Principles of delegation

From CEOpedia | Management online

Delegation of authority is described as the basic stage in management, necessary to develop of an efficient organization. It can be defined as the handing of power to others in organization which are hierarchical in nature and authority in them is delegated downwards from senior management do middle management and ordinary employees. Authority is delegated not to a specific person but to a position or role within an organization. The distribution of tasks allows managers to offload supervisors from repetitive simple work and create climate of trust in organization. On the other hand, it can led to the unnecessary bureaucracy.

When to use Principles of delegation

The principles of delegation should be applied when a manager is delegating a task to a subordinate. The principles ensure that the task is effectively delegated and the delegatee has the necessary resources and support to complete the task. Additionally, the principles also help to ensure that the delegatee is held accountable for the results of the task and that the manager is provided with feedback on the progress and performance of the task.

Principles of delegation

Fig.1. The principles of delegation

Efficient transmission of a task or responsibility to specific employees, along with resources needed to perform desirable action requires following of several rules or principles of efficient delegation:

  • delegation should be associated with the provision of the resources, support and care to employees along with tools needed to achieve objectives, and not only from the formal scheduling of tasks and results
  • effective delegation requires formalization of tasks and responsibilities and good organizational structure (Principle of functional clarity)
  • not every employee is ready to take the responsibility and perform the delegated task (Principle of delegation according to ability)
  • employees should report only to the manager who delegated the tasks to avoid conflicts and problem with communication (Principle of unity of command)
  • goal and results expected from delegated task should be clearly defined, standards of performance should be communicated to the employees (Principle of communication)
  • tasks with smaller weight, routine but urgent should be delegated in the first place, similar tasks should be grouped and delegated as a group do whole department or team
  • decision-making process should be performed at the level of units performing the delegated tasks to avoid time consuming consultations and communication between employee and manager (Authority level principle)
  • only exceptions from delegated tasks and its results should be reported to the higher ups, managers should not be bothered with typical situations and problems which should be dealt with by employee (Principle of exception)
  • strategic tasks of the great consequences for the company, activities at high risk or sensitive in nature should not be delegated (Principle of limits of delegation)
  • degree of authority delegated to an individual employee should be adequate to assure their ability to accomplish the results expected of them (Principle of delegation by results expected)
  • only manager who delegates the task is finally responsible for the final results delivered by the subordinates doing the task (Principle of absolute responsibility)
  • degree of authority that is delegated to the task (assignment) has to be proportional to the level of responsibility (obligation to accomplish it) of employees or managers (Principle of parity of authority and responsibility)
  • managers should trust the employees but at the same time should control the results and efficiency of operations (Principle of control)

Steps of Principles of delegation

The steps of principles of delegation involve assigning the task, setting expectations, providing resources and support, and providing feedback.

  • Assigning the task: The manager should assign the task to the delegatee and provide clear instructions on what the task is, what is expected, and how it should be done.
  • Setting expectations: The manager should set expectations for the delegatee by providing a timeline and outlining any performance expectations.
  • Providing resources and support: The manager should provide the delegatee with the necessary resources and support to complete the task.
  • Providing feedback: The manager should provide the delegatee with feedback on the progress and performance of the task.

Advantages of Principles of delegation

The following are some advantages of using the principles of delegation:

  • Improved efficiency: By delegating tasks, the manager is able to focus on more important tasks and can delegate tasks to subordinates that are better suited to the task.
  • Increased productivity: By delegating tasks, the manager is able to increase the overall productivity of the organization by allowing subordinates to focus on tasks they are better suited to complete.
  • Developing skills: The delegatee is able to develop their skills and gain experience in completing the task, which can lead to better job performance.
  • Improved morale: By delegating tasks, the manager is able to demonstrate trust in their subordinates, which can lead to improved morale and motivation.

Limitations of Principles of delegation

  • Time: Delegation may take longer than if the manager completed the task themselves as they must allocate time to brief the delegatee and monitor their progress.
  • Skill level: The delegatee must have the required skills and knowledge in order to complete the task. If the delegatee does not have the required skills, this can result in a slower completion rate or an unsatisfactory outcome.
  • Risk: Delegation can open up the organization to risks, as the delegatee may not have the same level of understanding of the task as the manager.

Other approaches related to Principles of delegation

  • Communication: Clear communication is essential for effective delegation. The manager should explain the task to the delegatee, provide them with necessary resources, and give them feedback on their progress.
  • Mentoring: The manager should provide mentoring and guidance to the delegatee throughout the process.
  • Evaluation: The manager should evaluate the delegatee's performance and provide feedback.

In conclusion, communication, mentoring, and evaluation are other approaches related to the principles of delegation. These approaches help ensure the task is effectively delegated and the delegatee is provided with the necessary resources and support to complete the task.


Principles of delegation — recommended articles
Delegation of authority — Levels of management — Authority and responsibility — Front line management — Team structure — Achievement oriented leadership — Centralized organizational structure — Staff structure — Staff authority

References

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