Delegating Fffectively
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DELEGATING EFFECTIVELY
BY:MUHAMMAD ALEEM HABIB
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What is Delegation?Delegation means giving someone else the responsibility and authority to act on your behalf.
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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.
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Delegation Vs. AssignmentWHAT IS THE DIFFERENCE?
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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.
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Authority and Responsibility
DelegateDelegator
Authority
Responsibility
Task
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Responsibility in Delegation
Responsibility
Job
Results
“When a child makes a mistake, his parent will be responsible for it.”
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Delegation and Authority
AuthorityResources use
Results assessment
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Why are people not willing to delegate?
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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.
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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.
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Process of Delegation
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Process of Delegation
Aims1
Tasks2
People3
Imple-ment
4Feed-back
6Informothers
5
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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
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2. Selecting Tasks for DelegationBased on: Objectives of delegation. Importance and urgency. Some fixed standards.
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Urgency
Impo
rtanc
eShould not
be delegated
Can be delegated
Consider assignment
Can be delegated
Selecting Tasks for Delegation
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3. Selecting Person for DelegationSelection criteria Capability Experience Career development Interest Time
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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.
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5. Inform Others
Name of the person delegated.Task delegated.Responsibility of the person delegated.Authority of the person delegated.
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6. Review and FeedbackPay attention to:
Task results.Uses of resources.Identified issues and solutions.
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ContactMuhammad Aleem Habib
MBA, MS, PMP, CISA, MCSE
Chief Management Counsellor @
Pakistan Institute of Management
Please send me your comments, questions and feedback!
Thanks for your time!