Business English - Delegating Tasks Effectively to Team Members

Activity 1: Let's Get Started! (Warm-up)

Why is effective delegation important for both managers and team members?
What are some common challenges or concerns when delegating tasks? How can these be overcome?
Think about a time a task was delegated to you effectively. What made it a positive experience? Conversely, have you experienced ineffective delegation? What went wrong?

Activity 2: New Words & Phrases (Vocabulary)

Let's explore some essential terms and phrases for delegating tasks clearly and effectively.

1. Entrust (verb): To assign the responsibility for doing something to (someone).

Example: I'm going to entrust you with managing the client communications for this project.

2. Authority (noun): The power or right to give orders, make decisions, and enforce obedience.

Example: When delegating this task, please ensure you also give her the necessary authority to make relevant decisions.

3. Accountable (adjective): Required or expected to justify actions or decisions; responsible.

Example: While you can delegate the task, you remain accountable for its successful completion.

4. Provide clear instructions (verb phrase): To give directions or orders in a way that is easy to understand and not ambiguous.

Example: It's crucial to provide clear instructions when delegating, including expected outcomes and deadlines.

5. Follow up (phrasal verb): To check the progress of something that has been started or to take further action connected with it.

Example: I'll follow up with you next week to see how you're progressing with the delegated tasks.

Activity 3: Reading - The Marketing Campaign Delegation

Read the following scenario about a manager delegating a significant task to a team member.

Ms. Evans, a marketing manager, needed to delegate the planning and execution of a new social media campaign. She identified Sarah, a promising marketing specialist on her team, as the right person for the job. Ms. Evans scheduled a meeting with Sarah to discuss the task.

"Sarah," Ms. Evans began, "I'd like to entrust you with leading our upcoming social media campaign for the new product launch. I believe you have the creativity and skills to make it a success." She then proceeded to provide clear instructions: "The main objective is to increase engagement by 20% within the first month. The budget is $5,000, and the campaign should launch by March 15th. You'll have the authority to select the platforms and content strategy." Ms. Evans also made sure to discuss resources. "You'll have support from the design team for visuals, and Ben can assist with data analytics. While I'm delegating this to you, I'll remain accountable for the overall campaign success, so let's schedule weekly check-ins to follow up on progress and address any challenges." Sarah felt motivated and clear about her responsibilities. She knew what was expected, the resources available, and that she had the necessary authority. This effective delegation set Sarah up for success and allowed Ms. Evans to focus on other strategic priorities.

Comprehension Questions:

After reading the passage, answer the following questions:

Why did Ms. Evans choose Sarah for the social media campaign task?
What key pieces of information did Ms. Evans provide when delegating the task to Sarah to ensure clarity?
How did Ms. Evans ensure Sarah had the necessary support and authority?
What mechanisms did Ms. Evans put in place to monitor progress and remain accountable?

Activity 4: Role Play - Assigning a Research Task

Read the following dialogue with a partner. One person can be Mark (Team Lead), and the other can be Tom (Team Member).

Mark: Hi Tom, I have a new research task that I'd like to entrust to you. It involves analyzing competitor pricing strategies.

Tom: Okay, Mark. I'm happy to take that on. What's the scope and deadline?

Mark: I need a report by next Friday. The main goal is to identify the top three competitors and summarize their current pricing models, including any recent changes. I need you to provide clear instructions to yourself on how you'll gather this.

Tom: Understood. Top three competitors, pricing models, recent changes, report by next Friday. Do I have the authority to access our market research subscriptions for this?

Mark: Yes, absolutely. You have full access. I'll also make sure you're accountable for the accuracy of the data presented. If you need any specific resources or run into issues, let me know.

Tom: Great. So, just to confirm, I'll focus on the top three, detail their pricing, note changes, and use our subscriptions. The final report is due to you next Friday.

Mark: That's a perfect summary. I'll follow up with you mid-week, say Wednesday, just to see how things are progressing and if you need any support.

Tom: Sounds good. Thanks for the clear delegation, Mark. I'll get started on it.

Mark: Excellent. I'm confident you'll do a great job. Let me know if anything urgent comes up before our follow-up.

Tom: Will do. Thanks!

Discuss Together:

After reading or performing the dialogue, discuss the following with a partner:

What steps did Mark take to delegate the research task effectively to Tom?
How did Tom ensure he understood the delegated task and his responsibilities?

Activity 5: Let's Practice - Delegating Event Logistics

Objective: Practice delegating tasks effectively using key vocabulary in a role-play setting.

Scenario: Priya (Event Manager) is delegating part of the upcoming conference logistics to Liam (Event Coordinator). Fill in their parts of the dialogue using vocabulary from Activity 2.

Priya: "Hi Liam, I need to you with managing the on-site registration for the conference next month. It's a critical part of the event."

Liam: "Okay, Priya, I can handle that. What are the key responsibilities and deadlines I should be aware of?"

Priya: "I'll for you. You'll need to coordinate with the temp agency for staffing the registration desk, ensure all materials are printed and organized, and oversee the setup on the day. You'll have the to make decisions regarding volunteer assignments for the desk."

Liam: "Understood. So, staffing, materials, setup, and volunteer assignments. Am I also for troubleshooting any registration issues on the day?"

Priya: "Yes, you'll be the main point of contact for that. I'll with you weekly to check on progress and offer support. Let's aim to have the staffing confirmed two weeks before the event."

Liam: "That sounds clear. I'll make sure to keep you updated. Thanks for entrusting me with this."

Try to fill in the blanks with the correct words or phrases from Activity 2.