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 is by definition reactive and is akin to asking for a quick favor rather than planning ahead.

This approach works well for one-off or unexpected tasks, like paying a bill or sending flowers for a birthday.

How Ad hoc delegation happens - key methods

Text-Based → Quick instructions via:

• Direct messages (WhatsApp, Slack, email, SMS)
• Mentions in conversations (email threads, Google Docs)
• Task manager assignments (ClickUp, Asana)

Visual → Showing instead of telling:

• Screenshots with implied tasks or explicit assignment

Audio/Video → Faster than typing:

• Voice notes (Slack, WhatsApp)
• Loom videos
• Live calls (Zoom)

Making ad hoc delegation work

Because ad hoc tasks happen on the fly, be clear about:

✔ What needs to be done
✔ When it’s due
✔ Any key details that could cause confusion

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: Turning tasks into systems

Most people start with ad hoc delegation—texting their assistant to book a flight, pay an invoice, or schedule a meeting. It’s quick but inefficient as tasks repeat.

At some point, you ask yourself: Why am I giving the same instructions over and over?

That’s where Process-Driven Delegation comes in. Instead of delegating manually, you build systems—turning repeatable work into playbooks and automations so tasks happen without you.

“Can you send my invoices this month?” becomes “Automate my invoicing every first of the month.”

Process-driven delegation removes you from recurring work by creating systems anyone can follow. Think of it like writing a recipe—once the steps are clear, the result is consistent without your input.

Key components of process-driven delegation

1. Identifying recurring work - often predictable, repeatable tasks:

• Time-based: Tasks that repeat on a schedule (e.g., monthly invoicing).
• Rules-based: Tasks triggered by an event (e.g., automatically adding a flight confirmation email to your calendar).

2. Creating playbooks that remove you from the process

• Adapt existing templates instead of reinventing the wheel.
• Create from scratch (written instructions, Loom videos, or checklists).
• Leverage AI & assistant input → Let them draft the playbook, then refine together.

3. Automating Where Possible

• Task manager reminders → Set tasks to auto-repeat instead of manually assigning them.
• Trigger-based workflows → Automatically create tasks when emails or receipts arrive.
• Platform-specific automations → Expense notifications, recurring billing setups, and calendar integrations.

Goal-driven delegation

Goal-driven delegation shifts the focus from how something gets done to what success looks like. Instead of assigning individual tasks, you give your assistant a clear outcome and let them figure out the best way to achieve it.

This is the difference between:

🆇 Process-Driven: “Follow these steps to post a job and screen candidates.”

✔ Goal-Driven: “Find and hire the best head of sales by June 1.”

Think of it like setting a destination and letting someone choose the best route.

Instead of micromanaging, your role shifts to:

• Providing context (so they understand your priorities).
• Clearing obstacles (so they can move fast).
• Reviewing progress (but not dictating every step).

Key components

Delegating entire areas, not just tasks

• Shift from isolated tasks to full ownership.
• Example: Instead of “Schedule my doctor’s appointment,” say “Own my entire health optimization—research doctors, book checkups, manage prescriptions.”

Defining success clearly

• Set measurable goals: “Reduce customer churn by 10%” instead of “Improve retention.”
• Be explicit about what matters most—speed, budget, quality, relationships?

Creating decision-making boundaries

• Define what they can decide on their own vs. what needs your input.
• Example: “If the budget is under $5,000, move forward without checking with me.”

Building trust through small wins

• Start with contained decisions, then expand autonomy as trust grows.
• Example: Let them plan one company event → then an entire event calendar → then fully manage corporate partnerships.

Making the shift: Process → Goal

If you’re used to process-driven delegation, the transition won’t happen overnight. Instead, gradually release control by:

1. Narrating Your Decisions → Explain your thinking to build context. See great practice exercises narrating here and here.
2. Setting Guardrails → Define acceptable risks and failure points.
3. Letting Go of the “How” → Focus only on reviewing the final result.

When done right, goal-driven delegation removes you as the bottleneck—so your assistant isn’t just completing tasks, they’re owning outcomes.

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

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:

• 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?
• 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.