DELEGATION

(Topic in PRINCIPLES OF MANAGEMENT)

DHRUVA COLLEGE OF MANAGEMENT

Under the guidance of:

Dr. Satya Prasad V.K

BY

JWALAMUKHI.V (11M067)

DELEGATION Delegation (or deputation) is the assignment of authority and responsibility to another person (normally from a manager to a subordinate) to carry out specific activities. Delegation is the primary formal mechanism by which a network of authority relationship is established. -By McFarland. Delegation means conferring authority from one executive or organizational unit to another to accomplish a particular assignment . By Terry . The person who delegates a pan of his authority is known as superior and whom it is delegated is known as subordinate. Purpose of delegation: Delegation is a product of the forces created by volume and complexity, pressure resulting from increasing volume of work activity. When work activities are grouped and classified there come into existence units (departments and divisions).No single individual in an enterprise is capable of handling all jobs necessary for accomplishment of group purpose .with the development of enterprise it is not possible to confer all the authority of decision making in one person. Necessity therefore arises for delegation of authority. If there would be no delegation, there will be only one department chief executive or president; as the case may be all-in-all .organization structure in such a case should be conspicuously absent. Delegation-Area, Extent and Scope: Delegation of authority can be Downward, Upward or Side-wise A sales manager delegating authority to sales man depicts downward delegation. Delegation of authority by shareholders to the board of directors of a company is an example upward delegation.

Delegation by certain African tribal chief as their central tribal authority illustrates side-wise delegation. To what degree and in what measure authority is delegated depends on individual requirements of the situations, organization, structure and judgment of the delegator.

Low Investigate and investigate and Reports back recommend action

moderate Investigate and Investigate and

high Investigate &

advice on action take action, advice take action, advice Planned on action taken on action taken

Elements of Delegation: 1. Assignment of task or duties 2. Conferment of powers or authority 3. Creation of obligation, responsibility or accountability Assignment of task or duties: While assigning the duties and tasks by the delegator to the delegate, he should be clear about the duties and tasks which he is assigning to his subordinates. The duties must be clearly identified and defined before it is assigned. When a manager asks his subordinates to open a branch office he should be clearly define the area covered, objective of this branch office, what are the duties of the office etc. Conferment of Power of authority: Transfer of authority is another step in the delegation. The rights and powers transferred to the delegate must be clearly defined and communicated to the delegate by the delegator for performing the assigned duty. It includes the right to acquire the resource required to perform the assigned duty. We cannot expect the delegate to perform the assigned duty without transfer of authority. For example, as in the above case, manager should give necessary authority to acquire and use the resources to open the branch office. Accountability: Once the authorities are given and the duties are assigned, the delegator expects the delegate to do the assigned duty. Delegate has the responsibility or obligation to do the work. The delegate is responsible for his

actions and decisions and it is called accountability. The delegator has the right to ask the status of the task at any time and the delegate is responsible to give answer. The subordinate is answerable and responsible to his superior for giving an account of the assigned task. Therefore, accountability is the obligation of an individual to render an account of the fulfillment of his responsibilities to the principle to whom he report. Delegate cannot shift his responsibility to someone else. It is fixed to his position. Superior can control the delegate through the accountability. These controls are exercised through meetings, reports and evaluation. Principles of Delegation: 1. 2. 3. 4. 5. 6. 7. Principles of delegation in terms of results expected Principles of functional departmentation Scalar principle Authority level principle Principle of unity of command Principles of superiors ultimate Responsibility for acts of his subordinate. Principle of balance between Authority and responsibility.

Benefits of delegation of Authority: 1. Reduce the managers work-load. 2. Motivates and Develops Subordinates 3. Renders Continuity and permanency 4. Promotes Expansion and Development of Business. Limitations of Delegation of Authority: 1. Desire for achieving excellence in performance; 2. No Scope of direction; 3. Lack of trust, Faith & confidence; 4. Not subject to control; 5. Kind less ambition to predominate; and 6. Inhibits fear of incapability.