Delegation is always being applied in every day activities, for instance in business and school. It is associated with making attempt to create such a meaningful cooperation and participation by the subordinates in order to achieve the intended results that are well defined. It is through delegation that the responsibilities of any superior are limited giving a chance for increased concentration on the matters which are more important and urgent. Also, it is the factor that makes subordinates to become more responsible of the duties and functions assigned to. Managers and leaders apply the use of delegation as a tool for to share the work with their subordinates hence increasing their efficiency. In this process of delegation, the one delegating the duties is always abided to his or her entrusted authorities and responsibilities. He or she is accountable for the subordinate performance and the entire performance of the sector.
In most cases, delegation is preferable if only the work assigned exceeds the individual mental and physical ability. There are certain basic elements which go hand in hand with delegation. These include assigning duties to the subordinates, granting authorities to ensure that the subordinates are performing their duties, and creating an obligation on the subordinate to enhance performance of duties orders.
There are various steps in which the process of delegation must pass. The first step involves assigning of duties to the subordinates. Before an individual decides to delegate, he should decide the duties to delegate in a precise manner. This duty should hence be delegated accordingly with the subordinate being explained well on what is required from him. This process is achieved by putting down all the functions that the subordinate should perform. To better the performance, all the targets which the subordinate is supposed to achieve are noted or rather spelt out. The tasks assigned to the subordinates may either be in terms of results or activities performed. The expectations of the delegator must be communicated in a clear and understandable manner. The needs selected to be accomplished should be identified and the general guidelines must be passed to the competent employees responsible. This process involves total assigning of duties to the employees.
The second step of delegation involves the transfer of authority in order to perform the duty. Here, the delegator is required to grant the subordinate with authority. This authority should strictly be oriented and granted only for performing the specific assigned duty. In cases where by a specific duty is not delegated with the necessary authority, there is a set back of duty performance. In other words, the authority transfer should utmost consider the assigned duties of the subordinate.
In step three of delegation, there is acceptance of the assigned duty. The subordinate has an option of either rejecting or accepting the duty assigned to together with the authority given. In a case whereby he or she refuses, the delegator plans a new delegation or else the delegator chooses to consider a different subordinate willing and also capable of taking the given assignment. If the assignment goes through being accepted by the subordinate, now we consider the fourth stage of delegation.
This involves creating of responsibility, accountability and obligation. Here, the obligation is created and the subordinate uses the granted authority to perform his assigned tasks. He is responsible and also accountable for doing the duty he has been assigned. If the subordinate fails to come up with satisfying performance of the duty assigned to, he is held answerable. The delegator is also required to assist his subordinate through out and mostly if he operates in his superior.
The act of delegation is not only applied for organizational purposes, but rather it is very important. It relieves managers with the heavy task caused by more challenging jobs. The managers achieve this by spreading their work load to the subordinates. They only concentrate on the most important functions of the organization such as planning, organizing and controlling. Delegation motivates the subordinates in that with the responsibility and authority they get encouraged hence giving their best. They always perform their duties with initiative, interest, cautiousness and also carefulness. It serves to develop the manpower of various employees. It also serves to facilitate efficiency together with quick actions. This saves time giving a chance to the subordinates to handle the problems in a prompt manner. This improves the efficiency of the organization and as a result better production, profit and turnover is achieved.
Delegation improves the morale of subordinates for the reason that they are given authority and duties. The employees are made to recognize that they are worthy and responsible people and their attitude towards work becomes greatly constructive. Through delegation, the spirit of team work develops. There are effective communications managers and the subordinates. There are better relations in that the stands answerable to the mangers, while the managers are held responsible for subordinate performance. The other importance of delegation is that cordial relationships are maintained. There is trust of the subordinates by the superior and in turn the subordinates go for their accountability. Lastly, delegation facilitates the development of management. The subordinates are availed with the opportunity of learning, growing together with developing new skills and qualities. These advantages are realized only if the delegation is effective.
Despite these advantages, there are also certain barriers affecting the effective delegation. In the delegator, these are realized as the managers develop unwillingness to delegate authority, fearing the competition, lacking confidence, lacking the ability to direct, lacking the controls that may warn troubles about to happen, and their desire to dominate the subordinates. For the subordinates, the barriers are associated with increased dependence on the manager for decision making, fear of criticism, lacking the required information, lack of positive incentives, lack of self confidence, facing difficulties in making decisions, poor relationships with the superiors, unnecessary by the managers and the fear of being exposed.
An effective delegation is accompanied by various principles. The first principle governing effective delegation is the Knowledge of objectives. This principle explains that the subordinates should understand their responsibilities together with their duties before the delegation. On top of this, they should know the policies and objectives of the enterprise. The second principle is the uniformity of responsibility and authority. It states that the responsibility and the authority should clearly be analyzed to the subordinate such that he knows what is required of him with the given powers. Both the authority and the responsibility should be properly balanced. This enhances the well taking of assigned duties of the subordinates.
The third principle involves the unity of command. It suggests that there should be a single boss for every worker. This means that, a superior is accounted for a single superior from whom he should receive the instructions and orders. If this principle is applied, there is no conflict and confusion, and also duplication and overlapping of work is completely avoided, and hence accountability is well fixed. Scalar principle follows after this. It ensures that there is a direct and clear organizational authority line, which runs from the head ending to the bottom. The principle establishes the organization hierarchical structure.
After this one, it follows the fifth principle of delegation clarity. It states that the subordinates should be made to know the limitation of their authority, area of operation together with the available freedom of action. The next principle is responsibility absoluteness. The principle puts it clear that only the authority can be delegated rather than the responsibility which should strictly remain held by the superior. The seventh principle is the use of exception. The principle indicates that the subordinate must be equipped with the necessary freedom to exercise his authority even when he makes mistakes. No unnecessary interference which should be entertained. Completeness of delegation is also a principle associated with delegation. It states that the process of delegation is required to be complete. After this, it follows the support system of effective communication principle. This principle highlights that information flow between the subordinate and the superior should be continuous to better the subordinate’s decision making. This ensures that the subordinate takes proper decisions and interprets his authorities well. The last principle is Effective delegation reward. It suggests that all successful authority assumption together with effective delegation is supposed to be awarded accordingly.
In my working organization, we completely apply the effective use of delegation. The manager assigns various duties to subordinates to whom they are held responsible for. These subordinates are held responsible for any losses or rather mistakes occurring in their positions. The management adheres to the correct procedures in the delegation. They start with defining the task, then selecting the person or team, assessing the ability together with the training requirements, explaining the reasons, stating the necessary and expected outcomes, considering the required resources, agreeing on the deadlines, offering support and enhancing good communication, and finally offering feedback on the results. This enables our enterprise to work so well thus producing positive results through out.
In conclusion, delegation is one of the most effective aspects that should be applied in any organization to better its operations. All enterprises should introduce the system of delegation adhering to all rules and principles of the organization as discussed above.
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