Delegation brief template: hand over a task once, and get it back right
A delegation brief template: the outcome, why it matters, what done looks like, decisions they can make alone, check-in points and resources. Copy it and delegate without redoing the work.
Say the outcome and why it matters. Say what done looks like and which calls they can make alone. Then let go.
When to use it
Any time you hand a task to someone else, especially the first time they do it. It takes five minutes and saves you from doing the work twice.
The template
Delegation brief · [task] · to [name] · from [name] · [date]OUTCOME[What finished looks like, in one or two sentences]WHY IT MATTERS[Who it is for and what it affects]DONE WHEN- [Check 1]- [Check 2]YOU CAN DECIDE- [Choices they can make without asking]CHECK WITH ME FIRST- [Choices that need you]RESOURCES- [Files, examples, people, budget]CHECK-IN: [one short point before the deadline]DUE: [date and time]
A filled example
Delegation brief · Book the team offsite venue · to Sam · from Dana · May 2OUTCOMEA venue booked for 14 people, June 18–19, within 90 minutes of the office.WHY IT MATTERSIt is our first in-person planning in a year. People need to focus, not commute.DONE WHEN- Contract signed and deposit paid- Room fits 14 with a screen and good Wi-Fi- Lunch both days includedYOU CAN DECIDE- Which venue, from any that meet the checks- Spending up to $6,000 totalCHECK WITH ME FIRST- Anything over $6,000- Venues more than 90 minutes awayRESOURCES- Last year's venue list (Drive: Offsite 2025)- Company card from AlexCHECK-IN: send me your top two options by May 9DUE: booked by May 16
Tips
- "You can decide" is the part most people skip. Without it, every small choice comes back to you.
- One check-in, not five. Pick the point where a wrong turn is still cheap.
- Accept a different way of doing it. If it meets the done checks, it is done.
Where M-Tracker fits
In M-Tracker, the brief sits on the task, and the finished work gets a first review against it before it comes back to you. You can dictate the brief out loud in a minute. No screenshots and no activity tracking.
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Questions people ask
What if they do it differently than I would?
If it meets the done checks, accept it. That is the point of delegating outcomes.
What if it comes back wrong?
Check the brief first. Most delegation problems are missing done checks.
Work you can trust, without redoing it.
Your team gets feedback before work reaches you, or your client.
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