How to Delegate Tasks & Responsibilities as a Supervisor
- Nonprofit Learning Lab
- Jun 17
- 6 min read
Why Delegation Matters (and What It’s Not)
As a supervisor and a manager, delegation isn’t about giving away the work you don’t want to do. It’s about sharing responsibility, supporting growth, and creating a more sustainable workflow.
Many new supervisors worry that delegation means losing control or burdening their team. But when done thoughtfully, delegation creates space for everyone to thrive—including supervisors, managers, employees and everyone on the team.
A holistic approach to delegation means:
Provide context and purpose, not just tasks
Create two-way accountability, not one-sided pressure.
Invite growth and learning, not just efficiency.
Be transparent about decision-making, not vague or protective.
Normalize learning curves, not expecting perfection.
Provide context and purpose, not just tasks
Delegation is more meaningful when people understand why the task matters, how it connects to the bigger picture, and who it impacts. This builds ownership and dignity in the work.
Example:
🛑 Instead of: “Can you update this spreadsheet today?”
✅ Try: “We’re preparing data for our funder report, and your accuracy here helps us tell the story of our impact—can you update the spreadsheet this week? I need a draft by Wednesday; please upload it to Asana. To get this task done, please push back the ABC meeting to next week.”
📝 Explain the purpose, set a clear deadline, identify priorities, and remove barriers.
Create two-way accountability, not one-sided pressure
Supervisors should provide support, tools, and feedback—not just expectations. Delegation works best when both parties are clear about their roles and check-ins are mutual.
Example:
🛑Instead of: “Let me know when you’re done.”
✅Try: “Let’s check in next Thursday to see how it’s going—what do you need from me to move forward? Do you have the sample templates to use for this project to help guide you and the SOPs?”
Invite growth and learning, not just efficiency
Delegation should be used to build someone’s skills, even if it takes more time in the short term. It’s an investment in people, not just output.
“You’re new, so I’ll handle this presentation myself.”
🛑 Instead of: “You’re new, so I’ll handle this presentation myself.”
✅ Try: “Let’s co-present together. I can support you in preparing slides and practicing.”
📝 Invite participation while offering structured support to build skills and confidence
Be transparent about decision-making, not vague or protective
Managers and supervisors should clearly communicate what staff have control over—such as programs they manage, tasks they lead, or project areas where they can make decisions.
Be transparent about employee autonomy in making decisions such as:
Designing or updating program activities and curriculum
Scheduling workshops, classes, or support groups
Deciding how to allocate a portion of the program budget (e.g., supplies, events)
Selecting or recommending vendors for program-related services
Determining participant eligibility or enrollment (based on established criteria)
Adjusting program timelines or deadlines to meet participant needs
Clarifying autonomy helps staff understand boundaries without feeling micromanaged or unsure. When people know how their work will be used—whether informing a report, guiding a decision, or reaching leadership—they can focus their efforts and take ownership. Clear expectations around purpose and decision-making build trust, prevent confusion, and support shared accountability in the delegation process.
🛑 Instead of: “Put something together and I’ll edit it later.”
✅ Try: “You’ll create the first draft, and I’ll offer suggestions—not edits—so it stays in your voice.” 📝 Be transparent about decision-making, not vague or protective.
🛑 Instead of: “Make a recommendation.”
✅ Try: “Research two to three vendor options and include your recommendation in the summary. I’ll review and make the final decision with your input in mind.” 📝 Position the staff member as the lead researcher while clarifying final approval.
🛑 Instead of: “Shift the timeline if needed.”
✅ Try: “You have the flexibility to adjust the deadline by up to two weeks based on participant needs—just keep me updated if it impacts other teams.” 📝 Give permission and boundaries for changing plans.
🛑 Instead of: “Take the lead on this.”
✅ Try: “You’ll have ownership over coordinating logistics and facilitating the session. I’ll be available to support with planning and troubleshooting.” 📝 Clarify the scope of autonomy—what decisions are theirs, and where you'll offer backup.
Normalize learning curves, not expecting perfection.
Definition: Delegation isn’t just about assigning tasks—it’s also about supporting growth. When staff are expected to perform flawlessly without guidance or room for mistakes, it creates anxiety and discourages risk-taking. A strong delegation culture builds in space for learning, reflection, and revision. Normalize questions and course-corrections as part of the process—not as failures. Setting realistic expectations fosters confidence, curiosity, and long-term skill-building.
🛑 Instead of: “This has to be perfect—we’re on a tight deadline.”
✅ Try: “This is a first attempt—it’s okay if we revise it together. Let’s see what you come up with.”
📝 Encourage learning by emphasizing process over perfection.
Closing Thoughts on Task Delegation for Supervisors & Manager
Effective task delegation is a key part of project management and a critical leadership skill for any supervisor or manager. When approached with clarity, trust, and a commitment to shared learning, delegation becomes more than a way to get work done—it becomes a way to develop employees, strengthen relationships, and build a culture of collaboration. Supervisors don’t need to have all the answers; they need to create the conditions for others to contribute meaningfully. Whether you're assigning a single task or handing off a full project, delegation helps everyone on the team grow. Remember, successful delegation isn’t about control—it’s about connection, communication, and capacity. By practicing these principles, you’ll not only get the work done—you’ll build a stronger, more empowered team along the way.
Recommended Trainings Related to Staff Supervision & Delegation:
Effective staff management is essential to completing work and employee satisfaction and retention. Managing staff isn’t easy with employees that work hybrid or virtual, off site at programs or are transitioning back to the office. Whether you are new to the role or are a supervisor with extensive knowledge, there is a need to understand how to use systems to communicate, create clarity around expectations, tasks and job performance. As a supervisor, there is a balance between micro-managing and believing in the skills of your employees for why you hired them in their roles. This workshop will dive into supervision strategies including span of control, performance, project monitoring, feedback, supervision methods and how to build a high-performing team.
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