Chapter 13 Delegating

1. Chapter 13Delegating • What Delegation Means • Essentials of Delegation • Benefits of Delegation • Why People Resist Delegation • How to Delegate Successfully

2. Aspects of Delegation • Delegation:Giving a portion of one’s responsibility and authority to a subordinate. • 3 Aspects of Delegation: • Responsibility • Authority • Accountability

3. As a Supervisor: • You have been given the responsibility for certain activities and the results they are expected to produce. • You have been given the the authority (rights and powers) to carry out your responsibilities. • You have been given the accountability (obligation to your boss) to produce these results.

4. Lines of Responsibility and Authority • Chain of command: The lines of responsibility and authority in an organization that provide the anatomy of its organization chart. • This shows who is responsible at each level for everything that happens or fails to happen. • Channels of communication: The organizational lines (corresponding with the chain of command) along which messages are passed from one level to another.

5. Benefits of Delegation • More time for managing • More and better work from happier people • Development of promising people • Greater efficiency • Improved leadership skills

6. Why Managers Have Trouble Delegating • Some feel workers will not take responsibility (Theory X). • Some feel that the work will not be done right. • Some have an inner need for power, authority, control, and indispensability. • Some feel the worker will do better at the task then them. • Some fear the responsibility for the mistakes of others.

7. Why Managers Have Trouble Delegating • Some are unable to let go. • Some can not shift from doing the work to managing people. • Some find it quicker and easier to do than to train others to do. • Some do not want to give up the tasks involving personal advantages or enjoyment. • Some are reluctant to lose touch. • Sometimes they are not willing, qualified workers.

8. Why Workers Won’t Accept Responsibility • Some are unable, unwilling, or both. • Some fear failure. • Some fear the consequences of making mistakes. • Some fear rejection by other workers. • Some see added responsibility as meaningless extra work (job loading). • Some like their job as it is.

9. How to Delegate Successfully • Conditions for success include: • Advance planning • A positive attitude toward your people • Trust on both sides • Ability to let go and take risks • Good communication • Commitment

10. How to Delegate Successfully • The steps in delegation: • Plan: Decide what you can delegate and to whom. • Develop the task in detail. • Delegate: Give the responsibility and authority, establish accountability, the worker accepts it, set up checkpoints (The Contract). • Follow up: observe checkpoints and give feedback. • Don’t accept reverse delegation.

11. Common Mistakes in Delegation • Failure to communicate clearly • Over supervising • Too little training and support • No controls • Job loading

12. Common Mistakes in Delegation • Assigning undesirable tasks with no reward • Picking the wrong person • Delegating management responsibilities such as discipline • Creating overlapping responsibilities

13. Adapt Delegation to Your Situation • Delegate time-consuming detail that others are willing to do. • Delegate things others do better than you do. • Train others to take over in your absence.

14. Adapt Delegation to Your Situation • Delegate tasks and responsibilities that motivate and develop. • Keep management responsibilities to yourself (termination, discipline). • Delegate anything else that makes sense.