Delegation Template
The framework that makes handoffs actually stick.
This is the actual template Laila uses when delegating to her team — not a theoretical framework, but a real tool she's refined over years of leading teams at Uncommon Schools.
From the Helia Library — based on our Coffee Chat with Laila Plamondon
When would I use this?
You're about to hand off something important and want to make sure it doesn't boomerang back
Delegated tasks keep coming back to you for decisions you thought were clear
You're developing someone on your team and want the handoff to be a growth opportunity, not just a task dump
You've been burned before by unclear delegation and want a better system
What Makes This Template Work
It front-loads the conversation. Most delegation fails because we skip the setup. This template forces you to get clear on outcomes, decisions, and expectations BEFORE you hand something off.
It names your biases upfront. The iron triangle section (time, budget, scope, quality) tells your team member what you actually care about — so they're not guessing.
It creates accountability you can return to. The "confidence scale" question gives you something to reference when things go sideways.
What It Looks Like
The Template
In Real Life
How to Make This Yours
Option 1: 15-minute version
Set a timer. Fill out as much as you can. The conversation where you share this will surface the gaps — which is exactly what you're looking for.
Option 2: AI-assisted (recommended for complex delegations)
What to upload:
Any background docs on the project you're delegating
Notes on the person you're delegating to (their experience level, what they're working on, past handoffs that went well or poorly)
The prompt: "Interview me about this delegation. Ask me one question at a time:
What does done look like?
Why is this person right for it?
What's my bias on time/budget/scope/quality?
What decisions might come up and who should own them?
Fill out the template as we go. Push back if my answers are vague."
Pro tip: The AI interview approach is faster than staring at a blank doc, and the back-and-forth helps you think through things you'd otherwise skip.
Take what’s helpful and make this your own!
When a Template Isn't Enough
This template helps you structure the handoff. It doesn't tell you:
How to calibrate when to check in vs. step back (especially if you tend toward micromanaging OR disappearing)
What to do when the work comes back and it's not what you wanted
How to have the conversation when you realize you delegated to the wrong person
Whether your instinct to "just do it yourself" is right or a pattern you need to break
If you're using this template and still finding that things boomerang back to you — the issue might not be the structure. It might be how you're showing up in the handoff conversation.
→ Reach out to Laila at laila@rarebirdcoach.com to talk through what's actually happening when your delegation breaks down.
Related Resources
Delegation Self-Assessment — 25 questions to pinpoint where your delegation is breaking down
Delegation Conversation Scripts — Language for handoffs, check-ins, and course corrections
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