Delegation Framework

Great leaders don't do everything themselves—they delegate effectively. This framework helps you delegate tasks and responsibilities to develop your band and prevent burnout.

Why Delegation Matters

With effective delegation:

• Leader doesn't burn out
• Members develop skills
• More gets done
• Band is more resilient
• Shared ownership
• Sustainable leadership

Without delegation:

• Leader overwhelmed
• Members underutilized
• Bottlenecks everywhere
• Band depends on one person
• Resentment builds
• Unsustainable

Why Leaders Don't Delegate

Common Barriers

"I can do it faster myself"

• True in short term
• False in long term
• Prevents development

"No one else can do it as well"

• Maybe true now
• Won't be true if you teach them
• Perfectionism trap

"I don't want to burden them"

• They might want the opportunity
• Sharing load isn't burden
• Ask, don't assume

"I like doing it"

• That's fine for some things
• But can't do everything
• Choose what you keep

"I don't trust them"

• Then develop trust
• Or address the real issue
• Can't lead without trust

What to Delegate

Delegation Decision Matrix

Delegate if:

• Someone else can do it (even if not as well)
• It's not your unique strength
• It develops someone else
• It frees you for higher-value work
• It's recurring (worth training someone)

Keep if:

• Only you can do it
• It's your unique strength
• It's strategic/high-stakes
• It's your responsibility as leader
• You love it and it energizes you

Tasks to Consider Delegating

Administrative:

• Scheduling rehearsals
• Booking shows
• Managing calendar
• Tracking expenses
• Social media posting
• Email management
• Equipment maintenance

Creative:

• Setlist creation
• Arrangement ideas
• Merch design
• Content creation
• Song selection

Logistical:

• Load-in/load-out coordination
• Travel planning
• Accommodation booking
• Meal planning on tour
• Equipment transport

Communication:

• Venue communication
• Fan engagement
• Newsletter writing
• Press outreach

How to Delegate Effectively

Step 1: Choose the Right Person

Consider:

Skills:

• Do they have the skills?
• Can they learn them?
• How much training needed?

Availability:

• Do they have time?
• What's their current load?
• Is this realistic?

Interest:

• Do they want to do this?
• Does it align with their goals?
• Will it develop them?

Reliability:

• Will they follow through?
• Do they need close supervision?
• Can you trust them?

Step 2: Set Clear Expectations

Use the Delegation Template:

Task: _______________

Why it matters:

What success looks like:

Deadline:

Authority level:

• Do it and don't report back
• Do it and report back
• Recommend, I'll decide
• We'll decide together

Resources available:

Support I'll provide:

How we'll check in:

Step 3: Provide Context

Don't just say what, explain why:

Script:

"I'd like you to handle task. Here's why it matters: context. Here's what success looks like: outcome. You have authority to level of authority. I'm here to support you with support. Let's check in frequency. Do you have what you need? Any questions?"

Step 4: Give Authority

Delegation without authority isn't delegation

Levels of authority:

Level 1: Full Authority

• Make decisions
• Take action
• Report results

Level 2: Recommend

• Research options
• Make recommendation
• I decide

Level 3: Collaborative

• We discuss
• We decide together
• Shared ownership

Level 4: Execute

• I decide
• You execute
• Clear instructions

Match authority to:

• Stakes of decision
• Person's experience
• Complexity of task

Step 5: Provide Support

Support doesn't mean doing it for them

Provide:

• Resources they need
• Training if needed
• Access to information
• Answers to questions
• Encouragement

Don't:

• Micromanage
• Take it back
• Redo their work
• Undermine their authority

Step 6: Check In

Regular check-ins prevent problems

Check-in frequency:

• New to task: Weekly
• Experienced: Bi-weekly or monthly
• Fully competent: As needed

Check-in structure:

"How's task going?" "What's working well?" "What's challenging?" "What support do you need?" "Anything I should know?"

Step 7: Give Feedback

Feedback helps them improve

When things go well:

• Recognize specifically
• Explain impact
• Encourage continuation

When things don't go well:

• Address promptly
• Be specific
• Focus on learning
• Adjust support

Step 8: Let Go

Hardest part of delegation

Accept that:

• They'll do it differently
• It might not be perfect
• That's okay
• They'll learn
• You're developing them

Resist urge to:

• Take it back
• Redo their work
• Micromanage
• Criticize their approach

Delegation Template

Task Delegation Form

Task: _______________

Delegated to: _______________

Date: _______________

Why this task matters:

What success looks like:

Deadline: _______________

Authority Level:

• Full authority - decide and act
• Recommend - research and suggest
• Collaborative - we decide together
• Execute - I decide, you do

Resources Provided:

• Budget: $_______________
• Tools: _______________
• Information: _______________
• Contacts: _______________
• Other: _______________

Support I'll Provide:

Training Needed:

Check-In Schedule:

• Frequency: _______________
• Format: _______________
• Focus: _______________

Questions/Concerns:

Acceptance:

Delegatee: "I understand the task, have what I need, and accept this responsibility."

Signature: _______________ Date: _______________

Delegator: "I commit to providing support and not taking this back."

Signature: _______________ Date: _______________

Delegation Scenarios

Scenario 1: Booking Shows

Task: Book 10 shows for next quarter

Delegate to: Member interested in booking

Authority: Recommend

• Research venues
• Make contact
• Present options
• Leader approves

Support:

• Venue contact list
• Booking email template
• Budget parameters
• Weekly check-ins

Scenario 2: Social Media

Task: Manage band's Instagram

Delegate to: Member with social media skills

Authority: Full authority

• Create content
• Post regularly
• Engage with followers
• Report monthly metrics

Support:

• Brand guidelines
• Content calendar template
• Access to photos/videos
• Monthly review

Scenario 3: Setlist Creation

Task: Create setlist for upcoming show

Delegate to: Whole band

Authority: Collaborative

• Everyone suggests songs
• Discuss as group
• Decide together
• Leader facilitates

Support:

• Setlist criteria
• Venue/audience info
• Time constraints
• Decision framework

Delegation Mistakes

Mistake 1: Delegating Outcome, Not Task

Wrong: "Make us more popular" Right: "Post 3x/week on Instagram for next month"

Why: Vague delegation leads to confusion

Mistake 2: No Authority

Wrong: "Handle social media but check with me before posting anything" Right: "Handle social media. Post within brand guidelines. I trust you."

Why: Micromanagement isn't delegation

Mistake 3: No Support

Wrong: "Figure it out" Right: "Here are resources, I'm available for questions"

Why: Setting them up to fail

Mistake 4: Taking It Back

Wrong: "Never mind, I'll just do it" Right: "Let's talk about what's challenging and how I can help"

Why: Undermines trust and development

Mistake 5: Redoing Their Work

Wrong: Silently redo what they did Right: Give feedback, let them improve

Why: They won't learn, you'll resent them

Progressive Delegation

Start small, build up:

Phase 1: Assist

• They help you
• You're in charge
• They learn by watching

Phase 2: Collaborate

• You work together
• Shared responsibility
• They contribute ideas

Phase 3: Lead with Support

• They lead
• You provide support
• They make decisions

Phase 4: Full Ownership

• They own it
• You check in periodically
• They're autonomous

Delegation Checklist

Before Delegating

• Identified task to delegate
• Chosen right person
• Confirmed their availability and interest
• Determined authority level
• Prepared resources and support
• Set clear expectations

During Delegation

• Explained why it matters
• Described what success looks like
• Gave appropriate authority
• Provided necessary resources
• Offered support
• Set check-in schedule
• Answered questions
• Got their acceptance

After Delegating

• Checked in regularly
• Provided feedback
• Offered support as needed
• Resisted taking it back
• Recognized their work
• Evaluated and adjusted

Delegation Review

Quarterly, review your delegation:

What have I delegated?

What's working well?

What's not working?

What should I delegate next?

What should I take back?

How can I support better?

Key Takeaways

1. Delegate to develop - Not just to offload
2. Choose the right person - Skills, availability, interest
3. Set clear expectations - What, why, when, how
4. Give real authority - Delegation without authority isn't delegation
5. Provide support - Resources and guidance
6. Check in regularly - Prevent problems, provide feedback
7. Let go - Accept different approaches, resist taking back

Effective delegation develops your band, prevents burnout, and creates sustainable leadership. Start delegating today.