Art of Delegation in a USPS Setting

1. Art of Delegation in a USPS Setting Accountable Inform Inform Responsible Consult Page 1

2. Roles and Responsibilities Management: Objectives Structured approach to participative leadership and informed decision making Clear work roles to facilitate monitoring, measuring and realignment Define activities and tasks to be performed, assign who will be accountable, responsible, consulted and informed (RACI) RACI resolves ambiguities, omissions, redundancies and confusion surrounding work assignments and timetables Expectations for individual and team performance can be easily measured

3. What is RACI? Accountability: Makes the Decision The person ultimately accountable. Includes strategic authority, yes-no, veto and assignment powers, and final approval A Responsibility: Performs the work The person(s) assigned the job by the “A”. Includes tactical responsibility for doing the work and completing the tasks R Consult: Communicates the work (2-way) The person(s) who provide special support or should be consulted when making decisions or doing work C Inform: Socializes the Work (1-way) The person(s) needing to be informed at key decision points during the work. The work’s providers, customers and beneficiaries I

4. When is RACI Needed ? And What to Watch for Accountable Inform Inform Responsible Consult Accountabilities Undefined / Unclear Assignments Delayed / Incomplete / Redundant Communications Inadequate / Distortions Approvals / Decisions Inconclusive / Confusion of Roles Decision Points Unclear / Multiples / Wrong Level Responsibilities Denial / Finger-pointing Work Performance Wrong People / Wrong Level Interfaces Ignored / Abused / Mismanaged

5. List the Sequence of Activities and Steps: A Simple Example Accountable Inform Inform Responsible Consult SEO Commander PRO Site SXO Seminar Co Chair Proctors Instructors Team Member Start with an idea – Offer Seminar Series to public Who is involved in the decision process? Develop action steps and timetable Define participants Assign RACI to each action step Monitor results

6. Create Team Member / Activity Matrix. Bass Pro Ships Manager Squadron Commander Special Resource Special Resource Seminar Co Chair Team Member Treasurer Instructors Proctors PRO SEO SXO The Participants Work Task or Activity Decision to Offer Seminar Series to Public Locate a site for Seminars – e.g. Bass Pro Shops What to watch for: Too many R’s More than one A No A Biased work loads Unbalanced spans of control Mis-Qualifications Develop timetable for project Prepare Seminar Schedule Identify Instructor for each Seminar Order Seminar Materials Develop Publicity and distribute Collecting money Assist with set up and take down Tasks, Activities and/or Decisions RACI Codes Populate the Matrix

7. Seminar Series Activity Matrix. Bass Pro Ships Manager Squadron Commander Special Resource Special Resource Seminar Co Chair Team Member Treasurer Instructors Proctors PRO SEO SXO Accountability– Makes the decision Responsibility – Performs the work Consult – Persons who provide support Inform – Persons needing to be informed Work Task or Activity Decision to Offer Seminar Series to Public A R C C C I I I Locate a site for Seminars – e.g. Bass Pro Shops I A I R I I I I C I Develop timetable for project I A I R I I I I Prepare Seminar Schedule I A I R I I I I C Identify Instructor for each Seminar I A I R I I I I Order Seminar Materials I A I R I Develop Publicity and distribute I I A I R I I Collecting money I I R A Assist with set up and take down I I I A I I R

8. In Summary: Accountable Inform Inform Responsible Consult SEO Commander PRO Site SXO Seminar Co Chair Proctors Instructors Team Member Start with an idea Who is involved in the decision process? Develop action steps and timetable Define participants Assign RACI to each action step Monitor results