THE ART AND PROCESS OF DELEGATION

12 April 2013

Power
Power- The ability of individuals or groups to induce or influence the beliefs or actions of other persons or groups. It can be throughExpertness Referent Reward Coercive

Authority
Authority- The right in a position to exercise discretion in making decisions affecting others

Empowerment
Empowerment Employees, managers and teams at all levels in the organization are given the power to make decisions without asking their supervisors for permission

Relationship between responsibility and power

Power should be equal to responsibility (P=R) If power is greater than the responsibility (P>R), then this could result in autocratic behavior of the superior who is not held accountable for his or her actions

Relationship between responsibility and power

If responsibility is greater than power (R>P), then this could result in frustration because the person has not the necessary power to carry out the task for which he or she is responsible

Scalar principle
Scalar principle The clearer the line of authority, the clearer will be the responsibility for decision making and the more effective will be organizational communication

Line and staff authority

Line authority the relationship in which a superior exercises direct supervision over a subordinate Staff authority It is the role of advisory

Functional authority
Functional authority The right delegated to an individual or a department to control specified processes, practices, policies, or other matters relating to activities undertaken by persons in other departments

What is Delegation?
Delegation is primarily about entrusting others . This means that they can act and initiate independently; and that they assume responsibility with you for certain tasks.(Blair 2005) An effective manager is knowledgeable about the strengths and weaknesses of his colleagues. Employees are looked upon as members of a team; each playing a significant role into getting a goal accomplished.

Delegation:
The act of delegating, or investing with authority to act for another (dictionary.com) OR. the distribution of responsibility and authority to others while holding them accountable for their performance. (www.lawsoncg.com)

Delegation vs. Dumping

Delegation Examine the tasks. Coordinate the tasks. Assign the tasks. Support and provide feedback. Reward completion Dumping Handing off work that the supervisor does not feel like doing. Passing responsibility and accountability.

Why to Delegate?
To use skills and resources already within the group To keep from burning out a few leaders To develop new leaders and build new skills within the group To get things done To prevent the group from getting too dependent on one or two leaders To become more powerful as a group To allow everyone to feel a part of the effort and the success Group members feel more committed if they have a role and feel needed

Why Not?
its too hard!
it takes too much time! nobody can do it as good as I can nobody else has any time either

The process of delegation

Determining the result expected from a position
Assigning tasks to the position

The process of delegation

Delegating authority for accomplishing these tasks
Holding the person in that position responsible for the accomplishment of the tasks

Steps in Delegation
I Introduce the task D-Demonstrate clearly what needs to be done

E-Ensure understanding
A-Allocate authority, information and resources L-Let go

S-Support and monitor

Introduce the Task

Determine task to be delegated Determine tasks to retain Select delegate

Introduce the Task

Determine task to be delegated Determine tasks to retain Select delegate
Those tasks you completed prior to assuming new role Those tasks your delegates have more experience with Routine activities Those things not in your core competency

Introduce the Task

Supervision of subordinates Determine task to be delegated Long-term planning Determine tasks to Tasks only you can do retain Assurance of program Select delegate compliance Dismissal of volunteers/members/pa rents, etc.

Introduce the Task

Determine task to be delegated Determine tasks to retain Select delegate Look at individual strengths/weakness es Determine interest areas Determine need for development of delegate

Demonstrate Clearly
Show examples of previous work Explain objectives Discuss timetable, set deadlines

Ensuring Understanding
Clear communication Ask for clarification Secure commitment Dont say no for them Collaboratively determine methods for follow-up

Allocate authority, information, resources

Grant authority to determine process, not desired outcomes Provide access to all information sources Refer delegate to contact persons or specific resources that have assisted previously Provide appropriate training to ensure success

Let go
Communicate delegates authority Step back, let them work Use constrained access Dont allow for reverse delegation

Support and Monitor

Schedule follow-up meetings Review progress Assist, when requested Avoid interference Publicly praise progress and completion Encourage problem solving

The art of delegation

Personal attitude towards delegation Receptiveness Willingness to let go

The art of delegation

Willingness to allow mistakes by subordinates Willingness to trust subordinates Willingness to establish and use broad controls

What CAN be delegated?

Do Delegate: Tasks that are non-management tasks. Tasks with which you can pass on authority. Tasks that boost an employees skills and challenges them. This is also called Trivial Pursuit. Tasks that are paired with training, or are skill appropriate.

What CANT be delegated?

Dont Delegate: Tasks that an employee does not have the skills to complete.
This is also called Punishment.

Tasks that are busy work.

This is also called Dumping.

Tasks which you are constantly detailing out instructions for.

This is also called Puppetering.

Tasks should not be constantly delegated to the same individual, Tasks that involve personnel issues.

Overcoming weak delegation

Define assignment and delegate authority in light of result expected Select the person in light of the job to be done

Overcoming weak delegation

Maintain open lines of communication

Establish proper controls

Reward effective delegation and successful assumption of authority

Question ??

Thank You !!