PMI Shield Property Management Blog

Delegating done right

Delegating done right

Delegate: “to assign responsibility or authority.”

There are only so many hours in the day and a limited number of people to help lighten the load. That’s why delegating is one of the important skills HOA board members need to have. But delegating successfully can take some know-how and experience flexing that proverbial muscle. It needs to be handled strategically.

When you’re determining who to assign to a certain job at your Dallas HOA, you’ll want to choose wisely. Pick someone who seems best suited for the task at hand. It could be the person with the most experience, passion or skills to get the job done successfully. Here are some ways to approach choosing the right person for this very important role.

Embrace the buddy system

If you’re looking for a job to assign to a new person on the board of your Dallas-area HOA, consider pairing them with a more experienced board member first. That way they can learn the ropes from an informed resource and feel more confident knowing they have someone in their corner to consult.

When assigning certain jobs, you’ll want to take into consideration various factors, including timeliness and importance. You’ll want to choose people who you feel can handle the weight of the project and get it accomplished by the deadline. It can be easier to assign projects with fewer restrictions and protocols to follow, as it allows you to be more hands-off.

Provide the right amount of guidance

Speaking of being hands-off, when it comes to delegating, you want to find a healthy balance between backing off from the project, and yet, still being available for questions and feedback. Just be sure that you’re giving the person all of the details they need to get the job done proficiently. Don’t make assumptions that they know what you mean. Be as clear and concise as possible and allow time for questions and feedback. Let them know any deadlines, protocols, and other things that they are expected to follow through on. Always document these items so you can have everything in writing for future reference.

Be patient

The task that took you 30 minutes to complete (after months or years of repetition) might take them an hour. Be mindful of the learning curve and plan for delays, at least initially. Everyone learns and works at a different pace.

Encourage creative problem-solving

Also, provide some wiggle room for their own creativity (as long as they’re following the rules and regulations required for the project). Everyone works differently, so encourage outside-the-box thinking. You can also check in once in a while to see how they’re doing and if they have any questions or need any additional assistance.

Reflect on a job well done

When a job is done well, make sure to recognize the efforts of your fellow board members. You can thank them and mention how well they did in your next meeting. Everyone likes to feel appreciated, and people who feel validated, tend to want to chip in more often. If there are any helpful tips, constructive criticism or advice you have for future projects, handle them with care. You can address these tips by first giving them positive feedback and then offering a few notes that may be helpful going forward.

Delegating can be a great tool to enhance the efficacy and efficiency of any HOA board. We hope, with these tips, that you’re able to delegate successfully and that your board continues to run smoothly. If you’d like more help with your Dallas-area HOA, please reach out to us at PMI: {{account:url}}. We love partnering with communities. We wish you success in your endeavors this year and beyond.