a business and employees. Of course everyone will get an impact from this work.

Taking work away from you and giving work to someone else will probably make them resent you. It could be that this will cause new conflicts within the team. Of course, this risk will not be taken by your boss.

On the other hand, there are good things to be gained from delegating this work. First, your workload will certainly be reduced so you can maintain the quality of your work. This will definitely be liked by all superiors.

Second, people who are given additional burdens from you will also gain new experiences. This will of course be good for the employee because they will gain additional experience and skills. Of course this will also be an added value for the company.

5. Invite colleagues to help

Expecting your boss to understand everything you say is also sometimes unwise. It could be that your boss will not make changes related to your workload. If that's the case, try to give a signal to your coworkers.

You can hope that someone can take on some of the work to lighten your load. If they don't, at least you've given your coworkers a warning. If all conditions do not change, it means it's time for you to look for a new job.

That's a way to signal to your boss that you are overloaded with work. Communicating this allows the entire team to continue working comfortably in business development.

How to Start Practical Self Improvement in the Workplace
31 May 2024

Career journeys sometimes make someone feel difficult or lack motivation. However, this usually also provides encouragement for self-improvement. There are many efforts that can be made to continue to understand situations that occur in the workplace.

If someone has solid principles in life, they tend not to be afraid of being in a difficult position. However, strong support is also needed to achieve this position.

This can not only be achieved with your own efforts, but also with the support of your environment.

Carrying out self-improvement can encourage someone to be more motivated and even able to inspire themselves and those around them. For this reason, you can carry out self-improvement as a way to discover your potential.

What is Self Improvement?

The process that occurs when carrying out self-improvement does not only occur as an achievement to the end point. You may have to go through several stages until you finally reach a goal that you wanted to realize from the start.

Self improvement is a long process that involves self-awareness, new learning, and even discovery of one's potential to move from one situation to another.

You also need to remember that the self-improvement process does not happen instantly, you may need to overcome your fears to be able to move and develop yourself.

Even though it is not easy, self-improvement is an important part of a person's life. This is a process of understanding all situations as normal and human.

How to Do Self Improvement

When you work, you certainly spend more time working so a lot of things happen there. In order to go through the process well, here's how to carry out self-improvement at work.

1. Focus on your strengths

The process of self-development should not be understood as a way to cover up weaknesses because this will make the process difficult. You have to do self-improvement with the aim of developing your talents or excelling in things you like.

2. Declutter

The decluttering process means letting go of the parts of yourself and your environment that no longer serve you. When you declutter, you make room for new experiences. This will result in awareness and freedom of one's own growth and allow you to see the direction you want to take.

3. Do self-reflection

Ask yourself critical questions. Gain meaningful insights on how to inspire others. Think about the impression you want to make on other people when answering these questions.

You can also look for constructive feedback to be able to respond to other people better. This allows you to grow more quickly because others reveal things you can't see yourself. From that stage you can make adjustments, dream more and achieve.

4. Partner with a mentor

Find a mentor or friend who can be a responsible companion. You can rely on them to provide support to keep you on the right track. Their role can be a powerful mechanism that can help you move forward and achieve the desired results in a subtle way.

5. Start small

A person's achievements are made through small and consistent steps. While it's possible, you don't need to make a big leap all at once. That's not always a good start. When in doubt, start from small actions to produce positive achievements starting with yourself.

6. Keep moving

The biggest mistake that is often made when carrying out self-development is giving up on a process. If you choose to challenge yourself and grow, stick with it. The learning process requires not only stable periods, but also moments of success and failure.

7. Always be curious

Curiosity drives you to always find out more, question, and respond wisely. Curiosity arises whenever you adopt a “beginner’s mind.” You reorganize everything you already know to see everything as if for the first time to be free from bias and previous experiences.

That's how you can start self-improvement at work. This process must be understood as a long series of processes to develop your ability to stay motivated in the work environment. That way, you will continue to respond positively to all situations while inspiring others.

Inertia of a Young Leader
14 December 2023

“To succeed is to thrive and be respected.”

Expectation is the cornerstone of all actions. It drives an elementary scholar to pull an all-nighter before the day of the exam. It prompts an athlete to showcase their best performances in competitions. It compels business leaders to implement significant changes, to further drive their corporations forward in not only crucial times but also during periods of sustained growth and evolving market landscapes. Expectation provides individual guidance into stepping forward. 

As members of society, expectations also come inevitably to the younger generation. These young generations carry hopes and expectations to become the next leader. They have been told to excel and succeed in everything since they were young; to be indoctrinated that the burden of making a better environment and life for their society, family, and self is theirs to carry. These propositions are not entirely wrong as such expectation is a mantra that shapes individuals into proactive contributors to the betterment of their society, family, and personal well-being. However, to some, these expectations also pose a threat to young people for the problem with expectations is that it didn’t come standalone but with actions and results. Results of which one cannot predict all of the time. 

The uncertainty of it seems to be bigger than it seems because the pressure to excel can lead to anxiety, making the fear of making mistakes become paralyzing. For this reason, some may avoid taking on bigger responsibilities and opportunities as these confront them with the risks of being perceived as incompetent. 

Breaking Through the Inertia

From the human resources perspective, such a phenomenon is regrettable, for someone with a lot of potential might remain stagnant due to fear. This stagnation not only deprives organizations of the valuable contributions that could arise from unlocking the untapped potential but also impedes the holistic development and fulfilment of individuals within the professional context. However, such a phenomenon is not bound to eternity. There are several steps one can implement to break through the inertia:

Challenge Negative Thoughts. 

Recognize and confront negative thoughts and self-doubt. Substitute negative self-talk with positive affirmations and constructive beliefs regarding one’s capabilities. By proactively addressing and transforming negative thought patterns, individuals can cultivate a more empowering mindset, fostering self-confidence and unlocking their full potential for personal and professional success.

Develop a Growth Mindset. 

Seize challenges as chances for growth and learning. Acknowledge that skills can be honed through dedication and effort over time. Embracing this approach not only fosters personal development but also enhances adaptability, resilience, and the capacity to navigate future professional challenges with confidence and competence.

Seek Mentorship and Support. 

Seek guidance and advice from mentors or experienced colleagues while also sharing concerns and challenges with a supportive network to gain valuable perspectives. Embracing this collaborative approach not only enriches personal development but also facilitates a dynamic exchange of insights, fostering a culture of continuous learning and professional growth.

Take an Actual Step. 

By taking an actual step, one can build momentum and confidence in their ability to handle larger responsibilities. Each completed step serves as evidence of your competence and contributes to the overall goal of professional growth. Remember that life serves as a continuous learning platform for people to grow.


Article by Arvica Salwa Fitriani Masrukin)