Delegation Tool

Six stages, in order

Each stage asks one question and hands its answer to the next. You can stop after any stage: save your progress file, and pick up later on any computer. The delegation playbook explains the method behind each one.

1. 1

   Stage 1 of 6 · Skills Matrix

   Who can do what today?

   1 to 2 days

   You bring

   Everyone you could hand work to, and the skills the work needs, written as the work.

   You get

   Each person rated on each skill, the skills only you have, and who is closest on each.

   How a skills matrix worksUse the skills matrix tool on its own

2. The skills, and who does each well
3. 2

   Stage 2 of 6 · Delegation Matrix

   What should you hand off, and to whom?

   An afternoon

   You bring

   Everything you do in a normal fortnight, with rough hours.

   You get

   Each task sorted by importance and skill, who takes it, how much authority goes with it, and the hours it frees.

   How the delegation matrix worksUse the delegation matrix tool on its own

4. Each handover, with its owner and authority
5. 3

   Stage 3 of 6 · RACI Matrix

   Who decides what?

   Half a day

   You bring

   The decisions behind the work you hand over, and the ones that wait for you.

   You get

   A chart with one accountable owner for every decision, and the rows where you kept the A.

   How a RACI matrix worksUse the RACI matrix tool on its own

6. One owner for each decision
7. 4

   Stage 4 of 6 · Psychological Safety

   Will people raise problems early?

   4 to 6 weeks after the handovers

   You bring

   What you have seen since the handovers, and an optional anonymous team survey.

   You get

   Three warning signs read, a habit for each one you see, and whether it is time to set goals.

   How psychological safety worksUse the psychological safety check on its own

8. Whether to go on, and the habits agreed
9. 5

   Stage 5 of 6 · OKRs

   What should people deliver?

   1 to 2 weeks, in one planning cycle

   You bring

   A conversation with each new owner about what their work should change.

   You get

   One objective per owner with two to four key results, each tested: a result, not a task.

   How the OKR framework worksUse the OKR builder on its own

10. Each owner's objective and key results
11. 6

    Stage 6 of 6 · Succession Planning

    Who steps up next?

    2 to 3 days, then yearly

    You bring

    An hour on each key role: who could step in now, and who in a year or two.

    You get

    Who is in line for each key role, the first step to get them ready, and whom to hire where nobody is.

    How succession planning worksUse the succession planning tool on its own

12. The succession plan, and the full report

What you finish with

A PDF report of the whole playbook. One headline for each stage, as in the example, then each stage's diagnosis: what it found, what that means, and what to do next. It ends with the succession plan and a 90-day review with three checks.

A progress file you keep. An Excel workbook with a sheet for every stage, updated each time you save. It holds each safety check and the OKR scores, and it is how you come back: choose it on this page or on any stage, and the playbook reopens where you left off.

Checks along the way. A skill only you have is taught before it is handed over; every handover says how much authority goes with it; a decision with two owners stops the playbook; and outcome goals wait until problems reach the new owners early.