The art of delegation: How to empower your team as a new project manager

Taking your first steps as a project manager can be both exhilarating and overwhelming. You’re responsible for timelines, stakeholder communication, quality standards, and most importantly, your team. One of the most vital skills to master early on is delegation. Effective delegation in project management is not about handing off tasks and hoping for the best; it’s a strategic leadership tool that helps you manage your workload and build team capability to ensure project success.

Here we explore why delegation matters, the challenges new project managers face, and practical delegation techniques you can start using today.

Why delegation matters

Delegation is more than just assigning work. It's about trusting your team with responsibility while retaining accountability. It allows you to focus on high-level priorities and empowers team members to grow, helping to balance the project workload effectively. In the PRINCE2® methodology, clearly defined roles and responsibilities are a cornerstone of good project governance and delegation fits naturally into this framework.

The benefits of effective delegation include:

• Increased productivity: You can focus on strategic tasks while others handle operational details
• Team development: Delegating challenging tasks helps team members develop their skills
• Better time management: Avoiding micromanagement frees up time for decision-making and stakeholder communication
• Improved morale: Empowered team members are often more engaged and motivated

Common delegation pitfalls for new project managers

Even with the best intentions, it’s easy to fall into common delegation traps. One of the most frequent issues is holding onto too much responsibility. New managers often fear losing control or believe that no one else can perform a task to their standards, which can lead to burnout and bottlenecks.

Another common pitfall is providing unclear instructions. Without specific guidance, tasks can become confused, leading to delays and unacceptable results.

Micromanaging is also a frequent challenge; constantly checking in on delegated tasks can undermine your team's confidence and slow their progress. On the other hand, failing to follow up altogether can be just as problematic, as without corrective feedback or support tasks may be forgotten or poorly executed.

Delegation techniques for new project managers

Here are some practical delegation techniques to help you get it right from the start. Delegation is a skill that improves with practice, reflection, and feedback. The more you apply these techniques, the more confident and capable both you and your team will become.

Understand your team’s strengths

Before assigning tasks, take time to learn what your team members are good at, what they enjoy, and where they want to grow. Delegation is not just about availability — it’s about alignment between task and capability.

Use one-to-one meetings to ask team members about their skills and development goals. This creates a culture of trust and openness.

Use the RACI model

The RACI model (Responsible, Accountable, Consulted, Informed) is a simple yet powerful delegation framework that aligns well with PRINCE2’s principles. It helps you clarify roles and responsibilities, ensuring everyone knows what’s expected.

For example, when delivering a project report, you - as the project manager - might be Accountable, while a team member is Responsible for drafting it. Stakeholders may be Consulted or Informed.

Set clear expectations

Clearly define the task, deadline, quality standards, and the purpose behind it. This reduces ambiguity and increases ownership.

Consider this checklist before delegating:

• What is the desired outcome?
• What are the deadlines?
• Are there specific formats or tools to use?
• How will progress be reviewed?

Empower, don’t abdicate

Delegation isn’t about passing the buck. Provide the necessary resources, authority, and support. Be available for questions, but avoid hovering.

Encourage problem-solving. Instead of offering solutions immediately, ask: "What do you think we should do?"

Monitor progress (but don’t micromanage)

Set up regular check-ins or progress updates, especially early on. This helps catch issues before they escalate and provides opportunities for coaching.

It’s best practice to use short stand-up meetings or task tracking tools to keep communication flowing.

Reflect and give feedback

After the task is complete, provide constructive feedback. Celebrate successes and discuss what could be improved next time. This reinforces learning and builds trust.

Leadership for project managers includes being a coach. Feedback, both positive and developmental, is essential.

Start delegating with confidence

Delegation is an essential leadership skill for new project managers. When done well, it enhances project delivery, as well as boosting team performance and building your credibility as a leader. As you grow in your role, you’ll learn to delegate not just tasks but also trust and ownership.

By developing strong delegation skills early, you’re laying the groundwork for long-term success, not just for yourself, but for your whole team.

Explore our PRINCE2® training options to build confidence and capability in every stage of your project management journey.