name: check-delegatability description: Determine if an action can and should be delegated to someone else. Use when processing actions to identify delegation opportunities. Outputs whether item is delegatable, suggested delegate, and waiting-for format.

Check Delegatability

This skill helps determine whether an action should be delegated and, if so, to whom. Delegation is a key GTD concept for managing workload effectively.

When to Use

• When clarifying a next action
• During inbox processing
• When reviewing workload
• When an action isn't the best use of your time

Step 1: Can Someone Else Do This?

Ask:

"Is there someone else who could do this task?"

Consider:

• Team members with relevant skills
• Assistants or support staff
• Family members (for personal tasks)
• External services or contractors
• Automated tools or systems

If no one else can do it: Not delegatable. Exit this skill.

If someone else could: Continue.

Step 2: Should It Be Delegated?

Consider these factors:

Reasons to Delegate

1. Expertise: Someone else has better skills for this
2. Efficiency: It's not the best use of your time
3. Development: It's a growth opportunity for someone
4. Capacity: You're overloaded and they have bandwidth
5. Appropriateness: It's part of their role/responsibility

Reasons NOT to Delegate

1. Accountability: You must personally own the outcome
2. Confidentiality: Sensitive information involved
3. Relationship: Personal touch is important
4. Speed: Delegation overhead exceeds doing it yourself
5. Learning: You need to develop this skill yourself

Ask:

"Should this be delegated? Consider: Who has the expertise? Is this the best use of your time? Is there a development opportunity here?"

Step 3: Identify the Delegate

"Who specifically should do this?"

Get a specific name or role:

• "Sarah on the marketing team"
• "My assistant"
• "The IT helpdesk"
• "A contractor"

Step 4: Determine Delegation Method

How will you delegate?

1. Direct ask: Email, message, or conversation
2. Formal request: Ticket, task assignment
3. Standing delegation: Part of their ongoing responsibilities

Step 5: Create Waiting-For Entry

Once delegated, create a waiting-for item to track it:

Format: Waiting: [Person] to [action]

Examples:

• "Waiting: Sarah to send Q4 report"
• "Waiting: IT to fix printer on 3rd floor"
• "Waiting: John to review contract draft"

Use priority P4 for waiting items:

gtd-action add "Waiting: [Person] to [action]" --priority 4

Step 6: Set Follow-Up Date (Optional)

"When should you follow up if you haven't heard back?"

If there's a deadline or expected completion date:

gtd-action add "Waiting: [Person] to [action]" --priority 4 --due [date]

Output Format

After checking delegatability, output:

Delegatable: Yes/No
Delegate: [Name/Role] (if yes)
Waiting-for: "Waiting: [Person] to [action]" (if delegated)
Follow-up date: [Date] (if applicable)

Example Session

Input: "Prepare monthly expense report"

Agent: "Is there someone else who could prepare this report?"

User: "Yes, my assistant Maria usually helps with these"

Agent: "Should this be delegated to Maria? She has the skills and it's part of her role."

User: "Yes, definitely"

Agent: "When do you need it completed?"

User: "By end of week"

Agent: "I'll create the delegation. What's the specific ask for Maria?"

User: "Pull expense data from the system and format it in the standard template"

Agent:

Delegatable: Yes
Delegate: Maria (assistant)
Waiting-for: "Waiting: Maria to prepare monthly expense report"
Follow-up date: Friday

Creating the waiting-for item:

gtd-action add "Waiting: Maria to prepare monthly expense report" --priority 4 --due friday

Agent: "Done. Remember to actually ask Maria to do this - the waiting-for item just tracks that you're expecting it."

The Delegation Conversation

Remind users that creating a waiting-for item doesn't actually delegate the work. They still need to:

1. Communicate the request clearly
2. Provide any needed context or resources
3. Agree on timeline and expectations
4. Confirm understanding

Tools Used

• gtd-action add --priority 4 - Create waiting-for items