The Power of DoD...To Get Things Done
How one simple habit can improve delegation, save time, and reduce frustration
Have you ever delegated something and then get it back half-baked? Maybe it’s missing details, or it needs to be redone altogether. The problem usually isn’t the person, it’s the lack of clarity.
Enter the Definition of Done.
What is the Definition of Done?
The Definition of Done (DoD) is a clear, written description of what “finished” looks like (borrowed from the software development world).
Not just “done in my head,” but “done in reality.”
Think of it like a checklist that says:
“When this is true, the task is complete.”
Whether you’re writing a blog, submitting a report, or preparing a meeting agenda, DoD spells out what finished looks like before the work starts.
Why It Matters
Most problems with delegation aren’t about who you delegate to, they’re about how you hand it off. Without a clear finish line, your team is guessing. And when people guess, things come back incomplete, delayed, or frustrating.
A solid DoD saves time, avoids rework, and builds trust. It becomes a shared standard that keeps everyone on the same page.
What a Good DoD Might Include
Depending on the task, your Definition of Done could outline:
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✅ Who needs to review or approve it
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✅ What format or template to use
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✅ What tools or software are involved
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✅ What "quality" means for this task
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✅ Where it should be saved or delivered
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✅ When it's considered “fully complete”
Example:
“The report is done when it’s in the Q3 folder, formatted in our standard slide deck, reviewed by John, and shared with the client via email...with a summary paragraph in the body.”
That's a lot clearer than just saying, "Can you handle the report?"
Using DoD to Delegate Effectively
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Start with the outcome in mind.
Before you delegate, take 2 extra minutes to define what success looks like. It’ll save 20 minutes later. -
Write it down.
Verbal instructions fade fast. A checklist or short paragraph goes a long way. -
Share it early.
Your team can only hit the target if they can see it. -
Review and improve.
If something comes back off-target, don’t just fix it, fix the definition.
Real-World Examples
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Email Delegation:
“It’s done when the client gets a reply by EOD, their question is answered clearly, and I’m copied on it.” -
Meeting Prep:
“Done means the agenda is in the shared folder, sent to the team by Tuesday, and includes 3 discussion topics.” -
Content Creation:
“Done means the blog is uploaded to WordPress, image is approved, and meta description is filled out.”
Final Thought
If you want to lead better, delegate smarter, and save your time for higher-level work - start using the Definition of Done.
Because when everyone knows what “done” looks like, the work gets better... and so does the team.
Ryan Giles
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