How to Assign a Task or Mission – Effective Leadership

To be an effective leader one of the key elements is assigning tasks or missions to individuals or groups. Using this format will ensure that the task or mission is received, understood, and clearly communicated.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• You can use a variety of tools to record the task or mission. Pen and paper or email work well. There are specialized software titles as well. The important thing is the process and actual delivery.

1. Determine the Task. Visualize the end state when the task is complete. Then write a single sentence to state clearly what you must do to achieve the task. For example, if you need to chart quarterly sales data you would envision in detail the final chart.

2. Determine the Conditions. What things will enhance or limit your subordinates ability to accomplish the task or mission? Here is where you establish the limits, or ground rules. Is overtime authorized? Is there an expense account? Are specific procedures required or prohibited.

3. Set the Standard. You must create a concise statement that tells exactly how the finished task will be measured. Be as detailed as possible. When the standard has been met, you subordinates should know for sure that the task or mission is complete.

4. Put it all together into a single paragraph for a simple task. Mission Statements are nothing more than large scale tasks. So, two or three paragraphs might be more appropriate.

5. Assume that you need a report from one of your subordinates. The task could look something like this: "Steven, I need you to prepare a written report of your field trip last week for the board of directors. You may check out a laptop, collaborate with Judy from HR for formatting guidance, and overtime is authorized. The report will be no more than three single spaced pages, formatted properly, and on my desk ready for submission by 3 pm on Thursday the sixth."

6. Notice that the first sentence identifies the specific task and who will accomplish it eliminating ambiguity. The second sentence places conditions that will help him get it done. The final sentence clearly tells him when and where it is due. It, the final paragraph, also tells him how long the report must be and reminds him to format it properly.

Tips & Warnings

• Steven now has a clear task and can get to work on it immediately.
• And, since you personally assigned the task instead of simply forwarding a memo you got from your boss, Steven understands that he is accountable to you for the tasks success.
• Don't get overly concerned about writing the perfect task. The first couple of times you issue this kind of task you may get some feedback. Take the feedback and rewrite the task using it and your original data. Reissue the task if it's warranted.
• Don't depend on a hand written or typed task to be the end of it. Leadership requires that you follow up and be available to provide guidance. As you get to know your subordinates, you will learn who can take this task and fly with it.

[joanhaines]

on 4/16/2009 This is pretty clearly explained. Thanks.

[athome]

on 3/13/2009 very good, as usual. 5*

[labellefleur100]

on 2/9/2009 Great advice. It fascinates me how difficult this task can be! 5*

[jl5080]

on 1/29/2009 Very sound advice. 5*