Delegation Modalities

A modality is simply a way or method of doing something. In delegation, modalities are the different ways you can assign work to others. Think of them as distinct channels or approaches for getting tasks off your plate and into capable hands.

Understanding and leveraging delegation modalities can significantly improve your productivity and output.

This guide breaks down delegation into four key modalities, each tailored to specific needs and scenarios:

1. Ad hoc delegation
2. Process-driven delegation
3. Goal-driven delegation
4. Clairvoyant delegation

Let's explore how each one works and when to use it.

Ad Hoc Delegation

Ad hoc delegation means assigning tasks manually one at a time as they come up.

It's like asking someone to help you with something specific right when you need it, rather than planning it in advance. This is the most basic form of delegation, useful for unexpected tasks or unique situations (generally reactive).

Some examples include: pay a bill you received; send flowers to your mom for her birthday.

Key Methods:

1. Text-based
   • Direct messages (WhatsApp, email, SMS, Slack, etc)
   • Mentioning in existing conversations (email threads, Google Docs)
   • Task manager assignments (e.g., ClickUp)
2. Visual
   • Screenshots with implied tasks
3. Audio/Video
   • Voice notes (Slack, WhatsApp)
   • Loom videos
   • Live calls (Zoom)

When using ad hoc delegation, be explicit about task requirements and deadlines to avoid misunderstandings.

Ad hoc delegation is a great way to begin building the habit of delegation. Use the successes you experience as stepping stones to more advanced levels of delegation.

Process-Driven Delegation

Process-driven delegation means creating standard steps for tasks that happen over and over again. Instead of explaining the same task multiple times, you create a playbook or standard operating procedure (SOP) that shows exactly how to do it.

This is like writing down a recipe that anyone can follow to get the same result every time.

Some examples include: sending invoices at the end of a month, shopping for holiday gifts, adding to your calendar the record locator and other details after you’ve booked a flight.

Key Components:

1. Recurrence Types
   • Time-based (e.g., monthly invoicing)
   • Rules-based (e.g., flight booking follow-ups)
2. Playbook Development
   • Adapt existing templates
   • Create from scratch (written or video)
   • EA-created with client review
   • AI-assisted drafting
3. Automation
   • Task manager or calendar recurring items
   • Trigger-based tasks (e.g., email keywords)
   • Platform-specific triggers (e.g., expense notifications)

Goal-Driven Delegation

Goal-driven delegation involves assigning broad responsibilities or outcomes instead of specific tasks. Rather than telling someone exactly what to do, you tell them what outcome you want and let them figure out how to achieve it.

This is like setting a destination and letting someone choose the best route to get there.

Delegating by goal shifts your focus to results rather than methods, entrusting others not just to complete tasks but to take ownership of the final outcome.

Your role becomes one of support—offering guidance, clearing obstacles, and reviewing progress—while giving your assistant autonomy over execution details.

Some examples include: hire a head of sales by X date, sleep 8+ hours a night consistently

Key Aspects:

1. Area Responsibility
   • Delegate entire areas (e.g., recruiting, mental health)
   • Shares a specific goal outcome (lower cholesterol by X months) and empowers assistant to suggest tasks or independently take action
2. Outcome-Based Goals
   • Set specific targets (e.g., weight loss, fundraising)
   • Empower assistant to suggest or take autonomous action
3. Shared Expectations
   • Align on proactivity levels, such as what tasks should be done without your approval, how much time to spend to resolve a problem without verifying with you, etc.
   • Define acceptable risks and errors; foster an environment of psychological safety in gray-area situations
4. External Involvement
   • Allow others to directly assign work to your assistant, rather than having you act as an intermediary

In well-executed goal-driven delegation, you set high-level goals and broad responsibilities while avoiding micromanagement.

Decision-making boundaries and acceptable risks are clearly defined, fostering trust and allowing your assistant to act independently, experiment, and collaborate with others, all with minimal client oversight.

Clairvoyant Delegation

Clairvoyant delegation is the most advanced approach, where your assistant learns to think like you and act without being asked. They spot needs and opportunities on their own and take action to help you achieve your goals.

This is like having a thought partner who can think similar to how you would, and handle things before you even need to ask.

The delegation is coming from your assistant and not you.

Key Elements:

1. Defensive Approach (Need → Action → Playbook):
   • Assistant suggests potential tasks
   • Autonomous execution based on shared understanding
   • Proactive process improvements
   • Turning ad hoc tasks into processes
   • Creating new playbooks
2. Offensive Approach (Goal → Idea → Action):
   • Assistant extends and modifies goal-driven delegations
   • Offers new ideas to accelerate goals
   • Coordinates with others to complete tasks
   • Acts as a liaison with key experts
   • Co-owns goals within defined limits

Conclusion

Understanding these delegation modalities is just the beginning. The real power lies in strategically evolving your delegation approach over time. Consider the following:

1. Audit Your Current State: Assess which modalities you currently use most frequently. Are you stuck in ad hoc delegation, or have you progressed to more advanced forms?
2. Set Delegation Goals: For each key area of your work, identify the ideal delegation modality. Some areas might be best served by process-driven delegation, while others could benefit from goal-driven or even clairvoyant delegation.