Concept of Delegation

8/2/2019 Concept of Delegation

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Presentation on Delegation &empowerment: Concepts &application

Presented by-Prashant mishra


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A manager alone cannot perform all thetasks assigned to him. In order to meet

the targets, the manager should delegateauthority.

Delegation is about entrusting someoneelse to do parts of your job.

Concept of delegation


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Delegation of authority means distributethe power of superior to its next junior,

Delegation of authority can be defined assubdivision and sub-allocation of powersto the subordinates in order to achieveeffective results.

Delegation of Authority means division of

authority and powers downwards to thesubordinate.

Delegation ofauthority,


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Authority - in context of a businessorganization, authority can be defined as

the power and right of a person to use andallocate the resources efficiently, to takedecisions and to give orders so as toachieve the organizational objectives.Authority must be well- defined. All peoplewho have the authority should know whatis the scope of their authority is and theyshouldnt misutilize it. Authority is theright to give commands, orders and getthe things done. The top levelmanagement has greatest authority.

Authority always flows from top to bottom.Elements ofDelegation


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Responsibility - is the duty of the person to complete thetask assigned to him. A person who is given theresponsibility should ensure that he accomplishes thetasks assigned to him. If the tasks for which he was heldresponsible are not completed, then he should not giveexplanations or excuses. Responsibility without adequateauthority leads to discontent and dissatisfaction amongthe person. Responsibility flows from bottom to top. Themiddle level and lower level management holds more

responsibility.


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Accountability - means giving explanations for anyvariance in the actual performance from the expectationsset. Accountability can not be delegated. For example, ifA is given a task with sufficient authority, and Adelegates this task to B and asks him to ensure that taskis done well, responsibility rest with B, but accountabilitystill rest with A. The top level management is mostaccountable. Being accountable means being innovativeas the person will think beyond his scope of job.

Accountability, in short, means being answerable for theend result.


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Assignment of Duties - The delegatorfirst tries to define the task and duties to

the subordinate. He also has to define theresult expected from the subordinates.Clarity of duty as well as result expectedhas to be the first step in delegation

Granting of authority - Subdivision of

authority takes place when a superiordivides and shares his authority with thesubordinate. It is for this reason, everysubordinate should be given enoughindependence to carry the task given tohim by his superiors.

Varieties in dedicationof authority


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Creating Responsibility and Accountability - The delegationprocess does not end once powers are granted to thesubordinates. They at the same time have to be obligatorytowards the duties assigned to them. Responsibility is said to be

the factor or obligation of an individual to carry out his duties inbest of his ability as per the directions of superior. Responsibilityis very important. Therefore, it is that which gives effectivenessto authority. At the same time, responsibility is absolute andcannot be shifted. Accountability, on the others hand, is the

obligation of the individual to carry out his duties as per thestandards of performance..


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An advantage of delegation is efficient useof time and talent.

Giving responsibility and accountability toemployees will give them an opportunityto showcase their skills

provide them with the opportunity to havepride in their work.

Advantage ofdedication of authority


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If delegation is not followed up with reviewthe work delegated may not be done

correctly or up to par Employees may focus more on their work

than the company as a whole.

Their may not be a clear structure ofauthority, and employees may not be sure

who to go to as their superior.

Disadvantage ofdedication of authority


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Some managers may choose not todelegate for fear of being accountable for

work that has been delegatedThey may also feel it is wrong to ask

others to do their work. but delegating isimportant for getting things doneefficiently.

Some managers may not delegate workto their employees for fear of job security ,but this is not beneficial for a business orcompany.

Reasons for lack ofdelegation


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Never delegate sensitive projects to youremployees. If you are in charge of the

project because of your expertise, youshould complete it yourself. If the projectis confidential in any way, be very carefulabout outsourcing the work. Keep in mindthat some jobs need to be done by theperson in charge. At the same time, try toavoid delegating only the dirty work.Give your employees something fun andinteresting to do once in a while.

Some Things ShouldNot be Delegated


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Assign Duties to the Individual BestSuited for the Project

There are many things to evaluate beforedelegating duties. Consider youremployees skill level, motivation, anddependability. Remember, not everyemployee is created equal. Certain peoplewill be more efficient than othersdepending upon the facet in which theythrive. At the same time, try not totypecast your employees. Give themopportunities to broaden their horizons

and become more valuable to the team.Matching the proper person to each taskcan be difficult. Start small and be patient.

Application (what / howto delegate);


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Make Your Instructions as Clear as Possible

When you are assigning unfamiliar duties, be very specificwhen you explain what you need. By detailing an

assignment, you leave no room for confusion andtherefore, no room for error. If you have a long list ofverbal instructions, type them out. This will give youremployee something to refer to when they are performinga task that is unfamiliar to them. If possible, train two

people to do the same thing. This way, they can refer toone another for questions, rather than coming to you. It isalso essential that your employee has a clearunderstanding of their authority in each situation


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Measure and Control Projects

Measure the performance of employees and delegatedprojects. Explain to them how performance will bemeasured and let the employee know the level ofaccountability that comes with the task. Clarifying thesethings beforehand will make everything run muchsmoother. Large projects may be easier to monitor if theyare broken into smaller segments. Spread the assignments

throughout your staff and make them report to you aftereach segment of the project has been finished. Also, getfeedback from your employees via meetings and reports.Do this daily, weekly, or monthly. Know whats going onaround you. Staying informed limits the possibility of

failure


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Coaching Your Staff

One of the most important parts of delegation is coaching.When you delegate an assignment, make it clear to themthat they can come to you with questions. New tasks canbe confusing. Above all, be patient. You shouldconsistently motivate your staff and commend them whenthey do well. If they complete an assignment, but theydont do a good job, find out why. Pinpoint what went

wrong and take steps to address the issue. On the otherhand, when tasks are completed effectively, give youremployee the recognition they deserve. Whether it ispublic recognition or one-on-one, your employee will valuebeing given credit for their work. Doing this not only

makes your employee feel good, it will also motivate themto continue their on-the-job success.

Concept of Delegation

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