Delegation Model - FREE tool

What This Is & Why It Matters

The Addictive Leadership Delegation Model is a simple 2x2 prioritization tool that takes the guesswork out of what to do versus what to delegate.

The time you spend working below your level is time you aren't spending on strategic work, business development, or developing your team. Most leaders aren't lacking time; they just fill their time with administrative "sand" and hope the important "rocks" squeeze in later. This model flips that.

If you're caught in what we call the vicious delegation cycle (overwhelmed, not delegating because "it's faster if I do it myself," while your staff misses learning opportunities and your bench weakens), this tool is your pressure relief valve.

How to Use the Model

Step 1: Time Scan (Inventory)

Write down 4–10 tasks that consumed most of your time over the last two weeks. Be honest. Don't list what you should be doing; list what you actually did.

Step 2: Map Each Task on the Grid

The model has two axes: Impact (Lower to Higher) and Role-Appropriate Level (Below My Level to At My Level). This creates four quadrants:

The Four Quadrants:

1. DO FIRST = At My Level + Higher Impact
2. DO LATER = At My Level + Lower Impact
3. DELEGATE FIRST = Below My Level + Higher Impact
4. DELEGATE OR DELETE = Below My Level + Lower Impact

Definitions:

• Higher Impact: Activities that drive the most value for clients, the firm, or professional growth. Strategic, analytical, relationship-driven. Requires your judgment and experience.
• Lower Impact: Still necessary, but less strategic. Administrative, repetitive, or tasks that could be delegated or automated.
• At My Level: Appropriately matches your role and expertise.
• Below My Level: Someone else on your team could/should own this.

💡 Tip: If you're overthinking which quadrant something belongs in, that's probably your perfectionism talking. Trust your gut.

Step 3: Prioritize

Focus your attention on the higher impact quadrants. These are your priorities.

• Do First: Your highest-value work. Handle these before anything else.
• Delegate First: Your delegation gold mine. Tasks that matter to the firm but shouldn't require you doing them.
• Do Later / Delegate or Delete: Handle it after your priorities, or get it off your plate entirely.

Step 4: Choose One Task & One Person

Pick one task from your "Delegate First" quadrant. Identify one person to delegate it to. Start there.

Example: Senior Manager

Do First (Higher Impact / At My Level):

• Client relationship management
• Developing & mentoring staff

Delegate First (Higher Impact / Below My Level):

• Day-to-day project tracking
• Routine client follow-up

Do Later (Lower Impact / At My Level):

• Workflow oversight
• Review of staff-prepared work

Delegate or Delete (Lower Impact / Below My Level):

• Routine data collection
• Initial draft preparation

Result: This manager chose to delegate day-to-day project tracking, freeing up hours for client development and strategic work.

What to Avoid

• Don't skip the honest inventory. Listing what you wish you were doing defeats the purpose.
• Don't let "my staff is too busy" stop you. Use this same model with them to help reprioritize their work. You're not just adding to their plate; you're showing you have a stake in their success.
• Don't expect transmitting to equal communicating. When you delegate, use the 5R's Checklist (Rationale, Results, Resources, Review, Responsibility) to ensure the message is received, not just sent.
• Don't try to delegate everything at once. Pick one task. Delegate it well. Build from there.

The Bottom Line

Every hour you reclaim from lower-impact work compounds into more time, more growth, and better firm results. Take one task from today's exercise and delegate it this week. Let that be the start of breaking the cycle.