the-art-of-delegation

According to Ronald Reagan “Surround yourself with the best people you can find, delegate authority, and don’t interfere as long as the policy you have decided upon is carried out”.

Are you one of those people who do not trust anyone else to do what needs to be done? Some individuals cannotfawad-aly-shah bear anyone else to help them in any way. It is not out of question that they get overwhelmed by work and adopt a complaining attitude. According to the experts “the skill of delegation is the partnership of authority and responsibility to another person to carry out the important tasks”. We can learn to delegate and save much of our time.

Need of Delegation?
Delegation has advantages other than saving our time and freeing us to work on tasks that are important. If we delegate effectively, our staff will become more skilled and committed. Effective delegation means that decisions are taken lower down and leads towards enhancing overall productivity.

Without Delegation:
If we fail to delegate; we create a burden for our self. Our staff will not have the authority, responsibility or information to make decisions themselves. The result is that they will try to refer back work to the high ups. Without delegating the work bosses will run out of time and staff will run out of work.

Self Assessment:
Do we need to delegate? This small assessment will give us favor in this regard. Ask yourself following questions:

  1. Do you like to control all parts of a task?
  2. Are some of your staff underemployed?
  3. Do you spend a lot of time answering irrelevant questions from staff?
  4. Do you dislike spending money on something you can do yourself?
  5. Do you think you have not much time to do things?

If most of your answers are yes then you dislike as a boss or employee about delegating or are unaware of it.

Delegation is not telling your staff to do something and worrying constantly about how they are working on. Delegation is giving your staff the authority and freedom to do a project you would normally do.

There are several levels of delegation. We can;

  • Delegate part of the project to the staff
  • Delegate the whole project
  • Delegate the work but make all the major decisions
  • Delegate the project but ask for frequent progress reports
  • Delegate the project and ask for the result in the end

We can also delegate either authority or responsibility or both at the same time. We can give someone the authority to do something but ultimately responsible for the results. Or we can make the individuals responsible but retain authority over how the work should be done.

Delegating has four stages:

  1. Preparation
  2. Briefing
  3. Monitoring
  4. Reviewing

In preparation stage the manger or boss must first prepare the ground on what he wants to be done at first place. He would know what it is that needs and has made sure that any help and resources needed will be readily available. At briefing, he would make clear to his staff exactly what he wants and when. Also tells them how he wants the task to be done. Make sure they understand the instructions totally. At monitoring it is essential to ensure that everything is going as per instructions. At last stage once the task has been completed; review it with the staff concerned. Ask what problems they had and what went well. Make suggestions and give praise where it is due.

Empowering our staff does not reduce our status or worth in the organization. What it does is to give confidence and a sense of worth and purpose to the employees. It also frees time for us to get on with more important work. Empowering our staff allow us to concentrate more on our goals in life. It also improves efficiency within company. By delegating work we empower our staff in more effective and appropriate way.

Following tips will be of great use about delegating the projects among the staff:

  • Choose right person for the delegation.
  • Don’t procrastinate in delegating
  • Give enough time for the completion of the task
  • State objectives of the tasks clearly
  • Provide all the necessary information to your staff
  • Ensure that all staff understands the task
  • Set deadlines and monitor progress regularly
  • Be available for the guidance, take responsibility but praise the staff for job well done.

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