Delegation - PowerPoint Presentation

Slide1

Delegation

SkillsSlide2

Objective

Explain What is Delegation

Explain Why People Do Not Delegate

Describe the Benefits of Delegating

List What Tasks Should We Not Delegate

Describe the Delegation Process

Explain A Simple Delegation Rule

Describe the Levels of Delegation

Describe the Types of Delegation

List the Delegating Skills

Explain the Barriers to DelegationSlide3

Introduction

Look at the thoughts of a Project Manager, Samuel Davidson.

I have to submit the project status report to Delivery Head today!

Project status report to Delivery Head

Oh! I have a client meeting today. I have to get the latest status update from team lead.

Client meeting - get the latest status update

I have to assign the tasks for the day to the team.

Assign tasks for the day

I have to interview a candidate for the team lead position today!

Interview candidate - Team lead position Slide4

Introduction

Project status report to Delivery Head

Client meeting - get the latest status update

Assign tasks for the day

Interview candidate - Team lead position

Oh! No! How will I do all this in just one day?

This is just one of the days out of the hectic life of any manager.

Just like Samuel, no manager can deal with all the tasks that he has to finish, if he tries to do it all by himself.

This is where the art of delegation plays an important role.Slide5

Introduction

Project status report to Delivery Head

Client meeting - get the latest status update

Assign tasks for the day

Interview candidate - Team lead position

If Samuel decides to delegate a few of his tasks to his sub-ordinates, he can get all his day’s tasks done and accomplish much more than if he tries to do it all single handedly.

Delegating is a skill and it is important to know the nuances of delegating a task. So, let us learn about delegation skills in detail.

Let me delegate a few of my tasks!

DELEGATESlide6

What is Delegation?

Delegating is:

‘The act of delegating, or investing with authority to act for another’ or ‘the distribution of responsibility and authority to others while holding them accountable for their performance.’

Hence, delegating means asking someone else to perform a task that is one of your responsibilities or work that you are being paid to do.

It is entrusting responsibility and authority to others who then become responsible to us for their results but we remain accountable to our boss for what our subordinates do.Slide7

Elements of Delegation

Authority

Responsibility

Accountability

Let’s look at each in detail.Slide8

Importance of Delegation

Delegation is one of the most important management skills.

Delegating is nothing but ‘Internal Outsourcing’.

Delegation is done mainly for “time management” and you can concentrate on other important assignments which requires your attention.

Good delegation saves you time, develops your team, grooms a successor, and motivates them.

Poor delegation demotivates others, frustrates you and fails to achieve the goal.Slide9

Goals of Delegating

To show that leadership does not mean you have to be in charge of everything

Train team member to perform tasks

To empower team members to perform the task

Free up manager to be manager and not a doer

Let team members handle complaints

Push down work to lowest level that can perform the task

Motivate associates

Not micromanage team members

To relinquish authority

Free them to perform the tasks

Delegation can be used to achieve various goals such as:Slide10

Benefits of Delegating

For Your Team

For You

For You

Increases associate responsibility, ownership, and enjoyment

Builds team environment

Associates gain knowledge and skills

Ensures tasks are done timely

Allows for days off and flexibility in scheduling

Reduced turnover because motivated and engaged employees don’t terminate

Increased consistency as people know why we do things

Teamwork – gets all involved - no more you telling them, but them doing and motivating each other

Trains individuals for the next level

Allows to meet all deadlines as lots of us are doing

Lets things run the same way when manager is on leave as when manager is presentSlide11

Why Delegate?

To use skills and resources already within the group.

To keep from burning out a few leaders.

To develop new leaders and build new skills.

To get things done.

To become more powerful as a group.

To allow everyone to feel a part of the effort and the success.

To effectively manage time.

To increase productivity.

To allow growth of the deputy.

To prevent the group from getting too dependent on one or two leaders.Slide12

How to Delegate

The following are the steps for how to delegate:

Let’s look at each in detail.

Choose the Right Candidate

Communicate Objective

Relinquish Authority

Decide What to Delegate

Monitor Progress

Let Go

Give CreditSlide13

Delegation Process

Select what to delegate

Decide on how much authority you will give them

Clearly communicate precisely what you are delegating

Check for mutual understanding around what was agreed

Follow up, evaluate and recognize work well done

Let’s look at each in detail.Slide14

Six Principles of Delegation

1. Know yourself and team members

2. Assess strengths, weaknesses, job, situation and skills

3. Understand the limitations, and job descriptions

4. Know the job requirements

5. Keep communication clear, complete and consistent

6. Evaluate-review what happened and measure resultsSlide15

Levels of Delegation

Delegation is not only assigning task to someone, but you can give freedom to the person in completing the task. Degrees of freedom vary depending on the person’s experience and knowledge.

Let us look at the levels of delegation with their examples.

The Levels range from 1 to 10 and these different delegation levels progressively offer, encourage and enable more delegated freedom. Level 1 is the lowest level of delegated freedom (basically none). Level 10 is the highest level typically (and rarely) found in

organizations.Slide16

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Delegation of Authority.

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