How Can I Assign Tasks to Someone Who Isn't Reliable?

Hello Mytour, In both my professional and personal life, I often need to assign tasks to others. While this usually works well and helps accomplish goals, some of my colleagues and family members don’t perform as expected (e.g., submitting incomplete reports or doing subpar laundry). Besides handling everything myself or cutting ties with these individuals, what other options do I have? Sincerely, Seeking Solutions

Hello Seeking Solutions, Delegating is a necessity we all face at some point—whether it’s overseeing team members, collaborating on academic projects, or sharing chores with loved ones. However, delegation is both an art and a skill—one that many struggle to master. Often, the issue isn’t incompetence or a personality flaw (though that can occasionally be the case). Let’s explore the typical reasons why capable individuals might fall short when given tasks and how we can address these challenges.

The Individual May Not Understand Your Expectations

When assigning a task, it’s crucial to ensure the other person fully grasps the objectives, purpose, and specific requirements. Without this clarity, the outcome is likely to be disappointing.

The more precise you are about the desired outcome, the better. For instance, simply telling your child to tidy their room can lead to varied interpretations. Instead, specify that clothes belong in the laundry basket, books should be on shelves, and the floor must be clear. The method they use to achieve this can be left to their discretion.

Equally crucial is that you have a clear understanding of your expectations. For example, you wouldn’t ask your partner to plan a vacation without knowing your preferences, or request a colleague to research tech companies without understanding the purpose and scope of the research.

I’ve utilized Fancy Hands to delegate small tasks, often saving significant time, though not without occasional hiccups. Many of the inefficiencies arose from my failure to include essential details, such as my health insurance number when scheduling a doctor’s appointment. Anticipate potential questions or resources the delegate might require. On Tim Ferriss’ blog, Ramit Sethi offers templates for crafting concise, effective emails to assistants—useful for honing clear communication in any scenario.

The Individual Feels Overly Controlled

Providing clear guidance doesn’t equate to micromanaging or dictating every step of the process. Excessive oversight can erode confidence and hinder performance, creating a cycle where the delegator feels compelled to intervene further. Harvard Business Review refers to this as the Set-Up-To-Fail Syndrome. (Imagine asking your partner to cook dinner while hovering over them, dictating every spice and step. Naturally, they’d feel discouraged and reluctant to cook again.)

However, there’s a delicate balance between relinquishing control and maintaining oversight, making delegation a nuanced skill. Focus on the task’s purpose and allow the individual freedom to determine how to achieve it. In essence, assign the outcome rather than the method, and periodically check in to address any concerns or questions. Steven Sinofsky shares on LinkedIn various strategies to delegate effectively without micromanaging, such as offering feedback instead of intervening directly:

When things aren’t progressing as hoped, managers might feel compelled to step in and “fix” the situation. However, this kind of intervention can negate the benefits of delegation and create frustration. It not only undermines confidence but also dampens motivation. Instead, when challenges arise, focus on providing constructive feedback and fostering open, two-way communication.

The Individual May Lack Necessary Experience or Skills

While it’s ideal to assign tasks to the most qualified person, don’t shy away from delegating simply because you could do it faster or better. If the person responsible is inexperienced or new to the role, they’ll naturally require time to develop proficiency. Assess the situation and, if needed, delegate gradually, starting with smaller tasks that build toward larger responsibilities. Rice University advises:

Even routine tasks can serve as valuable learning experiences. Begin with modest assignments. By progressively increasing the workload, you help employees build confidence and expertise while smoothly transitioning away from these duties yourself.

Offer ample support and resources, and consider adjusting your expectations while the person is still learning. It can be frustrating when you feel it’s quicker to handle the task yourself, but if you aim to free up your time in the long term, patience is essential initially.

Additionally, be liberal with praise when they meet or surpass goals, even partially. Most individuals take pride in their accomplishments. As Rice University emphasizes:

Studies indicate that people often rise or fall to meet expectations. Recognize how your encouragement and belief in someone can drive their success, while doubt or lack of confidence, even unspoken, can hinder positive results.

The Individual Lacks Motivation

We’ve all encountered someone who consistently underperforms or shows little effort. If the person appears inherently unmotivated, there’s little you can do—proceed to the next section. However, sometimes disinterest stems from the individual not feeling a sense of ownership or accountability for the task at hand.

The Art of Manliness offers valuable advice on delegating in a way that encourages others to embrace the task willingly:

When assigning a task, the recipient will react with either resentment or pride. To foster the latter, avoid delegating responsibilities that are clearly your own. Delegate when higher-priority tasks demand your attention, not merely to offload undesirable work. My guideline is to never assign tasks I wouldn’t be willing to handle myself if circumstances allowed.

When delegating, explain why you selected the individual—highlight how their unique skills align with the project. Genuine compliments can inspire a sense of purpose and make the person feel valued.

Alongside consistent feedback and encouragement, using a shared project tracker (e.g., a chore chart for families or a whiteboard) can help maintain focus and accountability.

The Individual May Truly Lack Competence or Refuse to Improve

The suggestions above aim to enhance your delegation skills, ensuring tasks are completed effectively. However, there are instances where the individual may never meet expectations due to insufficient effort or ability. After offering them the benefit of the doubt, your choices include: a) assigning them tasks better aligned with their strengths, b) adjusting your expectations, and/or c) mitigating the impact of subpar performance if terminating the relationship isn’t an option.

For example, if your roommate struggles with washing dishes, consider swapping chores, investing in a dishwasher, or agreeing to handle your own dishes. Similarly, if a group member excels at writing but not research, reassign their role accordingly. HBR states:

[Stephen Covey, vice chairman of FranklinCovey] highlights the importance of aligning tasks with individuals' passions. "Identify what each team member excels at and enjoys most," he advises, "then match their unique skills and enthusiasm to the task at hand. When people are passionate, they require little oversight: They’ll independently devise innovative solutions to challenges.

While delegating can sometimes feel cumbersome, it often benefits all parties involved (and without delegation, progress would stall!). By reassigning tasks appropriately and addressing potential issues, you might be amazed at what you can achieve together. If not, your best recourse may be to seek out more dependable individuals.

Best, Mytour

Images courtesy of CollegeDegrees360 and philcampbell.