DELEGATING EFFECTIVELY

BY:MUHAMMAD ALEEM HABIB

What is Delegation?Delegation means giving someone else the responsibility and authority to act on your behalf.

Delegation Delegation consists of these three factors:

Assign. of work + Assign. of Responsibility + Assign. of Authority.

Without the last two factors, delegation is unsuccessful because of these:

1. the delegate will do the job just for fun, without responsibility spirit; or

2. the delegate will not have authorities to carry out the job. He will meet difficulties and the job will be accomplished not as expected.

Delegation Vs. AssignmentWHAT IS THE DIFFERENCE?

Delegation and Job Assignment

DelegationAsking someone else to do something which is within your scope of

responsibility.

Job assignment Asking a subordinate to

do something which is within their scope of

responsibility.

Authority and Responsibility

DelegateDelegator

Authority

Responsibility

Task

Responsibility in Delegation

Responsibility

Job

Results

“When a child makes a mistake, his parent will be responsible for it.”

Delegation and Authority

AuthorityResources use

Results assessment

Why are people not willing to delegate?

Why People Unwilling to Delegate?

Fear of losing powers, such as, controlling power, using resources power, keeping information power.

Wanting to be high assessed (taking over much work). Fear of spending much time on explanation. Having not enough confidence on someone else. Not seeing benefits of delegation.

Benefits of delegationMANAGER

Gain more time toincrease effective-ness.

Have morecompetent staff.

Improve relation-ship with staff.

STAFF ORGANIZATIONAvailability of stafffor successionplans.

Develop knowledgeand skills.

Gain confidence in one’s own ability.

Business done smoothly.

Get more motivated. Friendly workingatmosphere.

Process of Delegation

Process of Delegation

Aims1

Tasks2

People3

Imple-ment

4Feed-back

6Informothers

5

1. Set up Objectives for Delegation

Reduce manager’s workload Develop junior staff’s new skills Improve relationships Reinforce junior staff’s self-confidence Increase commitment

2. Selecting Tasks for DelegationBased on: Objectives of delegation. Importance and urgency. Some fixed standards.

Urgency

Impo

rtanc

eShould not

be delegated

Can be delegated

Consider assignment

Can be delegated

Selecting Tasks for Delegation

3. Selecting Person for DelegationSelection criteria Capability Experience Career development Interest Time

4. Implementing Delegation

Explain the objectives for delegation. Specify task results. Specify scope of responsibility and authority. Agree on process of implementing and report. Agree on review and feedback procedures.

5. Inform Others

Name of the person delegated.Task delegated.Responsibility of the person delegated.Authority of the person delegated.

6. Review and FeedbackPay attention to:

Task results.Uses of resources.Identified issues and solutions.

ContactMuhammad Aleem Habib

MBA, MS, PMP, CISA, MCSE

Chief Management Counsellor @

Pakistan Institute of Management

aleem@pim.com.pk

Please send me your comments, questions and feedback!

Thanks for your time!