assigning tasks and delegating authority to accomplish

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Honor  is the quality that guides Marines to exemplify ethical and moral behavior.

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Commitment  means the dedication to carry out all unit tasks and to serve the values of the country, the MCJROTC, and the unit. Commitment leads to the highest discipline for your unit and yourself.

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• Importance of Delegation and Steps in Delegation

One of the most important functions of a manager in an organization is the delegation of responsibility and the delegation of authority to his subordinates. His ability to delegate work and manage his team members is an indicator of his abilities. Let us take a look at the importance of such delegations and the steps in delegation of authority.

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Steps in delegation of authority.

The manager cannot do all the work by himself. He reserves the important and challenging work for himself and delegates the other work to his subordinates.

And where there is a delegation of responsibility there is also a delegation of authority. This will enable the subordinates to take important decisions and carry out their tasks efficiently.

Let us take a look at the steps in the delegation.

1] Defining the Result

Firstly, the manager must define the purpose and the required results from the tasks to be performed. When the objectives for the tasks are clear both to the manager and the subordinate, there is clarity and no confusion moving forward. The subordinate knows exactly what he has to achieve. He is not working blind.

2] Assignment of Duties

The manager also has to split the work among all his team members or subordinates. He has to assign specific tasks and duties to specific people.

When assigning work, the manager has to ensure that the subordinate understands the scope of the work and the quality of work expected of him.

Learn more about Difficulties in Delegation here in detail.

Such assignment of work is usually done on the basis of the subordinate’s qualifications, experience level, aptitude etc. So the manager must know the qualities of his team members to assign the work most efficiently.

3] Assigning Authority

Assigning of responsibilities is meaningless unless there is also an assignment of authority. So this is one of the important steps in the delegation.

If the subordinates do not have the authority to carry out tasks, they cannot fulfill their responsibilities. The delegation of authority will give them the freedom to take independent decisions, use resources of the company etc to accomplish their tasks.

4] Creating Accountability

Now, the subordinates must be made accountable for the work that is done by him. The extent of this accountability will depend on the extent of the responsibility and authority delegated to him.

However, ultimately the manager will be responsible for work the work that was done by his team members to his superiors in the organization.

Importance of Delegation

Delegation is one of the main functions of management. The success of a manager will depend on his ability to delegate his work. Let us take a look at the importance of delegation.

• Lightens the workload of the manager. The manager can delegate routine work and focus on important tasks that require his expertise and experience.
• Also results in quicker decisions and faster turnaround. This is because we assign authority to the subordinates which allows them to take independent decisions without interference.
• Delegation also helps motivate the subordinates. The responsibilities given to them provides them motivation. And the recognition they get for the work will help boost their morale.
• It also increases the bond and understanding between the manager and his team. They interact more often and the cohesiveness is an advantage to the organization.
• Delegation allows the lower level managers to gain experience and knowledge. So it encourages them to make independent decisions and handle tasks on their own. This is great training for their eventual move to middle and upper management.

Solved Question for You

Q: A manager delegates all his authority to his subordinates. True or False?

Ans: False. The manager only delegates as much authority as is necessary to accomplish the tasks assigned to them. Because if he will delegate all his authority he will pass on his position to the subordinates.

• Concept of Responsibility
• The Concept of Power
• Advantages and Disadvantages of Decentralization
• Process of Organizing
• Advantages And Disadvantages Of Decentralisation
• Authority, Responsibility and Accountability
• Concept of Authority
• Effective Delegation
• Difficulties in Delegation

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Delegation for the win! 6 steps to empower and get more done

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What is the meaning of delegation?

Central elements of how to delegate authority

The importance of delegation, how to delegate responsibility.

6 steps to effective delegation in management

Delegation of authority case studies

Delegation of authority brings greater success.

To be an effective leader, it's important to learn the art of delegation.

One of the most difficult transitions for leaders to make is the shift from doing to leading. New managers often struggle with this, but even more seasoned leaders can default to doing.

Let’s break down what delegation of authority is and how you can do it effectively in your workplace.

If you want to do a few small things right, do them yourself. If you want to do great things and make a big impact, learn to delegate.  John C. Maxwell

What is the meaning of delegation?

The delegation of authority refers to the division of labor and decision-making responsibility to an individual that reports to a leader or manager.

It is the organizational process of a manager dividing their own work among all their people. It involves giving them the responsibility to accomplish the tasks that are delegated to them in the way they see fit.

Along with responsibility, they also share the corresponding amount of authority. This ensures that tasks can be completed efficiently and that the individual feels actually responsible for their completion.

On one level, delegation is just dividing work into tasks that others can do.

At its best, delegation is empowering people to do the work they are best suited to. It allows them to invest themselves more in the work and develop their own skills and abilities. It also allows the manager to do other important work that might be more strategic or higher-level.

In other words, delegated authority is more than just parsing out work. It is truly sharing responsibility, ownership, and decision-making. Delegated authority is shared authority.

Delegating authority can also improve efficiency by making more employees accountable for their own work and activities. Less time and energy is spent on monitoring and micro-managing employees who are capable and competent. Your team becomes more capable and able to achieve higher performance as a result. 

Delegation is about entrusting another individual to do parts of your job and to accomplish them successfully.

There are three central elements involved in the delegation of authority:

1. Authority

In the context of a company, authority is the power and right of an individual to use and allocate their resources efficiently.

This includes the ability to make decisions and give orders to achieve the organizational objectives and goals .

This component should always be well-defined. Everyone with authority should know the scope of their authority.

Essentially, it is the right to give a command, meaning the top-level management always has the greatest authority.

There is a symbiotic relationship between authority and responsibility . So, authority, especially authority in management, should always be accompanied by an equal amount of responsibility if the task is to be completed successfully.

Similarly, there has long been a relationship between power and influence. Learn what this relationship should look like in our article: Power versus influence: How to build a legacy of leadership .

2. Responsibility

This refers to the specifics and scope of the individual to complete the task assigned to them.  

Responsibility without adequate authority can lead to:

• Dissatisfaction
• Frustration for the individual

While authority flows from the top-down, responsibility flows from the bottom-up . Middle management  and lower-level management hold more responsibility.

3. Accountability

Unlike authority and responsibility, accountability cannot be delegated. Rather, it is inherent in the bestowment of responsibility itself.

Anyone who sets out to accomplish a task and take on a job in a company becomes accountable for the outcome of their efforts.

Accountability, in short, means being answerable for the end result. Accountability arises from responsibility.

Authority flows downward, whereas accountability flows upward. The downward flow of authority and upward flow of accountability must be the same at each position of the management hierarchy.

Delegating has been shown to improve task efficiency and benefit the organization in ways that aren't obvious at first. 

A study by Harvard Business Review determined that delegating can actually  increase organizations’ income and overall efficiency .

Not only does  delegation empower others in the organization , but it also helps optimize the performance of the group.

Delegating empowers your team, builds trust, and motivates .

Thoughtful delegation, with support, is also a way to stretch and develop people within the work. This is often more powerful than through periodic professional development.

And for leaders, it helps you learn how to identify who is best suited to tackle tasks or projects.

As outlined in a  Harvard Business Review article , one team leader adopted a delegation strategy and made the shift from simply being busy to being productive .

Of course, delegating tasks can also lighten your workload. But  according to Dr. Scott Williams , delegating does much more than just get stuff off your plate.

For one, the people who work for you will be able to develop new skills and gain knowledge. This prepares them for more responsibility in the future.

Williams writes:

“Delegation can also be a clear sign that you respect your subordinates’ abilities and that you trust their discretion … Employees who feel that they are trusted and respected tend to have a higher level of commitment to their work, their organization, and, especially, their managers.”

Delegation empowers teams  by enabling them to demonstrate their capability to take on new work.

There are several ways you can transfer responsibilities to employees depending on the needs of your workplace.

You can use the following types of delegation of authority to assign tasks to various team members in the workplace :

Departments

You can delegate the supervision of a particular department to another employee. For example, if you’re a CEO, you could delegate authority over the entire marketing department to the marketing director.

You can assign an employee or group of employees to complete a specific project from start to finish.

For example, the marketing director could assign an advertising campaign to a project manager or project lead. The project manager then assembles a team of copywriters and designers to collaborate on the project. Each of these collaborators performs specific delegated duties.

The marketing director has delegated authority to the project lead. The project lead might further delegate to the team if they are all skilled and familiar with the intent and desired outcomes. If the collaborators are mostly freelancers or more junior staff, the project lead may delegate tasks but hold onto authority and be more involved in monitoring the various tasks.

Decision making

You can give one of your employees the power to make certain decisions  so that you can focus on other work. For example, as a marketing director, you could delegate authority to the assistant marketing director to hire employees for the department when needed. 

When you need more information, you can ask employees to complete detailed research on the topic. If you’re a marketing project manager, you can ask someone on the demand gen team to research demographic statistics for their advertising campaign’s intended audience. 

Administrative processes

You may also delegate administrative tasks, like data entry, to other employees.

As the marketing manager, for instance, you may assign social media monitoring to a marketing assistant.

6 steps to effective delegation in management

Let’s take a look at six steps you can use to delegate effectively.

1. Plan and prepare

Before starting a formal delegation process, take the time to think through the task and decide who you’ll delegate to and the outcome you want.

In addition, identify a goal and purpose for the delegated functions. Your goal will determine the approach you take.

2. Discuss the task to be delegated

Engage the employee in a specific conversation about the task you want to delegate. Then make sure you both are in agreement regarding the task and the outcome you desire.

This step is useful to set expectations and state the quality of work that needs to be completed.

It is also useful to state why you are delegating the task to that person.

Alex Cavoulacos, the founder of The Muse, says:

“When you select people to delegate to, tell them why you chose them specifically and how you hope to see this help them grow.”

3. Identify the deadline for completion

Make sure your deadline is realistic and achievable.

This is particularly important when delegating a stretch goal or something the person has not done before.

If you think the employee might need some revision time, build it upfront. This ensures that you do not end up at the deadline with an outcome that is different from the one you wanted.

When setting the deadline, consider where the delegated task fits in with the person’s existing job responsibilities.

4. Outline the level of authority

Clearly outline the level of authority you want the person to have. Different levels of authority include the following.

• Recommend . If the risk associated with the task is high or the person has little experience, you may ask the person for a recommendation on a course of action. But you make the final decision.
• Inform and initiate . If the risk associated with the task is moderate and the person has some experience, the person will inform you before they take action.
• Act.  The person has full authority to act on his or her own if either the risk associated with the task is low or the person has plenty of experience.

5. Build in checkpoints or progress reports

Set regular checkpoints right at the beginning to provide support and follow-through. You can use checkpoints to review the work and give feedback or even provide encouragement and coaching.

6. Conduct a final debriefing

The final debriefing consists of a two-way discussion about how the delegated task went.

Debriefing involves a mutual inquiry:

• Ask the employee to reflect on their own performance on the task or project. It helps to ask questions, such as what they thought went well, what they thought could have been better about the project, and what they would do differently if they could do it again.
• Provide feedback on how you think they did
• Have the person provide feedback on your performance as a delegator. Again, specific questions can be helpful: Where could I have been more clear? What other types of support would have been helpful to you?

In order to further illustrate what delegation of authority in management looks like, let’s take a look at three case studies:

Delegation of authority case study 1:

Seth Kehne, the owner of Lawn Butler in East Tennessee, started his company in 1999. He watched it grow slowly from a small side business, then suddenly he realized revenue had doubled.

But because the growth was gradual, he never took steps to put a management system in place for a larger company. With everyone reporting to Kehne, he was stretched thin.

It limited the company’s growth because managers didn’t feel they had the freedom to do their jobs without his approval.

Plus, as the chief executive officer, Kehne was working too many hours “managing instead of delegating.”

“By failing to delegate, I’d been holding back my managers. They didn’t have the complete authority they needed to do what they needed to do.” Kehne says.

Part of the solution was to implement an organizational chart. It included managers’ new duties and delegated responsibilities.

It also reduced the number of people reporting directly to Kehne from more than 20 down to four.

“To be honest, I thought I had already delegated a lot of my responsibilities. But once we had this organization chart in place, I realized that I really hadn’t,” Kehne shared.

As managers and employees assumed their new roles, operations became increasingly smoother. This allowed for even more growth.

“Things just operate better now,” Kehne said, adding sales are up 50% since he implemented the change two years ago.

Other improvements include:

• Better work hours thanks to more efficient operations (at least five to 10 fewer hours per week)
• Positive customer response
• Better employee job satisfaction

Delegation of authority case study 2:

Jane is a senior manager at an IT firm and has a team member Amanda who reports directly to her.

Things have not been smooth for them for the last few weeks. In the last project that Jane delegated to Amanda, she started to feel she would be better off doing it herself.

While Amanda is willing to take on additional assignments, she just doesn’t seem to be willing to be responsible for the assignment. She won’t do anything without first checking in with Jane.

The last time Amanda came into the office, Jane told her to forget what she is doing, and she’ll give it to someone else who can handle the assignment. After Amanda left, Brian realized she didn’t handle that well.

Jane later sat down with Amanda to discuss the situation further and figured out how best to proceed in collaboration with Amanda. She apologized to Amanda for how she handled the last encounter and realized that she had to delegate the tasks differently to Amanda.

She asked Amanda to help her understand why she feels like she cannot take steps to complete an assignment.

Through an honest conversation with Amanda, Jane learned how best to delegate to Amanda.

Through a conversation, Jane learned more about her skills and experiences and where her comfort level is. This will enable Jane to more effectively manage delegated assignments.

Delegation of authority case study 3:

Anthony was promoted to Director of Finance. He had been chosen because he had the ability to fill the role, and his level of thinking and values matched what was needed for success in the position.

Prior to the promotion, he had served as a team leader of purchasing.

Six months later, several of his staff had approached the VP of Finance with their concerns that he was doing too much of the work that could be delegated. The team felt that he didn’t trust them and that they were not learning or growing.

Anthony was given feedback and coached to create an action plan. This included proper delegation of tasks to staff in line with their capabilities.

Anthony created the plan and appropriately delegated large portions of his responsibilities.

Staff members felt a welcome relief and reported that Anthony was now taking the time to coach them. He was explaining clearly and distinctly their results on work assignments.

Anthony had more time to both complete his work and improve his department. This created an increase in employee satisfaction and retention .

Hopefully, this article has given you a better understanding of the role that delegation can play in the success of your business.

Sometimes, letting go is the best thing you can do.

And, delegation can prove to be beneficial for your team and organization as a whole.

If you’re wanting to learn how to delegate work effectively but are struggling with where to start, consider working with a BetterUp coach  to reach your goals.

Radha Mehrotra

BetterUp Fellow Coach

How to delegate: 9 tips for delegating tasks at work

How using different types of authority affects leadership, power versus authority, why the difference matters, building influence without authority: be the change you want to see, in manager vs. supervisor, find out which differences matter, authentic leadership: why showing up as yourself matters, best leadership books: 29 of the most impactful reads, power lead your next conversation, boss versus leader: develop the skills to bring out the best of both, similar articles, it depends. understanding the contingency theory of leadership, situational leadership®: what it is and how to build it, the 7 best strategies to help you empower your team, when managing direct reports, inclusive leadership matters, what's integrity in the workplace and why is it important (+examples), manage your energy, not your time: how to work smarter and faster, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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Marine corps core values.

By understanding the Marine Corps' core values of Honor, Courage, and Commitment, you will understand how these ideals help MCJROTC cadets become better citizens.

Honor is the quality that guides Marines to exemplify ethical and moral behavior.

Courage is a mental quality that recognizes fear of danger or criticism but enables a leader to proceed in the face of it with calmness and firmness. It is a quality of mind that gives leaders control over fear, enabling them to accept responsibility and to act properly in a threatening situation.

Commitment means the dedication to carry out all unit tasks and to serve the values of the country, the MCJROTC, and the unit. Commitment leads to the highest discipline for your unit and yourself.

In addition to these ideals, your values must also be applied to other areas. These might be ideas such as punctuality, truthfulness, and fidelity. You must also value the outer signs of these ideals, such as having good personal hygiene and a spotless uniform. Last, but by no means least important, you must apply your values to friends, family, and fellow cadets.​

Leadership Traits

Justice :  Giving reward and punishment according to the merits of the case in question.  The ability to administer a system of rewards and punishments impartially and consistently.

Judgment :  The ability to weigh facts and possible courses of action in order to make sound decisions.

Dependability :  The certainty of the proper performance of duty.

Integrity :  Uprightness of character and soundness of moral principles. The quality of truthfulness and honesty.

Decisiveness :  Ability to make decisions promptly and to announce them in a clear, forceful manner.

Tact :  The ability to deal with others in a manner that will maintain good relations and avoid offense. More simply stated, tact is the ability to say and do the right thing at the right time.

Initiative :  Taking action in the absence of orders.

Endurance :  The mental and physical stamina measured by the ability to withstand pain, fatigue, stress, and hardship.

Bearing :  Creating a favorable impression in carriage, appearance, and personal conduct at all times.

Unselfishness :  Avoidance of providing for one’s own comfort and personal advancement at the expense of others.

Courage :  Courage is a mental quality that recognizes fear of danger or criticism, but enables a Marine to proceed in the face of danger with calmness and firmness.

Knowledge :  Understanding of a science or an art. The range of one’s information, including professional knowledge and understanding of your Marines.

Loyalty :  The quality of faithfulness to country, Corps, unit, seniors, subordinates and peers.

Enthusiasm :  Motivation is Contagious

Leadership Principles

Know Yourself and Seek Self Improvement

- This principle of leadership should be developed by the use of leadership traits. Evaluate yourself by using the leadership traits and determine your strengths and weaknesses.

Be Technically and Tactically Proficient

- A person who knows their job thoroughly and possesses a wide field of knowledge. Before you can lead, you must be able to do the job.

Know Your People and Look Out For Their Welfare

- A leader must make a conscientious effort to observe his Marines and how they react to different situations.

Keep Your Personnel Informed

- To promote efficiency and morale, a leader should inform the Marines in his unit of all happenings and give reasons why things are to be done.

Set The Example

- A leader who shows professional competence, courage and integrity sets high personal standards for himself before he can rightfully demand it from others.

Ensure That the Task Is Understood, Supervised, and Accomplished

- Leaders must give clear, concise orders that cannot be misunderstood, and then by close supervision, ensure that these orders are properly executed.

Train Your Marines and Sailors as a Team

- As a leader, you must insist on teamwork from your Marines. Train, play and operate as a team. Be sure that each Marine knows his/her position and responsibilities within the team framework.

Make Sound and Timely Decisions

- The leader must be able to rapidly estimate a situation and make a sound decision based on that estimation. 

Develop a Sense of Responsibility Among Your Subordinates

- Give your Marines the opportunity for professional development. Assigning tasks and delegating authority promotes mutual confidence and respect between leaders and subordinates.

Employ Your Command within its Capabilities

- A leader must have a thorough knowledge of the tactical and technical capabilities of the command. Successful completion of a task depends upon how well you know your unit’s capabilities.

Seek Responsibilities and Take Responsibility

- For professional development, you must actively seek out challenging assignments. You must use initiative and sound judgment when trying to accomplish jobs that are required by your grade.

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Delegation of Authority: Definition, Features, Process, Principles, Importance, Barriers, and Ways To Overcome

In our personal life, when we have too much work to do we transfer some of our responsibility to others say, brothers or sisters. While transferring the responsibility we also give the required right to make decisions so that the brother can make necessary decisions on his end to do the task efficiently. This is the meaning of authority delegation. The same happens in organizational settings but here it is formal in nature.

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What is Delegation of Authority?

Delegation of authority is the management technique in which a manager or superior grants work responsibility along with decision-making rights i.e. authority to the subordinate at the chain of command. This is simply the act of allowing subordinates to use the authority of a manager while doing the job.

In simple words, delegation means assigning something to others that we have to achieve the predetermined goals. Similarly, authority delegation means assigning some authority to employees to get the job done efficiently and effectively.

In delegation, a person who delegates the authority is known as a delegator while the person who receives the delegated authority is known as a delegatee.

It includes a formal process of sharing authority from the superior to the qualified subordinates to enable them to make decisions to use resources effectively. It facilitates decision-making at the right time so that jobs can be accomplished at the right time.

Delegation of authority consists of not only assigning duties and responsibilities to subordinates and granting authority to them but also ensuring accountability. Managers can only delegate a part of the authority that they have. This means neither the full authority nor the authority from others’ areas can be delegated.

It enables managers to reduce their workload. They delegate certain parts of their respective authority to the trusted employee. The delegated authority can be restored at any time after the completion of the task or the manager thinks the employee can not accomplish the assigned task as expected. It helps to conduct activities more effectively and efficiently in the increasing business complexities .

What is the Objective Delegation of Authority?

Authority delegation objectives lie in the following points.

• To enable managers to get more jobs done through others.
• To reduce the workload of the manager or superior.
• To increase job satisfaction as employees enjoy authority and enhance their skills.
• To increase efficiency and effectiveness in the job done.
• To make practical the business operations in this increasing business complexities.

Characteristics of Authority Delegation

Delegation of authority is the most significant concept in management practice which is essential in the complex business world. It is the process of assigning responsibilities to employees and transferring necessary authority to get the job done as expected.

The following are the main features/characteristics of authority delegation.

Legality for Autonomous

Through delegation, the superior delegates decision-making power to the subordinates for the accomplishment of job responsibility. This legalizes a subordinate to perform functions independently within the broad limits of authority specified by the superior. Thus, it legitimates subordinates to perform the task autonomously.

Delegation of Only Part of Authority

Here, in the process of delegation, a manager does not delegate the total authority he has. He only delegates a certain part of his authority. In addition, neither he delegate total authority nor does he delegate the authority that he does not possess.

Related: Difference Between Authority and Power

No Delegation of Accountability

In the delegation process, the subordinate is given authority and responsibility, but the ultimate accountability of the superior cannot be transferred to the subordinate. In order to prevent them from evading their job responsibilities, this forces managers to cooperate in the obligation.

Delegation of Only Authority that the Manager Has

No manager can delegate authority that he does not possess. This means, delegating authority is by those who possess the authority. Managers can only delegate authority from the area of their own authority.

Restoration of Delegated Authority

The delegated authority can be restored by the superior depending on the needs and situation. Authority can be increased, decreased, or withdrawn whenever the superior or delegator realizes it.

Representation of Superior

The subordinate to whom the superior wants to delegate authority must accept the delegated authority. Without accepting it can not be valid.

Related: Scalar Chain in Management

This delegation represents the subordinate as superior in the subject matter to which he is delegated. A person with delegated authority can act and behave as a superior. Decisions made by subordinates in this situation are supposed to be the decisions made by the superior.

Balance of Authority and Responsibility

The manager should maintain a proper balance between authority and responsibility while delegating authority to employees. Delegation of only responsibility without authority gives no meaning as subordinates can not accomplish the job independently.

Similarly, a delegation of authority without responsibility makes the subordinate indisciplined. There remains a chance of violation of authority when there is no responsibility. Thus, there must be a proper balance between authority and responsibility while delegating.

Components of Delegation of Authority

Authority, responsibility, and accountability are the three fundamental components of authority delegation. A proper balance between them is crucial to make the delegation effective and possible the desired goal achievement.

In an organization, authority is the formal right an employee or a job position holder possesses. It includes the right to make decisions on organizational operations.

Usually, superior or higher-ranking positions have the authority to make important decisions and instruct subordinates. The higher the position the higher the authority will be. Everyone has some authority in the workplace and all should use it considering the organization’s limitations.

Also Read: Difference Between Authority and Responsibility

Responsibility

Responsibility is the duty or obligation an employee has to complete the assigned tasks. A superior always assigns some tasks to his subordinates to perform, such tasks are the employee’s responsibilities, and by virtue of job position, the superior assigns the task is his authority.

Authority always flows from top to bottom as the superior assigns tasks to subordinates and responsibility flows from bottom to top.

Accountability

Accountability comes with responsibility. It is a condition of being answerable for one’s actions and results. Meaning that anyone who undertakes a task and accepts a position at a corporation is accountable for the results of their efforts.

Unlike authority, accountability can not be delegated. It is inherent to a person who accepts the task.

Principles of Delegation of Authority

Managers need to consider some principles while delegating authority for its effectiveness. The principles are:

• Principle of Authority Level – This principle states that the superior must consider his authority level before delegating it.
• Principle of Absolute Responsibility – Responsibility can not be delegated. Meaning, responsibility is fixed on the manager even after delegating the authority.
• Principle of Functional Definition – Subordinates should be clear about the functions to be carried out.
• Principle of Balance – There must be a balance between authority and responsibility delegated to the subordinate.
• Principle of Exception – The manager or delegator should have exceptions to either increase, decrease, or withdraw authority in specific situations.
• Principle of Result Expected – This means before delegating authority to employees managers should define goals, targets, and results expected from them.

Related : The 14 Principles of Management

How To Delegate Authority?

As discussed, authority delegation is the process of dividing and assigning tasks and decision-making rights to the subordinate. To effectively delegate authority you should consider the five following steps :

Define the Result

The first step in the authority delegation process is defining the purpose and expected result from the delegation. Here, the manager who will delegate authority and the employee or subordinate who will receive it should be clear what is expected after that.

Assignment of Duties

In the second stage, the manager should assign duties to subordinates. While assigning duties manager should divide the task and assign it specifically to specific employees considering their interests, skills, and capacity to perform.

Assign Authority

After assigning responsibilities it is essential to assign authority to them as authority provides decision-making rights. Without authority, there will be no meaning of delegation. However, there must be proper coordination between the assigned responsibility and authority.

Delegation is only possible when the subordinate accepts the task. You should delegate authority in a way that matches the interests of employees so that they accept it. Once employees accept the task, the process of delegation of authority reaches its last step.

Create Accountability

Finally, this is the time to make subordinates accountable for the work done under assigned. Though the ultimate accountability remains to the manager who delegates the authority, the employee who has delegated authority should have to answer on the achievement or failure of doing it.

Read Also: What is Decision Making?

Importance of Delegation of Authority

The following points justify the importance of authority delegation in the workplace.

• It reduces the workload.
• Provides benefits of specialization.
• Employee empowerment and development.
• Increased accountability.
• Continuity in operation.
• Career growth opportunities for employees.
• Facilitates growth.
• The basis for organizational structure.
• Increased productivity and performance.

Obstacles/Barries in Delegation of Authority

Although authority delegation provides many advantages, it is not an easy task and is easily acceptable by all the members of the organization. Because of superiors or managers and employees, there can be obstacles while delegating authority .

Barriers Related to Managers:

• Lack of directing ability.
• Lack of trust.
• Fear of subordinates.
• Showing personal importance.
• Incompetent subordinates.
• Lack of assessment skills, etc.

Barriers Related to Employees:

• Lack of self-confidence.
• Lack of incentive.
• Lack of information and resources.
• Fear of criticism.
• A habit of depending upon the manager.
• Mutual distrust, etc.

How To Overcome Barriers To Delegation of Authority?

Authority delegation is the basis for managerial thinking i.e. without which no managerial functions can be accomplished. There can be various barriers to the delegation process, and following guidelines will be worth considering to overcome such barriers.

Related: Techniques To Overcome Resistance To Change

• Explain the relevance of delegated tasks to larger projects departments or organizational goals.
• Established mutually agreed-upon results and performance standards for delegated tasks.
• Encourage employees to take an active role in defining, implementing, and communicating processes on tasks.
• As far as possible, provide employees the freedom to pursue the tasks in their own ways. If so, employees choose the task based on their interests which encourages them to accomplish it.
• Ensure a high level of trust in employees with the completion of whole projects.
• Ensure employees that they have essential authority to accomplish the delegated tasks.
• Increase the information accessible to the employees for accomplishing their tasks. So, they have access to the necessary people and departments based on their tasks.
• Make employees strong and efficient through training and guidance so that the delegated tasks can be attained at the best level of satisfaction.
• Make delegation flexible with the delegation process to the interested employees so that other employees also get motivation for increased tasks, and try their best hard to accomplish the delegated tasks.

Hence, in conclusion, we can say that delegation of authority is an effective management tool to accomplish organizational objectives and increase overall organizational efficiency through the delegation of duties and power to qualified subordinates by superiors.

Read Next: Roles of a Manager

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What is Delegation? Definition, Process, Types, Key Elements, and More

Delegation is a crucial aspect of leadership that involves assigning tasks, responsibilities, and authority to individuals or teams within an organisation. It allows leaders to focus on higher-level strategic goals while empowering their subordinates to take ownership of specific tasks.

Delegation is a complex process that requires careful consideration of factors such as task complexity, individual strengths and weaknesses, and organisational goals. 

In this blog post, we will explore the definition of delegation, its different types, processes, and additional insights that can help leaders effectively delegate tasks and responsibilities within their teams.

Table of Contents

Delegation: What does it Mean?

Delegation is the process by which a manager or a leader entrusts a member of their staff with the responsibility and authority to complete a task. It involves assigning tasks to subordinates and empowering them to take ownership of their work.

Effective delegation requires that leaders show they care about their team members by giving them the opportunity to develop their skills and take on new challenges. It’s not about avoiding responsibilities or passing off work to others. Instead, delegation is an important leadership competency that can help build a more productive and cohesive team.

For successful leaders, delegation is not just a tactical approach to managing workloads. It’s also a strategic tool for developing team members who are prepared to take on more responsibilities and grow in their roles. By delegating tasks and responsibilities, leaders can help build a more resilient and dynamic team that can adapt to changing circumstances and challenges.

Types of Delegation

There are various types of delegation based on the nature of the task and the process of giving authority. Here, let’s take a look at a few:

General or Specific Delegation

General delegation involves assigning a broad area of responsibility, such as a department or a project, to an individual or a group. Specific delegation, on the other hand, involves assigning a specific task or responsibility to an individual or a group.

Formal or Informal Delegation

Formal delegation involves a structured process of assigning tasks and responsibilities within an organisation. This could involve a formal document outlining the responsibilities, authority, and expectations of the person being delegated to. Informal delegation, on the other hand, is less structured and may happen through verbal communication or informal arrangements.

Top to Bottom or Bottom to Top Delegation

Top to bottom delegation involves the delegation of tasks and responsibilities from senior management to lower levels of the organisation. Bottom to top delegation, on the other hand, involves the delegation of tasks and responsibilities from lower levels of the organisation to senior management.

Lateral Delegation

Lateral delegation involves the delegation of tasks and responsibilities between peers or colleagues in the same level of the organisation. This type of delegation requires a group or team to work in parallel, each with their own tasks and responsibilities.

Overall, the type of delegation used in an organisation will depend on the nature of the task, the level of authority needed, and their respective organisational structure. Effective delegation can improve productivity and efficiency within an organisation, as it allows for tasks to be completed by those with the appropriate skills and expertise.

The Process of Delegation 

The process of delegation of authority involves assigning responsibilities to team members along with the necessary authority to accomplish tasks on the leader’s behalf. The process typically involves four stages: 

Step (1) Assignment of duties to subordinates or team members based on their job roles and expectations

This step involves identifying the specific tasks or responsibilities that need to be accomplished and determining which team members are best suited to handle them based on their skills, expertise, and job roles.

In this step, the leader needs to have a clear understanding of each team member’s job description, skills, and capabilities. This will help them to make an informed decision on which tasks to delegate to whom. The leader should also consider the subordinate’s workload, availability, and other commitments before assigning any additional duties.

It is essential to communicate clearly the expectations, standards, and timelines for the assigned tasks to avoid any misunderstandings. Providing clear guidelines and resources can help the members perform their duties efficiently and effectively.

Step (2) Transfer of authority to perform the assigned duty

This step involves giving the members or employees the power to make decisions, take actions, and access resources needed to complete the task effectively. The leader needs to be clear about the extent of the authority delegated, outlining the boundaries and limitations of the employee’s decision-making power. 

Effective delegation requires a balance between granting enough authority to enable the employee to complete the task and ensuring that they do not overstep their bounds. By transferring the authority to perform the assigned duty, the leader can ensure that the member has the necessary tools to complete the task and develop their skills, while freeing up their own time to focus on higher-level tasks.

Step (3) Acceptance of the assignment by the team member 

After the leader has assigned a task to the member, it is important for the member to accept the assignment and understand the scope and expectations of the task. 

Acceptance of the task by the member is a sign of commitment and accountability towards the task. It is important for the member to clarify any doubts or concerns regarding the task before accepting it. This helps in ensuring that the task is completed as per the expectations of the manager.

It also helps in establishing a clear line of communication between the leader and the team member, which is essential for the success of any delegation process. The leader can also provide any necessary resources or support to the member to complete the task effectively.

Step (4) Establishing accountability for the completion of the duty by the team member 

Finally, accountability is a vital aspect of delegation. Team members must be accountable for the tasks they are assigned, providing regular updates on their progress to their managers. 

On the other hand, leaders also have to be accountable for providing clear instructions to their subordinates. Without clear direction, team members cannot be expected to complete their tasks successfully. Therefore, effective delegation requires both leaders and team members to take responsibility and be accountable for their actions.

The leader must ensure that the authority delegated is proportionate to the responsibility assigned and that the team member understands their performance expectations.

Tips to Delegate Effectively

Delegating tasks is a crucial skill for any authority, as it enables them to share their workload with their team members and improve overall productivity. So, it’s essential to select the right person for the task and effectively track their progress to ensure successful completion.

Here are some tips on how to delegate tasks effectively in the workplace:

1. Select the most suitable candidate for the job

Experienced leaders possess the ability to select the most suitable individual for a particular role. They do so by considering the level of responsibility involved in the job and the employee’s level of expertise. In addition, they have a comprehensive understanding of their team members, including their preferences. By assigning tasks that align with their team members interests, they ensure that their team members exceed expectations.

2. Focus on the outcome 

Instead of getting caught up in the details of how a task should be done, stay focused on the desired outcome when delegating. Instruct people on what needs to be accomplished and allow them the opportunity to impress you with their results. Remember that effective delegation involves trusting others to use their own judgement and expertise to achieve the desired goals.

3. Embrace fresh perspectives 

As the project leader, you will inevitably have the ultimate authority on the project’s trajectory. Nonetheless, it is wise to include the team in decision-making to some extent. Even if their proposals diverge from your original plan, value their insights and maintain a willingness to adopt superior suggestions.

4. Empower your team to take ownership of decision-making

Encouraging your team to take ownership of their tasks and decisions can lead to a more productive and motivated workforce. By granting your team the necessary authority and resources, you enable them to take charge and fulfil their responsibilities without feeling restrained or micro-managed.

Creating an environment that fosters empowerment and independence can serve as a powerful incentive for team members, inspiring them to exceed expectations and achieve exceptional results. When team members feel that they have a voice and are trusted to make decisions, they are more likely to be invested in their work and go the extra mile to ensure success.

5. Stay up-to-date on your team’s progress through regular check-ins

Establishing a regular check-in system with your team can be beneficial in monitoring their progress. Allocate a specific time each week to discuss any difficulties they are encountering in accomplishing their tasks and offer suggestions on how to overcome these obstacles. By doing so, you can encourage open communication and ensure that your team is on track towards achieving their objectives.

6. Boost your team’s morale

You can enhance the productivity of your team by motivating them to perform their best. One effective approach is to provide incentives that encourage them to strive for excellence. For instance, you can schedule a monthly performance review and acknowledge the top performers. 

By recognizing outstanding achievements, you can create a positive work environment that fosters healthy competition and consistency within the team. This can serve as a powerful motivator for your employees.

7. Shape the leaders of tomorrow

One effective way to develop future leaders is by assigning tasks and responsibilities to your team members, allowing them to gain experience in managing projects. 

As a leader, it’s important to act as a mentor and teacher, providing guidance and support as needed. If mistakes occur, it’s important to offer constructive feedback rather than criticism, as this can help individuals learn from their errors and improve in the future.

8. Make it a habit to say “Thank you”

Expressing gratitude is crucial in building a cohesive and motivated team. It’s important to acknowledge and highlight the accomplishments of individual members when they successfully carry out tasks you’ve assigned. By doing so, you instil a sense of appreciation and encouragement that inspires your team to maintain their exceptional performance.

Conclusion: The Indispensable Nature of Delegation

To effectively manage a business or organisation, it is crucial to have a comprehensive understanding of all related aspects. Ensuring seamless task execution is one such aspect that demands careful consideration of several factors. This includes task distribution, which should be streamlined to allocate responsibilities to individuals in a way that maximises their efficiency, thus driving the organisation towards new heights.

Initiating the process of delegation is the crucial first step in effectively managing a business or organisation, as there is often a substantial amount of ground to cover. Implementing this practice can provide assurance that tasks will be completed efficiently, resulting in greater ease in meeting deadlines. It is a fundamental responsibility for leaders to put this practice into action in order to achieve optimal outcomes.

While it’s important for individuals to take ownership of their assigned tasks, it’s equally important for managers and leaders to delegate new responsibilities and empower their subordinates. Managing an organisation is a collaborative effort, and no one person can handle everything alone. 

Therefore, it’s essential for leaders and managers to involve their team members in different tasks and share authority with them. This approach not only promotes teamwork but also helps in developing the skills of subordinates and fosters a sense of ownership and accountability among them.

Frequently Asked Questions

Why is delegation of authority important in the workplace.

Delegation of authority is important in the workplace because it helps to build trust and confidence between managers and subordinates. It also helps to improve employee morale and job satisfaction, as employees feel empowered to take on new responsibilities and contribute to the organisation’s success.

What are the benefits of delegation of authority?

The benefits of delegation of authority include improved efficiency, increased productivity, better employee engagement and motivation, enhanced decision-making, improved communication, and better teamwork.

What are the potential risks of delegation of authority?

The potential risks of delegation of authority include the possibility of mistakes being made, lack of control over the delegated task, lack of clarity in communication, and lack of accountability.

What are the common barriers to delegation of authority?

The common barriers to delegation of authority include lack of trust, fear of losing control, lack of confidence in subordinates’ abilities, lack of time, and lack of communication skills.

When should managers avoid delegating tasks?

Managers should avoid delegating tasks when the task requires specialised knowledge or expertise, when the consequences of failure are high, when there is a risk of legal liability, or when the task is central to the manager’s role and responsibilities.

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