Don’t be afraid to delegate tasks

Task delegation in the enterprise is a skill that must be mastered to unlock your team’s true potential. Learn how KanBo makes task delegation easier and get all your pressing questions answered.

We have prepared a short guide for employees who use KanBo in their enterprises. In this guide, we present how to effectively delegate tasks while working with KanBo in an enterprise, which KanBo functions best serve this purpose and we answer the most frequently asked questions about delegating tasks in an enterprise.

Employees are engaging in several tasks that vary in importance and urgency. When they work in a team, these tasks should be shared or delegated among the team in order to fully utilize the team’s available resources. Biting off more than you can chew on your own can lead to burnout.

Successful leaders master the art of delegation so they can focus on developing high-impact strategies and leave the rest to their trusted employees.

How to delegate tasks in the enterprise using KanBo?

1. Create Board for your team or Project in KanBo. You can start from scratch or use one of KanBo templates from the templates gallery.

2. Create item – Card on this Board. Describe the goal of the task.

3. Add additional information to this task. Documents, sub-tasks, pictures, videos, comments, etc.

4. Set a start date and end date for a task.

5. Assign a responsible person.

6. Responsible person receive notification about a new task with all information which task includes.

7. You can track the progress of this task and support the responsible person when help needed.

How does it work?

Sending an email is the quickest and most commonly used method of delegating tasks – however, it does not mean that it is the best.

Delegating a task in KanBo is more efficient and much more manageable in the long run.

What are the two important aspects of delegating a task in KanBo?

  • Describe the purpose of the task

Each task is created in a specific context i.e. of a project and has its own progress status. In this way, the task always contains all information and latest updates including conversations in one place, which facilitates its understanding and contributes to its better execution. The task needs to be described properly before it can be started. In KanBo, you can describe your tasks by highlighting what is to be done, setting the deadline and adding any other additional information or even breaking it down into smaller todos, providing unambiguous guidance for the task assignee.

  • Assigning a Responsible

Once your task is adequately described you can finally delegate it by assigning it to the person responsible. By assigning a responsible person to a card representing the entire task in KanBo, you simultaneously delegate the task to be performed by a certain person.

It is important to note that even after assigning the task you can still actively participate in it to support the responsible person. If it is not a confidential task, other people participating in the project can also get involved in helping you with its execution by joining the card as a co-worker.

The 2 most critical aspects of task delegation are choosing the right person and effectively describing expected goals and standards.

How to monitor delegated tasks in the enterprise?

KanBo makes monitoring tasks very effective by automatically sending you a notification on any activity.

How does it work?

We delegate tasks to distribute our workload and utilize the talents of others in our team. Delegated tasks require attention and effective monitoring to ensure success. One of the most effective ways is to receive active notifications that help monitor delegated tasks and their progress instead of chasing the information yourself.

KanBo sends very precise Notifications that contain key information about the progress of the task. These notifications are sent automatically when any activity related to a given task is completed so you can stay updated on each task you delegate. Additionally, you can set the level of detail you would like to receive notifications about. That way KanBo ensures that you only get as much information as you need preventing information overload.

A successful leader is incomplete without the critical skill of delegation. By delegating, you can make the most out of your talented team.

How to delegate tasks after a meeting in the enterprise?

After a meeting in the enterprise, an employee can delegate tasks by creating an action plan in KanBo.

How does it work?

Meetings are often carried out to discuss the status of previously delegated work and to delegate new tasks. Here’s how you can delegate tasks after a meeting:

  • To summarize the meeting, the tasks or initiatives discussed should be entered in a card as a to-do list. These tasks will already have a context including the time of the meeting and the topic. The tasks will also have a timestamp and information about who initiated them.
  • During the meeting these tasks can also be transferred to the appropriate project or board and responsible persons and deadlines can be specified.
  • After the meeting these tasks can be separated by moving them to the right KanBo Boards with a precise description of the purpose, the goal and other information that make the work easier to comprehend and speed up the completion.

Thanks to this solution, those responsible for the execution of delegated work are given more precise instructions within its context and the tasks can be monitored from the context of the meeting (the Meeting KanBo Card containing sub cards in different KanBo Boards).

Where can employees see tasks delegated to them?

All tasks assigned to an employee in the enterprise are in their KanBo MyBoard!

KanBo’s MyBoard is the perfect place for organizing all these scattered tasks and bringing them to one place. Every person working with KanBo has a MyBoard, a place where all tasks, including work delegated to them, are collected and organized according to the person’s own, unique work style. Regardless of who delegated the task, or which area it concerns, all tasks are located here.

With MyBoard you can solve one of the key problems of the modern knowledge worker:

“Where are all my tasks?”

The answer is simple:

“They are all in your KanBo MyBoard!”

How can employees manage tasks delegated to them?

Employees can manage their tasks in MyBoard. MyBoard is the place where delegated tasks arrive automatically. MyBoard’s rich set of features empowers employees to personalize their own workstream (Personal Kanban).

How does it work?

Despite all the focus on collaboration, teamwork and joint problem solving, there is little exposure about the importance of having a personal space to manage your own workstream in. KanBo provides employees the personal space where they can practice their own workstyle by planning, prioritizing and managing their own tasks and the work delegated to them.

May it be tasks from a personal project or one that involves your team, you can easily and efficiently manage all kinds of delegated tasks in your MyBoard space.


Managing delegated tasks can be a challenge in the enterprise but KanBo brings it all together. Creating a perfect ecosystem for work delegation and monitoring for you as the one who delegates work and your team, which receives and executes delegated tasks.

These short guide answer the main questions associated with task delegation within KanBo. If you are not using KanBo yet but would like to utilize these features to boost your task delegation strategy, then give it a try today or explore more articles about personal productivity on Ahead – our KanBo Blog.

Let go of micromanagement tendencies and delegate tasks to experience the miracle of creating something better together.

Do you have questions?

Maybe we have an answer!

If you have any questions regarding the topics we discussed in this blog, go ahead and send them to us.