Mastering Delegation: Principles and Examples

In order to tackle a large project, a manager may delegate tasks to their subordinates by breaking down the project into smaller, more manageable parts. This delegation not only grants responsibility to the subordinates, but also gives them the authority to make decisions regarding their assigned task, ultimately ensuring timely completion of the project as a whole.

Meaning of delegation of authority

Delegating authority is a common practice that we all experience in various aspects of life. A classic illustration of the delegation of authority is the collaboration between a bride and her bridesmaids.

A bride-to-be is faced with numerous tasks to ensure her special day is flawless. However, it is impossible for her to manage all the work singlehandedly. As a solution, she delegates tasks to her friends, entrusting them with the necessary authority and accountability to deliver the desired outcomes within the specified timeframe.

The manager delegates tasks to his subordinates, allowing them to make decisions and take ownership of the work. This top-down approach to delegation ensures that the boss can supervise and guide the employees as they carry out their assigned responsibilities. However, the opposite - employees delegating tasks to their boss - is not a commonly accepted practice.

Employees may not have complete autonomy in carrying out their duties as managers have the authority to question their decisions and require them to consider potential consequences. The delegation of authority typically involves four steps, beginning with the assignment of tasks to subordinates and the definition of specific responsibilities for each employee.

Employees are assigned tasks based on their skills and experience, and the manager ensures that no one is overburdened with work. The next step involves delegating decision-making authority to subordinates, who are then responsible for acquiring the necessary resources to complete their tasks.

The assigned tasks should be clearly defined for employees, preferably in written form, to ensure efficient performance without the need for constant explanations. It is important for superiors to take on tasks that subordinates are unable to perform. The third step of delegation involves creating obligations that promote dedication and accountability among subordinates, ensuring they are morally responsible for completing their assigned tasks.

The subordinate holds the power to direct their team in completing the task, but it is ultimately the subordinate's responsibility to ensure the task is completed in a timely manner. In the final stage of delegation, accountability must be established. Accountability means taking full responsibility for the outcomes of one's actions. The individual must make a commitment to their subordinates that they will execute the task efficiently and within the given timeframe.

To make a successful delegation of authority, one should follow the following principles:

The duty must be defined with functional clarity.

It is important to ensure that subordinates are clear on their responsibilities and the authority they have before assigning them tasks. This helps to avoid confusion and ensures that they are not commanded by multiple superiors.

The superior holds ultimate responsibility for the work, even if it is delegated to subordinates. This makes it clear that responsibility cannot be transferred. Nonetheless, the superior has the authority to oversee the subordinate's work and offer guidance as needed. To ensure success, effective communication between superiors and subordinates is essential. It is important to discuss tasks thoroughly with subordinates before assigning them to ensure clarity and understanding.

It is crucial to ensure that subordinates are equipped with the necessary skills before delegating tasks to them. If a subordinate lacks the necessary skills, it is advisable for the manager to take on the task personally. Additionally, it is important to establish clear boundaries and limitations on the authority delegated to subordinates. This ensures that tasks are completed efficiently and effectively, while also avoiding any confusion or misunderstandings.

Examples of Delegation of Authority

When tasked with introducing a new product line, a product manager must conduct extensive research to make an informed decision. This research should cover market trends, customer needs, and competitor analysis, among other factors. Only with a deep understanding of the market and its demands can a product manager successfully launch a new product line and drive business growth.

The manager faces a challenging task when it comes to conducting research independently. To tackle this, he delegates smaller tasks to his subordinates based on their skill sets. For instance, the responsibility of creating a survey may be given to a computer-savvy employee, while an outgoing employee may be tasked with scheduling face-to-face interviews.

After completing their assigned task, the subordinates will report back to their manager. To ensure speedy completion, the manager may set a deadline and use the remaining time to review and make any necessary changes or request a re-do.

. This not only increases productivity but also develops the skills of the subordinates as they are given the opportunity to take on new responsibilities and challenges. Effective delegation leads to better decision-making, improved communication, and a more motivated workforce. It also allows managers to focus on their core responsibilities and strategic planning, leading to overall organizational success. Therefore, delegation of authority is a crucial aspect of effective management and should be practiced by all managers.