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We've all been there: that panicked moment at the deadline when delegated work isn't quite right. You're frantically making last-minute changes, your colleague is stressed, and everyone's wondering why it came down to the wire. Here's the truth that will transform how you delegate: perfect on the first try is a nice wish, not a plan. Build in time for rework and a simple backup plan when you hand off work, and you'll save yourself from those late-night scrambles.
Why First-Try Perfection Is Unrealistic
When you first delegate work, it's rarely completed exactly to your liking, and that's completely normal. Your colleague brings their own working style, interpretation, and pace to the task. They're not inside your head, so some adjustment is natural and expected. Believing that delegation should be flawless from the start sets everyone up for disappointment and unnecessary pressure.
Think of it like cooking for guests. You wouldn't start preparing a complex meal at the exact moment your guests arrive. You start early enough to taste, adjust seasoning, or reheat if needed. Apply this same wisdom to delegated tasks: set due dates that leave a little space before the real deadline, and agree on what will happen if things drift off course.
How to Build in Buffer Time
Creating buffer time doesn't mean you're planning to fail; it means you're planning to succeed realistically. Here's how to do it effectively:
- Set internal deadlines a few days before the actual deadline
- Mark 'Review' blocks on your shared calendar between handoff and final delivery
- Leave yourself 20-30% extra time for feedback rounds and adjustments
- Communicate these buffers clearly so everyone understands the real timeline
Buffer time is like leaving your house 10 minutes early. You still arrive on time even if the coffee shop queue is mysteriously long. It's not wasted time; it's insurance against the unexpected.
Planning for Contingencies at the Handoff
Add contingency thinking right at the beginning, during the handoff conversation. Ask yourself and your colleague: What might go wrong? What will we do if it does? This isn't pessimism; it's practical planning that removes uncertainty.
Keep this discussion simple and solution-focused:
- Agree on a small buffer and make it visible on the calendar
- Identify one backup approach if the primary plan hits a snag
- Clarify who will check in and when
By having these conversations upfront, you take pressure off both parties and create space for honest communication if adjustments are needed.
The Benefits of Realistic Delegation
When you expect some rework and plan for it, something wonderful happens: you get calmer execution and fewer surprises. The work still ships on time, just without the panic. Your colleague feels trusted rather than rushed, and the quality often improves because there's space for thoughtful refinement.
This approach also builds better working relationships. When people know you've built in realistic timelines, they're more likely to communicate early if something's not working, rather than scrambling to hide problems until the last moment.
Support for Clearer Thinking and Better Planning
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