effective delegation
TRANSCRIPT
Today’s Overview
Recitation from Holy Quran
Pre-Workshop discussion
(Expectations from the Session)
Session Open
Activities / Audio-Video Clips
Post-Workshop discussion
(Reflection on the achievements of the Session)
What is Delegation
Delegation means giving someone else the responsibility and authority to act on your behalf.
Elements in Delegation
Authority: the right to act or empower.
Accountability: ownership for one’s actions, being
liable and being willing to be judged by performance
standards.
Responsibility: the obligation to act.
Autonomy: the freedom to act
“The secret of success is not in doing your own work but in recognizing the right person to
do it.”
Andrew Carnegie
Why Delegate?
Delegate for Quality
Delegate for Even Distribution
Saves Time
Develops People’s Skill and Ability
Helps in Succession
Why Not? (Barriers to Delegation)
Delegator:
Its too hard
Nobody else has anytime either
Fear of mistakes
Fear of surrendering authority
Insecurity
Nobody can do it as good as I can
Why Not? (Barriers to Delegation)
In actuality, the reasons why “delegator” say they can’t (or won’t) delegate is really a mirror of themselves!
One reason that has not been mentioned … they, themselves don’t know how to delegate.
Why Not (Barriers to Delegation)
Delegatee:
Lack of experience
Lack of competence
Avoidance of responsibility
Overload of work
Confusion in responsibilities and authorities
Discussion Questions
How many of you got the other person to cross the line?
How did you do it?
What did you try that didn’t work?
How many of you offered to cross the line if the other person crosses—if you cross, so will I?
That way who wins? (Both people)
How do you feel about the following statement:
“Together we’ll be considerably more successful reaching for the same objectives rather than standing apart
concerned about who will be first.”
Under Delegation
Manager’s desire to complete the whole job
personally due to lack of trust in the subordinates
Fear that subordinates will resent having work
delegated to them
Myself Fallacy
Lack of ability to direct
Finding it difficult to assume manager role
Improper Delegation
Delegating at the wrong time,
wrong person and wrong reason
Delegating beyond the capability of
the person
Delegating decision making without
providing adequate information
Benefits of Delegation
Manager / Supervisor Benefits
Employee Benefits Organizational
Benefits
Reduced stress Professional knowledge and skill development
Increased teamwork
Improved time management
Elevated self-esteem and confidence
Increased productivity and efficiency
Increased trust Sense of achievement
Steps in Delegation
Introduce the Task
Demonstrate clearly what needs to be done
Ensure Understanding
Allocate authority, information and resources
Let go
Support and Monitor
Introduce
Determine
Task to be Delegated
* Those tasks you completed prior to assuming new role
* Those task your delegates have more experience with
* Routine activities
* Those things not in your core competency
Task to Retain
* Supervision of Subordinates
* Long Term Planning
* Tasks only you can do
* Assurance of Program compliance
Delegate
* Look at individuals strengths/weaknesses
* Determine interest areas
* Determine need for development of delegate
Brainstorm 5 tasks you are currently doing, that could be delegated.
Determine who would serve as your best delegate for each of the tasks.
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
Let Go…
Communicate delegate’s authority
Step back, let them work
Use constrained access
Don’t allow for reverse delegation
Allocate…
authority, information, resources
Support and Monitor
Schedule follow-up meetings
Review progress
Assist, when requested
Avoid interference
Publicly praise progress and completion
Encourage problem solving
Remember the 5 Rights While Delegating
Right Task
Right Circumstances
Right Person
Right Direction & Communication
Right Supervision & Evaluation
Strategies For Effective Delegation
Plan ahead
Identify necessary skill and levels
Select most capable person
Communicate goal clearly
Empower the delegate
Strategies For Effective Delegation
Set deadlines and monitor progress
Model the role: provide guidance
Evaluate performance
Reward accomplishment