Delegation can be one of the most difficult leadership skills to master. Otherwise capable leaders often say that the idea of delegation is a bit scary. What if I delegate a task and it does not get done? What if I give someone a job to do and it does not get done exactly the way I envisioned? In the following paragraphs, you will read about strategies that you can adopt to become a leader who can delegate effectively with confidence.
What is delegation? Let’s start with the meaning of the word. The word “delegate” can be used as a noun or a verb. In the world of 4-H, we use the word frequently in both forms. We may send a delegate or contingent of delegates to conferences or meetings to represent our organization. The focus of this article will be on the verb form of delegate. According to the Merriam-Webster dictionary, the act of delegating means “to entrust to another, to assign responsibility or authority.” In 4-H, leaders are encouraged to delegate to team members, including both volunteers and youth.
As a 4-H leader, learning how to delegate will be instrumental for your clubs and club members in several ways. In your role as a club leader, you will want to delegate responsibilities and tasks to other volunteers as well as youth. Additionally, teaching 4-H youth how to delegate imparts a valuable leadership skill.
Mastering the Art of Delegation
Mastering the art of delegation is a key time management skill for 4-H club leaders. Learning to delegate tasks to other adult volunteers as well as club youth will contribute to the success of your club and support your longevity as a volunteer leader. The one sure way to become overwhelmed as a 4-H volunteer is to make the error of trying to do everything yourself.
Skillful delegation is one of the hallmarks of a transformational leader. In 4-H, the essential elements that serve as the foundation of our positive youth development programs are categorized into four key concepts: belonging, independence, mastery, and generosity.
When a leader entrusts a task to another volunteer or youth, the person feels trusted and valued. Delegation is one way to help establish a sense of belonging. Volunteers and youth alike will feel like an important part of the group because they have been given a role through delegation. Youth who are entrusted to complete a task have the chance to experience independence. Leaders who delegate also give youth an opportunity to demonstrate mastery of important life skills. Practicing delegation in the club leadership role is a way to empower other volunteers as well as youth to experience and practice generosity through contributing time and talent to the organization and the larger community.
S – Specific
M – Measureable
A – Attainable (or actionable)
R – Relevant (or realistic)
T – Time-bound
While SMART goals can be used for individuals to plan out projects, SMART goals are also a helpful tool to use with groups as a SMART way to delegate! A 4-H leader can use the elements of the SMART goal process as a guide to assigning tasks to other volunteers or 4-H youth. Leaders who learn to delegate goal-oriented tasks that follow the SMART formula will find that objectives are successfully achieved.
Another way to think about delegation as a process is the P.A.T. system. P.A.T. is an acronym that stands for Purpose, Action, and Timeframe. To delegate effectively, a leader should communicate the purpose or “why” a person is being entrusted with a task or objective. The amount of detail you provide about the actions needed to complete the task depends on the level of autonomy you want to give the person who receives a delegated task. As a club leader who wants to foster independence in your club members, how you determine the autonomy level to give youth is a critical step in developing young leaders. As you become more confident in your delegation skills, you may provide fewer action details and give other volunteers or youth the opportunity to make independent decisions about how to accomplish a delegated task. Finally, establishing a timeframe for completing the assigned task gives a defined time-bound end point to the delegation process, similar to the “T” in SMART goal setting.
For youth leadership development, delegation can be a learning experience in two ways. One way to help youth learn leadership skills is to entrust them with tasks to complete. The second way to help youth learn delegation is to assign authority to lead a team working on a project that will require delegation task for successful completion. Teaching delegation skills is one way club leaders can enable youth to act as leaders.
Strategies to Teach Delegation Skills
In the EDIS document Exemplary Youth Leadership Series: Enable Others to Act, two exercises are presented that provide opportunities for youth to learn and practice delegation skills. The activities outlined below appear in the linked EDIS document. These activities may also be adapted for use with adult volunteers.
Activities
Trust Builders—Participants will create an environment of trust.
Materials: Scissors, tape, pipe cleaners, paper, markers, straws, etc.
Group size: Divide the group into groups of 4–5 people.
Before starting this activity:
Make sure you do not mention anything about trust to the participants.
Gather a list of random supplies, but make sure you have a limited quantity of everything for the size of the group.
Create a list of tasks based on the supplies that are present. For example, cut out a green heart. Make a flag out of yellow paper and a straw. Write everyone’s initials on the flag in black marker. The number of tasks can align with the time limitations of the overall activity (i.e., more tasks, more time).
Divide the supplies into the number of groups present. Ensure that each group does NOT have all of the materials necessary to complete the task. Only have one set of critical items (tape, scissors, etc.).
Instructions:
Tell the participants they are in a race.
In a moment, they will be given a list of tasks to complete. The first team to get all of their tasks done correctly wins.
Hand out a list of tasks and each group’s supplies.*
*These instructions are purposely vague so participants realize that they need to share resources to accomplish all tasks. This may not be immediately evident; however, participants will identify this is the only means to complete the activity. Do not give them parameters on how to share or barter to ensure the task is completed.
Wrap-Up Questions:
How are we feeling after completing that experience?
Winning group—what was your strategy?
Could you have completed any of this on your own?
Did everyone share equally and honestly with each other? Why?
In what scenarios do we need to lean on the support of others to accomplish our tasks?
Photo Scavenger Hunt—Participants will demonstrate delegation.
Materials: Smartphones or cameras
Group size: Divide the group into equal-sized teams.
Instructions:
Create a list of photos to take that are relatively easy to locate or find (e.g., a trash can, someone with red hair, a photo of a flower, participants spelling 4-H with their arms/torso, etc.).
Tell the participants they are competing against the other groups to complete the scavenger hunt.
Go over safety precautions or rules depending on location.
Give youth the list.
The first team with all of the correct photos wins.
Modification: If smartphones or cameras are not accessible, the photos could be replaced with items.
Wrap-Up Questions:
The winning team—what was your strategy? Did you have one person take all of the photos or did you give each person a different task?
What would have happened if we gave each person a different item they were in charge of? Do you think we would have been more efficient?
Why is it important for us as leaders to be able to give other people tasks?
How can we delegate responsibilities when we are faced with challenges?
Next Steps
There are many opportunities for youth and volunteers to develop leadership skills such as the art of delegation over the course of their 4-H experience. Incorporate one of the activities described in this article into a 4-H club meeting or volunteer training! For more information, training opportunities, resources, and opportunities to become involved with 4-H, please contact your local UF/IFAS Extension office.
Parents, grandparents, and other family members are assets to the 4-H program. One of the best things about 4-H is that it promotes (and welcomes) family engagement! And there are benefits of family involvement- Duerden et al. (2013) found when adults were involved in youth programs, it strengthen family relationships and improved parent-child communication and bonding. Family involvement is a win-win-win for youth, adults and volunteers!
Make them Feel Welcome– Just like you would do for youth, make adults and other family members feel welcome!
Encourage them to participate in get to know you games, or introduce them to other adults associated with the club.
A parent meeting at the beginning of the club year is a great idea to help new parents feel like part of the group.
Communicate Clearly– Communicating with parents is essential. In fact, in a survey of new 4-H families in Florida, communication with the club leader was a major factor in whether or not the families returned to the program the following year (Hensley, 2020). Try these strategies to build strong communication with families.
Set up clear lines of communication with parents by asking them how they prefer to receive communication. Some clubs use social media, texting apps (like GroupMe or Remind), or email. Find a method that works for your 4-H families.
Make sure the club schedule works for everyone and that the location is accessible for all.
Give each family a copy of the club program calendar, and ask another parent or club officer to send out reminders before meetings.
Help them Learn 4-H– 4-H is a large organization and has something for everyone, which is great! But it can also be a little overwhelming when you are new to the program.
Explain the club cycle, such as when things normally occur during the year (service projects, fundraisers, competitions, awards programs, camp). That way, they can plan ahead and set goals for engagement.
Ask a seasoned 4-H family to mentor a new 4-H family. This can help them learn about the program, and identify things that their children will want to participate in.
Discover their Skills, Knowledge & Interests– New 4-H families may think that they need special training or experience to contribute to the club. As a volunteer, let them know that we all “learn by doing” and everyone has something to contribute!
Make a list of things that you need help with, then write each item on an index card (one item per card). Ask each family to select one or two items they are willing to be responsible for by writing their name on the back of the card.
Make Individual Asks for More Complex Tasks–
Reach out to parents individually (when they are not distracted) and share some of the tasks you need help with that are a little more complex. For example, you may need a parent to help train club officers, teach parliamentary procedure or work with the service learning committee. Provide any resources they may need (such as an officer handbook or service learning guide) and let them know that the 4-H office will provide support for them in this role. If the task requires a level II background screening, then be upfront about that.
References:
Duerden, M. D., Witt, P. A., & Harrist, C. J. (2013, Winter). The impact of parental involvement on a structured youth program experience: A qualitative inquiry. Journal of Youth Development, 8(3), 1-17. Retrieved August 31, 2018, from jyd.pitt.edu/ojs/jyd/article/view/88.
4-H club leaders are amazing instructors and terrific at running club meetings and events, but this job can be very time consuming. They deeply appreciate all the help they can get from the parents of the club members to help make the club even more successful. Even something as little as picking up snacks for a meeting or leading a group at a judging event can be a huge lifesaver. In addition, there are benefits to parent involvement. When parents, grandparents and other family members get involved in supporting 4-H clubs, it strengthens family relationships by improving “parent/child communication, bonding, and perceptions of one another” (Duerden, Witt, & Harrist, 2013). In addition, research shows that family involvement “prolongs the experience’s positive post-participation effects” (Duerden, Witt, and Harrist, 2013, p. 1).
Aside from the benefits listed above, it is important to recognize reasons why parents volunteer. There are three types of motivation: achievement, affiliation and power (Atkinson and Feather, 1966). Henderson (1981) found most 4-H volunteers to be motivated by affiliation. Individuals motivated by affiliation value relationships with people and organizations. Affiliation-motivated volunteers would respond best to thank-you notes, verbal praise or informal “pats on the back.” One of the best ways to recruit parents or grandparents to help with clubs is to provide opportunities for them to develop positive relationships with other parents, members, and volunteers. Here are two simple suggestions for recruiting more parents and grandparents:
When advising parents to sign their child up on 4-H Online, mention that they can also create their own profile so they can get involved as well. Make sure when you are recruiting new youth to your club, to also be very welcoming to their parents and encourage them to stay for the meetings and programs. Give them a copy of the club program calendar so they know when the meetings are and what is on the agenda.
Introduce parents to other parents. Help them build connections with each other. Better yet, ask a more experienced parent to mentor new parents.
Let parents know you welcome their involvement and give them the Parent Involvement Form. This form will allow parents the opportunity to see all of the different jobs and responsibilities that they can do to help the club succeed and sign up for the things that interest them. This will help you as a club leader to have a little less on your plate and allow the parents to help get involved with their child’s interests.
Every chance that you get to be involved in 4-H, whether you are a youth, parent, or club leader, you are giving your community a brighter future. All of the opportunities that 4-H provides will help build youth into positive members of society one day. So, club leaders, go out there and recruit the parents of your club members to help out and make your programs even stronger! Next week, we will talk about how to engage parents in your club!
References:
Duerden, M. D., Witt, P. A., & Harrist, C. J. (2013, Winter). The impact of parental involvement on a structured youth program experience: A qualitative inquiry. Journal of Youth Development, 8(3), 1-17. Retrieved August 31, 2018, from jyd.pitt.edu/ojs/jyd/article/view/88.
Atkinson, J., & Feather, N. (1966). Theory of achievement motivation. New York: Wiley.
Serving as a 4-H club leader is one of the most impactful ways adults can help youth develop into caring and productive citizens. Keeping the club organized can seem like a daunting task, but over the next several weeks, our blog series and monthly webinar will focus on breaking club organization down into simple steps. The foundation of club planning is built on understanding the club year cycle and who-is-responsible for what. Knowledge of these two things is essential for parent engagement and delegation to keep your club running smoothly. This post will provide you with tools and information to help you successfully keep your club organized!
The 4-H Club Year Cycle
How long and how often your club meets depends on the type of club you are leading. Most community, project clubs, and school meet during the school months (August- May). SPIN (Special Interest) clubs may only meet for a few weeks or months (usually a minimum of six to nine weeks). However, all clubs follow a similar timeline. In addition to understanding the club timeline, it is also good to know when district and state events are held. These events are designed to provide opportunities for youth to exhibit or demonstrate the knowledge and skills they have learned and to get feedback to improve. The 4-H Club Planning Guide is a tool for setting club goals, planning the club calendar, and planning club meetings. Sign up for our 4-H in the Panhandle monthly newsletter to receive updates, information and links to upcoming events.
4-H Club Roles
Keeping the club organized is not the sole responsibility of the club leader (but definitely and important one). There are several club roles designed to support club leaders. Before engaging parents and other volunteers in your club, it is a good idea to become familiar with these different roles. That will help you find the right fit to support your club. Trying to do everything yourself will only lead to burnout (and we don’t want that!). You can find a short video outlining the different volunteer roles, as well as service descriptions for each role on our northwest 4-H volunteer website. This video is a great tool to use for your club organizational meeting to help parents and guardians to know how they can support your club. In a future blog post, we will give more tips on getting them engaged to support club work!
There’s no one size fits all approach to marketing your 4-H club or letting people know the good stuff that’s going on in 4-H. But, it just got a little easier. Social media can be an efficient way to communicate with 4-H families and also recognize the great things 4-Hers are doing! Like Facebook, you can now have multiple Instagram accounts. I just created an Instagram account for Washington County 4-H, so naturally, I want to make it work for my 4-H program. Here are some tips to make your Instagram page stand out.
Which Type of Account?– Instagram offers three different types of accounts: personal, creative, and business. For 4-H Clubs, the best bet is a Business account.
Think Visual Impact – Facebook is a text/visual platform, Twitter is a text only platform, and Instagram is a visual platform. So use Instagram to share images and videos with your audience. Choose a single image that is impactful, that tells a story, that showcases one thing. Build your post around a single person, an event, behind the scenes, re-post from your followers, motivate, or educational posts on how to do or make something.
Don’t Overshare –Be choosy about which photo you share on Instagram. You might upload an entire album to Facebook, but use Instagram to feature your most dynamic photo. Stay away from posting similar photos, and don’t post more than once a day.
Filters – When you upload your photo, you can enhance it using filters. You can also adjust brightness, contrast, structure, and warmth. Remember, you want that one photo to stand out and be impactful.
Build Your Audience – Let your club members, parents, and supporters know where to find you. Include links to your pages in all of your emails, texts, marketing materials, articles, etc.
Videos – You can also upload videos that are one minute or less in length.
Go Live – Here’s a great way to show what’s going on right now in your club. Share a 4-Her shooting skeet, showing livestock, taking a cake out of the oven, working on a sewing project or practicing a showmanship pattern.
Check out these resources to help you get the most out of Instagram. Be sure to review the UF policies on social media to protect youth privacy, or plan to attend our webinar March 18th at 6pm central/7pm eastern to learn policies, tips and tricks for using social media to enhance your club!
As we look at the ever-changing social media journey, we think how can we keep up? Honestly, we probably never do and that’s okay. Social media can be an efficient way to communicate with 4-H families and also recognize the great things 4-Hers are doing! While you should never rely on only one form of communication to connect with every age group, social media can be an effective strategy. While Facebook is not the “go-to” platform for youth, most parents and community stakeholders are on Facebook. This article covers the basics of setting up a Facebook Group for your 4-H club the right way. Facebook is an approved platform through the University of Florida to use for 4-H, but there are some guidelines that need to be followed:
1. Ask your local4-H agent to be an administrator with you. Two sets of eyes are better than one and they can help you follow the right path for youth protection and be a resource for correct branding and logos. Also, if your 4-H agent is an administrator, it is really easy for him or her to share posts to the county 4-H page (when appropriate).
2. Create a Facebook Group instead of a Facebook Page for your club. Unlike Facebook Pages, you can change Group privacy settings and limit who can see information. Anyone can follow a Facebook Page whereas a Group can allow only approved members to see information. We must be sensitive to the personal information we share about our youth. How do I create a Facebook group? Steps for creating a FB Group
3. Follow the emblem guidelines for the proper use of University of Florida’s 4-H name and brands. UF IFAS Extension 4-H Graphics. Don’t forget that your club needs to be chartered in order to use the 4-H Name and Emblem.
4. Know who has a publicity release in your club. Youth with no photo release should not be shared in private groups and club leaders who will share information in the group must be aware of these limitations. Participation Release
5. If social media isn’t your “thing,” enlist help from another volunteer! You could also delegate responsibilities to one of the youth officers in your club to help with posting and interactions (with supervision of course).
Now you might be thinking what should a 4-H club talk about on Facebook? How will this Group be helpful? Here are a few ideas:
Upcoming events
Sharing of information and questions
Advertisement for your club
Fundraisers
Recognize youth (if you have parental consent)
Pictures, videos, and articles
Challenges and surveys
Information from the District and State programs
4-H volunteers are the true leaders who help our youth succeed by providing meaningful experiences every time programming is delivered. Our hope is that you feel empowered to incorporate positive engagement with youth by using relevant and innovative communication as technology advances. To learn more about incorporating social media for 4-H clubs or becoming a 4-H volunteer, join us next Thursday, March 18th at 6pm central/7pm eastern for our webinar on social media for 4-H clubs. You can also contact your local UF IFAS Extension Office UF IFAS Extension Office or visit Florida4-H.org.Social Media Tips
What is Delegation?
