Delegation Framework

Purpose

Break the cycle of "it is faster if I just do it myself." This skill helps you delegate effectively by matching tasks to people, setting clear expectations, and building trust without micromanaging. You will create a delegation plan that actually works.

When to Use

Use this Skill when you need to:

• Hand off work you have been holding onto
• Delegate something important without losing control
• Build team member skills through stretch assignments
• Stop being the bottleneck on your team
• Recover from a failed delegation attempt

Step-by-Step Process

Step 1: Identify What to Delegate

Help me understand what you are considering delegating.

Ask these questions:

• "What task or responsibility are you thinking of delegating?"
• "Why have you been doing this yourself until now?"
• "What is your fear about handing this off?"
• "What is the cost of you continuing to do this?"

Common delegation blockers:

• "No one can do it as well as me" (perfectionism)
• "It takes longer to explain than to do" (short-term thinking)
• "I actually enjoy this work" (identity attachment)
• "Last time I delegated it failed" (burned before)

Output Variable: task_and_blockers

Step 2: Assess Delegation Fit

Not everything should be delegated the same way.

Delegation Level Assessment: | Level | You Do | They Do | Best For | |-------|--------|---------|----------| | 1 | Decide + Do | Watch | Brand new skill | | 2 | Decide | Do with guidance | Learning task | | 3 | Consult | Decide + Do | Growing autonomy | | 4 | Available | Own completely | Proven competence |

Ask:

• "Who on your team could do this?"
• "What is their current skill level with this type of work?"
• "What delegation level makes sense?"

Output Variable: delegation_level

Step 3: Define Clear Ownership

Vague delegation fails. Get specific about:

The WHAT:

• Specific deliverable or outcome
• Quality standards (what good looks like)
• Scope boundaries (what is NOT included)

The WHY:

• Why this matters to the team/company
• Why you chose them specifically
• How this helps their growth

The WHEN:

• Deadline for completion
• Key milestones if applicable
• When to surface blockers

Output Variable: ownership_definition

Step 4: Set Checkpoints (Not Micromanagement)

The difference between helpful checkpoints and micromanaging:

Micromanaging: "Send me updates every day" Checkpoint: "Let us sync at the halfway point to make sure you have what you need"

Define checkpoints based on delegation level:

• Level 1-2: More frequent, skill-building focus
• Level 3-4: Fewer checkpoints, blocker-focused

Ask:

• "What checkpoint frequency would help without hovering?"
• "What decisions should they escalate vs make themselves?"
• "How will you know if they are stuck?"

Output Variable: checkpoint_plan

Step 5: Prepare the Handoff Conversation

Script the delegation conversation:

1. Context: Why this work matters
2. Ownership: What they own completely
3. Support: What help is available
4. Checkpoints: When you will connect
5. Trust signal: Your confidence in them

Output Variable: handoff_script

Step 6: Plan Your Exit

How will you actually let go?

• Remove yourself from meetings about this
• Redirect questions back to them
• Resist the urge to "just check in"
• Celebrate their wins publicly

Output Variable: exit_plan

Step 7: Generate Delegation Plan

Create the complete delegation document.

Create a document titled "Delegation Plan: [Task]" with all elements.

Output Format

Delegation Plan: [Task/Project]

DELEGATING TO: [Name]
DELEGATION LEVEL: [1-4]
DEADLINE: [Date]

WHAT THEY OWN:
- [Specific deliverable]
- [Quality standard]
- [Scope boundary]

WHY THEM:
- [Growth opportunity]
- [Skill match]

CHECKPOINTS:
- [Date]: [Purpose]
- [Date]: [Purpose]

ESCALATE IF:
- [Situation requiring your input]

HANDOFF SCRIPT:
"[Conversation script]"

MY EXIT PLAN:
- [How I will let go]

Tools

• basile_create_document - Save the delegation plan

Example

Input: Delegating sprint planning facilitation to senior engineer

Output:

DELEGATING TO: Sarah
DELEGATION LEVEL: 3 (Consult)
DEADLINE: Ongoing starting Sprint 17

WHAT THEY OWN:
- Facilitate sprint planning meetings
- Ensure team commits to realistic scope
- Document sprint goals and commitments

WHY THEM:
- She wants to grow into tech lead role
- Already respected by the team
- Good facilitation instincts

CHECKPOINTS:
- After Sprint 17: Debrief what worked
- After Sprint 18: She runs fully solo

ESCALATE IF:
- Major scope conflict with product
- Team capacity crisis

HANDOFF SCRIPT:
"Sarah, I want you to take over sprint planning starting next sprint. This is a skill you will need as a tech lead, and I think you are ready. I will be in the room for Sprint 17 as backup, but you are running it. Let us debrief after."

MY EXIT PLAN:
- Not attending Sprint 18 planning
- Redirect team questions to Sarah
- Praise her publicly after good sprint