2 Objectives Upon the completion of training, you will be able to: Understand what delegation meansKnow the value of delegationIdentify the steps for delegationDelegate without micromanaging
3 What is Delegation?Delegation is the assignment of responsibility to another person for the purpose of carrying out specific job-related activities. Delegation is a shift of decision-making authority from one organizational level to another.Source:
4 Benefits of Delegation Manager / Supervisor BenefitsReduced stressImproved time managementIncreased trustEmployee BenefitsProfessional knowledge and skill developmentElevated self-esteem and confidenceSense of achievementOrganizational BenefitsIncreased teamworkIncreased productivity and efficiencySource:
5 Knowing When to Delegate Delegating can be especially helpful in the following situations:When the task offers valuable training to an employee.When an employee has more knowledge or experience related to the task than you.When the task is recurring and all employees should be prepared or trained.When the task is of low priority and you have high priority tasks that require your immediate attention.
6 To Whom Should You Delegate? When deciding who to select for the task, you must consider:The current work load of the employeeThe employee’s strengths and weaknessesThe training and experience levels of the employee
7 Steps for Delegation Define the task Select the individual Identify if the task is appropriate for delegation.Select the individualEvaluate each employee’s strengths and weaknesses to match the task to the individual.Assess ability and training needsEnsure that the selected employee has all the necessary resources and knowledge to complete the task.Source: SHRM 2008 “Delegation Training for Supervisors”
8 Steps for Delegation (cont’d.) 4. Explain whyExplain the importance of the task and why the individual has been selected.5. State required resultsOutline what is expected of everyone involved. Give clear guidelines that are specific and easy to understand.6. Identify required resourcesIdentify what supplies or resources will be necessary to complete the task before beginning any work.Source: SHRM 2008 “Delegation Training for Supervisors”
9 Steps for Delegation (cont’d.) 7. Agree on a scheduleSet a clear timeline that is agreed on by everyone involved.8. Support and communicateCommunicate throughout the entire process. Be clear and specific while allowing the employees to work independently.9. Provide feedback on resultsMake sure feedback is provided in a timely manner to all employees involved in the project. Provide positive feedback as well as constructive feedback for areas that need improvement.Source: SHRM 2008 “Delegation Training for Supervisors”
10 Delegation Obstacles Lack of support Failure to plan Managers and employees must be fully supportive of the delegation efforts in order to be successful.Failure to planTaking the time to follow the steps for delegation can avoid any pitfalls that might otherwise be overlooked.Lack of communicationCommunicating the plan in a clear and precise manner prevents errors caused by miscommunication.
11 Delegation Obstacles (cont’d.) Fear of relinquishing controlManagement may be resistant to delegating at first, but delegation can build trust and morale among managers and employees.MicromanagementMicromanagement prevents employees from completing their assigned tasks and defeats the purpose of delegation.
12 Signs of Micromanagement Micromanaging occurs when a manager assigns a task to an employee, but prevents the employee from successfully completing the task on his/her own.Micromanagers usually:Resist delegatingPrevent employees from making decisionsRevoke tasks after they have been assignedAvoid letting employees work independently
13 How to Avoid Micromanagement Clearly define the roles and responsibilities of managers and employees.Create a written plan and timeline.Include scheduled meetings and evaluations rather than frequent ‘check ins’ that can be viewed as micromanaging.Allow employees and managers to openly communicate any concerns or questions they may have.
14 ConclusionDelegation provides benefits to the supervisor, employees, and organization.When executed properly, delegation can result in:Better-trained employeesIncreased productivityMore effective time management.