The 10 Rules of Successful Delegation
Delegation means entrusting a person with the achievement of a goal and the responsibilities it entails. It's not about distributing tasks, which is simply giving someone a job to do. Motivation and autonomy are the driving forces behind delegation.
Whether or not to delegate is often considered a manager's choice. However, in reality, they have no choice. At some point, a person's responsibilities become so vast that they can no longer manage them physically and mentally. At this point, they must delegate some of their authority to others to fulfill their job responsibilities correctly.
Being an effective manager requires delegating authority. However, sufficient authority must exist to ensure that responsibility is actually taken. Neglecting to do this is one of the most frequently violated principles in organizations.
Employees must be clearly told who they are accountable to and who they should take orders from. Chaos always results when more than one manager gives instructions or orders to the same individual, as these orders are often contradictory (there should be only one person giving orders).
Principles of Delegation
1. Select a subordinate to whom you will delegate a task. Choose someone fully capable of accomplishing the task, then give that person the authority to do it.
2. Clearly communicate the nature of the task. The manager and the subordinate must agree on:
- The scope of the task.
- The specific results to be achieved.
- The relative importance of the task.
- A timeframe that provides not only a deadline but also specifies intermediate checkpoints before that deadline.
- The authority needed to complete the task.
- A predetermined way of measuring results.
3. Delegate both good and bad. If you only give undesirable tasks to some, you will decrease their motivation, involvement, and development. Delegate both interesting, rewarding tasks that allow for growth, and unpleasant tasks.
4. Delegate gradually. Don't transfer too many responsibilities at once.
5. Delegate in advance. Don't wait for a crisis to delegate.
6. Inform all concerned individuals and departments to eliminate confusion and help maintain consistency in service operations. When assigning a task to someone, make sure everyone knows that this individual has the responsibility and authority to carry out this task.
7. Let the subordinate lead. Delegate for specific results and let the individual decide how they will do the work.
8. Ensure you monitor the situation and provide the person with constructive feedback on the results achieved.
9. Remain consistent. Consistently maintain your expectations according to the agreed-upon results. If changes occur, discuss them openly with the individual involved.
10. Meet with your subordinate privately. If results are below what was desired, review them with the person and concretely show how they could have been improved. Don't just tell them, show them, and give concrete stories and examples so they can feel and understand what you're describing. When you delegate authority, it's vital that you retain control.
You can do this by asking the subordinate to report on their actions and checking their progress and results regularly.
Posted on February 15, 2011
