Effective Delegation

You Don’t Have to do it all

Yourself !

The Power of Effective

Delegation
The Art of Delegation

means

How to get others to do your work, so

you can get on to what you’re really
suppose to be doing….
 One of the most crucial and
challenging
•tasks for managers and supervisors is to
apportion the work among the employees they
manage and supervise.
•A lot of managers and supervisors frequently
complain that they have too much to do and too
little time in which to do it.
•Unchecked, this feeling leads to stress and
ineffectiveness.
•In many cases, executives could greatly reduce
their stress by practicing a critical management
skill – delegation.
 Delegation
is the assignment of authority to another
person to carry out the specific job-related
activities. It allows a subordinate to make
decisions; that is, it is a shift of decision-
making authority from one organisational
level to another
 Delegation
By Definition Is:
The assignment of meaningful tasks,
either operational or managerial, to
others with supervision over time.

By Implication Is Not:
The assignment of simple, unpopular
or isolated tasks at the whim of the
manager as an end in itself.
 Delegation (continued)
Delegation, Therefore, Is:
• A process, not an event
• A method, not an end in itself
• An investment, not a short-term strategy
 Why Delegate?
 To use skills and  To prevent the group
resources already from getting too
within the group dependent on one or
two leaders
 To keep from burning  To become more
out a few leaders powerful as a group
 To develop new  To allow everyone to
leaders and build new feel a part of the effort
skills within the group and the success
 To get things done  Group members feel
more committed if they
have a role and feel
needed
Why Not?

…its too hard!

…it takes too much time!
…nobody can do it as good as I can
…nobody else has any time
either……
 Reasons for Not Delegating

• No time to instruct others

• Can do it quicker and better
• Might lose credit or recognition
• High personal interest in task
• Fear loss of control and power
Benefits of Being an
Effective Delegator
• Gives you more time!
• Helps you focus on what is most important!
• Allows members to grow in capability and
confidence!
• Allows you to develop, coach, and mentor
group members.
• Creates opportunities to provide recognition!
• Ensures successful results!
 Distinctions That Make
A Difference

• Responsibility – ownership

• Authority – legitimacy

• Accountability – oblegation
 Steps in Delegation
I –Introduce the task
D-Demonstrate clearly what needs to be done
E-Ensure understanding
A-Allocate authority, information and resources
L-Let go
S-Support and monitor
 Introduce the Task
 Determine task to be
delegated
 Determine tasks to
retain
 Select delegate
 Introduce the Task
 Determine task to be  Those tasks you
delegated completed prior to
 Determine tasks to assuming new role
retain  Those tasks your
 Select delegate delegates have more
experience with
 Routine activities
 Those things not in
your core competency
 Introduce the Task
 Determine task to be  Supervision of
delegated subordinates
 Determine tasks to  Long-term planning
retain  Tasks only you can do
 Select delegate  Assurance of
compliance
 Dismissal of members.
 Introduce the Task
 Determine task to be  Look at individual
delegated strengths/weaknesses
 Determine tasks to  Determine interest
retain areas
 Select delegate  Determine need for
development of
delegate
Introduce the Task
Use What-Why
Statements:

I want you to do…..

Because you……
 Demonstrate Clearly

 Show examples of previous

work
 Explain objectives
 Discuss timetable, set
deadlines
Ensuring Understanding

 Clear communication
 Ask for clarification
 Secure commitment
 Don’t say no for them
 Collaboratively determine
methods for follow-up
 Allocate…
authority, information, resources
 Grant authority to determine process, not
desired outcomes
 Provide access to all information sources
 Refer delegate to contact persons or specific
resources that have assisted previously
 Provide appropriate training to ensure
success
 Let go…
 Communicate delegate’s
authority
 Step back, let them work
 Don’t allow for reverse
delegation
 Guidelines for Effective
Delegation
• Clarify the objectives and the
performance standards
• Shift authority commensurate with the
responsibilities
• Provide necessary support systems
• Establish reasonable checkpoints and
deadlines
• Review results, not methods
 Symptoms of Poor Delegation

• Staff turnover/low morale

• Extended hours/burnout
• Crisis management/missed deadlines
• Continued interruptions/constant approvals
• Redoing initial work/wasted time
• External recruitments/inadequate
internal talent
 And, finally…..

“The secret of success is not in doing your

own work but in recognizing the right
[person] to do it.”

~Andrew Carnegie
Questions?