Learning the Art of Delegation: A SMART Tool for Physicians
An earlier version of this article appeared on this website in July 2023.
Delegation can be a challenging skill for many physicians to master, but it’s an integral part of safe and efficient patient care. One reason it’s so hard is that it can often feel risky to let go, especially when you bear responsibility for the outcome. That’s why the most effective delegation is not just about offloading tasks; it’s about empowering your team to work at their best.
Of course, you can’t simply assign a task and hope it all works out. Instead, when you delegate, the goal is to get the same or better result than if you did the task yourself. Defining expectations, educating your team, and fostering a sense of shared purpose will set you up for success.
In this article, we’ll explore how delegation can strengthen teamwork and we’ll look at strategies to make the process both efficient and effective.
SMART Delegation
(Based on the work of Kate Christie of Time Stylers)
You may already know about SMART goal setting, but the SMART Delegation mnemonic is different. It’s designed to help you manage your workload more effectively and make the most of your time.
Using the SMART Delegation template will help you recognize and overcome common barriers that get in the way. By following this workflow, you’ll feel more at ease with the process while supporting your team and maximizing their potential. SMART stands for select, motivate, activate, results, and timeline. Here’s how it works:
Select
Choose the best person for the task. This may be a team member with little experience but a willingness to learn, or it could be someone with years of practice in the same or related field. Be choosy, but consider thinking outside the box. Is there a team member who yearns for more responsibility, is willing to take guidance, and is excited to learn? Even if they are new to your specialty, they might be a good fit.
Motivate
Motivate your team by making it clear why the task is important. This will create buy-in and foster a sense of importance and pride. Remember that motivation is an ongoing process, especially at first. You can think of it as a fly wheel, where each spin of the wheel builds upon the earlier work, creating more momentum and reducing the amount of work needed to keep the wheel in motion. Don’t “set it and forget it.”
Activate
Explain the details of the task so that everyone is clear on what is expected. Be sure to include a checklist if appropriate, and a written guideline that can easily be referred to and updated as needed. Giving your staff permission to be proactive can improve both the quality and the timeliness of care for your patients.
Results
Describe and explain clearly what a good result looks like, and why that matters. People who find their work meaningful are more likely to remain engaged and committed.
Time Line
Set realistic and clear deadlines when starting new protocols and teaching new procedures. It can help to create a series of steps with expected completion dates so that you stay on track.
Delegating Effectively
Delegation is a critical component of effective and efficient practice, but you have to be smart about it. Here are a few important caveats and guidelines that can help to keep your SMART Delegation plan on track.
Trust but verify
Effective delegation requires trust, but it doesn’t mean stepping away entirely. Check in periodically to identify potential problems early, reinforce accountability, and build confidence in your team’s ability to meet expectations.
Acknowledge the learning curve
Learning a new skill can be stressful. What may seem obvious to you may be a big leap for someone else. Do your best to be available, approachable, and patient, especially in the early stages. While it might take a little extra time at first, your support will be well worth the effort in the long run.
Keep communication open
Maintain open lines of communication so your team feels comfortable seeking help with complications or unexpected situations. Instead of simply providing answers, turn their questions into teaching opportunities. Encourage them to brainstorm solutions and come to their own conclusions, while at the same time offering a safety net of support.
Connect with supervisors
It can often help to involve a supervisor to provide an additional layer of support. This empowers your team to seek guidance on minor issues or questions without relying solely on you. At the same time, when you bring supervisors into the workflow, you’ll foster camaraderie by acknowledging their leadership role and building stronger team cohesion.
Provide constructive feedback
Be generous with your praise and constructive criticism. Research shows that when the work environment is supportive, performance tends to improve more quickly than when feedback is mostly negative or nonexistent. And while patience is essential, if someone consistently struggles to meet expectations, consider delegating the task to someone better suited for it. Avoid slipping back into the time-consuming habit of doing everything yourself.
Embrace discomfort
Delegating can feel like relinquishing control, so it’s normal to experience some discomfort at first. Be patient with yourself and your team while setting clear and achievable expectations.
The Ripple Effects of SMART Delegation
When you commit to the principles of SMART delegation, you’re not just easing your workload, you’re fostering a culture of trust, accountability, and growth. With the right people and processes in place, delegation can make you more productive, improve safety, strengthen teamwork, and boost patient satisfaction.
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