Needed: Effective Delegation

Last updated on October 23rd, 2023 at 04:52 pm

No one can run a swim meet by themselves. Delegation is imperative. But ineffective delegation can be worse than not seeking help in the first place.  Here are a few ideas to help keep it a positive, effective tool.

Tools for Effective Delegation

Productive Communication

Good communication between the swim meet director and the committee chairs (or area managers) is vital to effective delegation.  Share contact information so those who need to coordinate and work together can make contact as needed.  Individual communication between the area manager/chair and the meet director is fundamental.  A meeting or meetings, where the Meet Director and all the area managers/chairs attend may also be useful depending on the size and scope of the swim meet.

Meetings

Be careful with other people’s time.  Having meetings just for the sake of having a meeting isn’t wise.  However, a well-managed meeting can provide the opportunity for leaders to coordinate their efforts quickly and effectively. This is vital. Why? So important things don’t slip through the cracks. It also gives people the opportunity for people to get to know each other better. This can be helpful as they work together. Meetings can be either virtual, in-person, or a hybrid of these options.

Coordinate Effort

Plan time to coordinate efforts.  People need to see how their “piece” fits in with what others are doing. For example, the person in charge of concessions may request team members bring bottled water, sports drinks, and granola bars.  If hospitality distributes the same items and the hospitality and concessions chairs coordinate in advance, team members can bring the total amount needed for both areas, not just for concessions.

Often, people may not see where their area might intersect with another area, or where there may be duplication of effort. But as they meet together, it becomes clear.  Another way this information can surface is for the swim meet director to identify possible areas of overlap and address them with the affected parties.

Clear and Agreed Upon Expectations

Expectations (i.e. desired results) need to be clearly understood by all parties.  This includes agreement on specific reporting dates and deadlines, budget, as well as the “deliverable” or desired outcome. Many resources are available on this website to “open the discussion” among swim meet leaders regarding expectations. Two examples are the Swim Meet To-Do List and Hospitality Planning and Evaluation form. Begin by reviewing the document(s) together. Cross off items that do not apply to your meet. Of the remaining items, there may be some that one leader wants done, but another may not.  Open a discussion. Give each person the opportunity to fully express why they feel the way they do. Then, look for options that work for both.

The opportunity to give feedback, and eliminate, or change expectations (where possible) is essential for anyone who has responsibility for a specific area or task.  It’s important that the person with the responsibility and the person to whom they report be in agreement about expectations–especially as they apply to the roles of individuals and the desired results (a.k.a. roles and goals.)  Seek for win-win wherever possible.

Training

Not only do expectations need to be clarified, but it’s important to also provide sufficient training for each delegated position.  Training facilitates success both for the individual filling the position and also for the swim meet. Well-trained individuals not only run meets but also run them well. Reasons for ongoing training include:

• Not every swim meet is run the same way.
• There will always be first-time meet workers, including both those who are working a meet for the first time and those who are filling a certain position for the first time.
• Even if meet workers have experience or received training previously, they may not be aware of all that might be expected this time — it’s best to clarify through training upfront.
• Governing body rules, regulations, policies, etc. change from time to time.

This website provides many training lists that can provide a good start.  Modify as needed so they work for you.

Time to Act

Choose area managers or committee chairs well in advance of the actual meet date.  At least 90 days prior would not be too early for a large meet.  An experienced, often-utilized crew will need less time to plan and prepare for a small meet, than a group that includes new or less-experienced members.  Make plans and assignments for the swim meet well in advance, especially when other people are involved.  The larger the number of people and organizations involved, the longer it takes to effectively distribute information and activate help.

Authority

People need sufficient authority to do their work. For example, those soliciting donations from the community on behalf of the meet host need to be authorized by that organization. When delegating, ensure that people have sufficient authority to complete the job and are backed up if that authority is questioned.

Summary

Delegation is a must when planning and preparing swim meets.  Use these tips to delegate more effectively. In return, you’ll help to create a better swim meet experience for all.

• Productive Communication
• Coordinated Effort
• Clear and Agreed Upon Expectations
• Training
• Time to Act
• Sufficient Authority

Preparing for a swim meet? Check out The Ultimate Swim Meet To-Do List. Then, get a bird’s eye view of Who does What at Swim Meets. Both include easy-to-follow links to related information. Doing a smaller, simpler meet? Host a High School or Developmental Swim Meet will help.

Need more help? See 20+ Ways to Get Swim Meet Timers and Officials: 20+ Ways to Get them for Swim Meets. 

Also, discover a few things you can do to Increase Safety at Swim Meets. Find ideas to implement before your meet as well as last-minute quick and easy tips!