Athena co-founder Jonathan Swanson developed a proven and helpful delegation framework to help ambitious leaders progress as delegators. His "5 levels of delegation" outlines how to take your delegation skills from mediocre to A+ when working with an executive assistant. Understanding these levels makes it easier to effectively pass off tasks, empower others, and free up more time for strategic initiatives.
Level 1: The Novice - Task-Oriented Delegation
The first level of delegation is delegating specific tasks. It might sound like, "schedule a Zoom meeting with the sales team for next Tuesday" or "buy these flowers for my friend’s birthday.”
How it’s done: You delegate as things come up.
Level 2: The Beginner - Project-Oriented Delegation
The second level of delegation progresses from specific tasks to delegating projects. It might sound like: “My best friend’s birthday is coming up, so let’s (1) send a unique bouquet of flowers, (2) book a dinner reservation at a trendy new spot, and (3) order a custom cake from a local bakery.”
How it’s done: You delegate entire projects broken down into steps.
Level 3: The Intermediate - Trigger-Based Delegation
The third level takes project-orientated delegation a step further by turning it into a repeatable process. It might sound like, “Every time I visit a new city, organize an entrepreneur dinner.”
How it’s done: You delegate recurring projects that repeat indefinitely.
Level 4: The Advanced - Process-Oriented Delegation
The fourth level of delegation is imparting knowledge to your executive assistant. This could be in a shared document, Loom video, or a quick voice note. It might sound like, “Plan a party every year on New Year’s Eve. Here’s how I decide what guests to invite.”
How it’s done: You export decision-making algorithms from your head to your EA.
Level 5: The Expert - Goal-Orientated Delegation
Level five is where you unlock the most time for what matters most. Your assistant has become an extension of you. Goal-orientated delegation might sound like, “My goal is to enter each year refreshed and recharged—plan a family vacation every December to a new destination.”
How it’s done: Your assistant is so knowledgeable they complete tasks you simply approve.
If you stay the course, the highest level—clairvoyant delegation—is ahead. This is when you and your assistant are so completely in sync that they anticipate your needs and complete tasks without you even asking.
Progressing as a Delegator
Mastering delegation requires commitment. However, by understanding these five stages, you can continually progress and grow the relationship with your executive assistant.
To get started, take this 5-minute quiz to find your delegation level.