All language subtitles for KU PMGT 840 Session 7 (Part C) Smart Delegation Matching Talent, Time, and Tools

Hi everyone and welcome to part C of
session 7 in PMGT 840, Developing as a

Project Leader.

In this final part of the module, we
will focus on smart delegation and how

match the right tasks with the right
people, time, and tools.

Let's explore how thoughtful delegation
can help leaders manage urgency without

burning out or losing momentum.

Delegation is more than just handing off
tasks.

It is about making strategic choices.

We will focus on how to align the right
tasks with the right people at the right

time and using the right tools.

This approach can improve team
performance, reduce overload, and build

leadership capacity.

True delegation is about turning routine
responsibilities into meaningful

opportunities for others.

It boosts overall team productivity
while helping individuals grow and

new skills.

When used effectively, delegation
reflects a leader's maturity and

the team's path to success.

Poor delegation often stems from common
yet avoidable habits.

Sometimes we delay delegation until it
is too late, falling into

procrastination. Other times, we
overlook the value of our own time by

passing tasks that others could handle.

This is a hidden opportunity cost.

Mismanaging time, such as thinking, I'll
just do it myself, might save a few

minutes today, but cost hours over time.

Ego can also get in the way when we
assume no one else can do the task

correctly. And finally, the fear of
losing control may stop us from trusting

capable team members.

Recognizing these causes is the first
step toward more effective delegation.

Effective delegation does not happen by
chance.

It follows a clear and thoughtful
process.

First, define the task clearly.

Make sure both you and the team member
understand exactly what needs to be

Second, select the individual who is the
most suitable for the task based on

their skills and experience.

Third, assess if they have the ability
and training needed.

If not, provide support or identify
resources.

Fourth, explain the reasons behind the
task. Help them see why it matters and

how it connects to the larger goal.

Fifth, state the required results.

Be specific about the expected outcomes
and ask the person to restate their

understanding to ensure clarity.

Step six is to consider resources.

Make sure the person has everything
needed to complete the task, including

tools, information, time, and support.

Step seven is to agree to deadlines.

Set realistic timelines and confirm them
together.

If the task is complex, break it down
and include checkpoints to stay on

Step eight is to support and
communicate.

Ensure others who are impacted are
informed and the person taking on the

understands all expectations clearly.

Finally, step nine is feedback on
results.

Once the task is complete, hold a short
conversation to review what worked and

what could be improved.

Recognize success and take
responsibility if things did not go

Delegation is not all or nothing.

It comes in levels depending on how much
authority you give.

Level 1 is not real delegation.

You just give orders and the person
follows them.

Level 2 means you ask them to collect
information, but you still make all the

decisions.

Level 3 allows them to make a
recommendation, but you still review it

moving forward.

In level 4, they can analyze and choose
an option, but you must approve it.

Level 5 means they decide and inform you
unless you stop them.

In level 6, they both decide and act and
just keep you informed.

And finally, level 7 is full delegation.

They have total freedom to act and
decide, and you only step in if

goes wrong.

The 4T model of delegation is a simple
but practical framework to make

delegation more effective.

It reminds us that a smart delegation is
not just about needing someone

attacked, but aligning four key
elements.

First is task.

Be clear about what needs to be done,
what the expectations are, and what

as success.

Second is talent.

Choose the right person based on their
ability, availability, and potential to

grow. Third is time. Set a clear
deadline and building time for check

feedback. And finally, tools. Make sure
the person has access to everything they

need, like data, software, or budget.

When these four elements are aligned,
delegation becomes smoother or outcomes

are more successful.

In this example, we meet Jason, a
project manager who struggles with

He delays the signing tasks until the
last minute, which leads to missed

opportunities and unnecessary pressure.

Jason also believes he can do things
faster himself, so he keeps

responsibilities to himself.

His ego prevents him from trusting
others to do the job well, and he fears

losing control.

As a result, his team members don't get
the chance to grow or take ownership.

This style of management leads to
frustration, missed deadlines, and

issues. Eventually, even some team
members requested reassignment.

This case highlights how a lack of trust
and poor delegation can seriously

damage team morale and project outcomes.

Now let's meet Zahra, a project manager
who models effective delegation.

Right from the start, she brings her
team together, clarifies goals, and

the work into manageable tasks.

She assigns responsibilities based on
each person's strength and availability.

And she makes sure expectations and
deadlines are clearly communicated.

Sarah does not just give instructions.
She checks for understanding and

ongoing support.

When issues arise, she guides her team
instead of stepping in to take over.

She encourages problem solving and
builds trust by listening and giving

thoughtful feedback.

At the end of the project, Sarah
celebrates contribution and shares

success. Her approach boosts team's
morale, ownership, and long -term

motivation.

All right, please make sure to complete
the assigned readings before our next

session. They will help reinforce the
ideas we covered today and prepare you

upcoming discussions and activities.

Here are your main tasks for this
session.

Please post your response to discussion
board 4, complete assignment 7, and

continue working on your group project
with your team.

And this brings us to the end of session
7. If you have any questions, please

feel free to reach out.

Thank you very much again for your
attention and see you in session 8.