The critical issue of what to delegate is often times one of the hardest starting points for many children’s pastors that I get the opportunity to coach, mentor and just network with.
I will start with a thought that many do not take into consideration and then I will do my best to explain why when it comes to delegation it’s wise to start with this thought.
You should only delegate projects that have a benefit for both you and the person being delegated to. People resent dumping of low-level tasks that offer no learning opportunity. When volunteers feel this is happening they will begin to discharge themselves from your ministry. Do remember though, what may be a low-level task to one may not be that same thing to another. This is why its important to know your team.
How do you know what to delegate and to who?
List your projects or tasks. Never delegate part of a project or piece of work. This avoids the accusation of dumping the dull parts of a project while keeping the best bits for yourself.
Estimate time required. Calculate the number of hours you would expect each project or task to take.
Estimate the cost. Work out the hourly cost of yourself and your team members. This cost is not always financial. Cost comes in many forms. Sometimes it can be the cost of what is it keeping the person from doing if they are working on a certain project. Is it within a certain skill set of the person being delegated to or is there going to be a learning curve and skill set curve.
Map into a table. It should now be possible to work out the cost of each project or task depending on who is delivering it. This should show you clearly the difference in cost if you complete a project or if a member of your team does. Three groups should emerge: high, medium and low cost.
Estimate Return On Investment (ROI). Once you understand the cost groups, then you need to know the value of that project to your organization. For each project and task set a high, medium and low ROI.
Select projects for delegation. You can now put together your cost group with your ROI group. Low cost and low ROI go together, medium cost and medium ROI go together and so on.
This technique allows you to delegate the right projects to the right team member based on simple cost and ROI analysis. This is not a magical formula and should only serve as a broad process but at least in this way there is some logic to what you choose to delegate. Remember delegation is also about developing the team member so giving them a project which is in the group above (for example a high ROI project to a medium cost member of staff) is good practice.
With a good process in place it is easier to show your confidence in the great team that God is working with you in getting established. Now go and make your map, challenge your team, empower them to be all they can be, all the while your ministry is accomplishing what God wants it to accomplish.