What is delegation?
Delegation happens when a manager gives authority and tasks to staff they have authority over.
Why is delegation important?
Managers need to delegate to get work done through others. This is one of the main tasks of being a manager. Delegation is important because:
- it means managers can do more things than they could alone
- it allows potential managers to be trained and tested
- if there are staff with greater knowledge or skill than the manager, they can use these when needed.
Are all managers good at delegating?
No. Some managers don’t like to delegate because:
- they believe they can ‘do it better/right themselves’
- they are scared of losing control
- they are uncertain about what they should delegate
- they lack confidence in their staff.
These managers reduce delegation to a minimum. This is easiest to do in a small organisation or in a small section of a large organisation where the manager can see everything that goes on. It is much harder to directly control a large organisation in this way.
One danger with those who do not delegate is that the organisation can become too dependent on them and can suffer when they are away or if they leave unexpectedly.
Are all staff happy with delegation?
No. Some staff are reluctant to accept delegation because, for example:
- they are scared that they will be criticised unfairly if they make a mistake
- they are too embarrassed to ask for help once they start
- they lack confidence in their own ability
- they don’t trust their manager.
So how should a manager delegate tasks?
Different workplaces have different practices when it comes to deciding on responsibilities and delegating them.
In general, assigning responsibilities is the first step in delegating tasks. Usually, these responsibilities are written in job descriptions.
To delegate properly, a manager must:
- give staff the responsibility for completing the task
- give staff enough authority to carry out the task
- make sure staff are accountable to the manager for the completion of the task.
The manager needs to be sure that the person being delegated a task understands exactly what is needed, especially if they are doing the task for the first time. It is best to ask the person doing the task to explain in their own words what the task is and how they are going to do it.
It’s also good for both staff and the manager if:
- there is time for coaching in the task
- the task is broken into small, easy parts
- the person doing the task reports on each part of the task and talks about any problems they are having.
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