Mastering the Delegation Process
Marie G.
McIntyre, Ph.D.
(All material on
yourofficecoach.com is copyrighted to Marie G. McIntyre. All rights
reserved.)
Delegation means achieving
results by giving someone else the authority to do work for which you are
ultimately responsible. Despite the fact that delegation has many benefits,
the process also has some potential pitfalls, so you need to use a delegation
process that will minimize the risks and maximize the rewards. Consider these
questions in deciding whether to delegate a task or project.
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·
Do I really have to do this myself?
·
Who else has the ability to do this?
·
Who might benefit from learning to do this?
·
What is the worst thing that may happen if I delegate
this?
·
How can I prevent that from happening?
·
Who has the biggest stake in the outcome?
·
Who really “owns” this problem?
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Seven Steps to Effective
Delegation
Delegation can be risky and
nerve-wracking if done badly, because you may find that you don’t get the
expected results. However, by following the steps outlined below, you can
usually insure that you will achieve desired results and both you and the
employee will be satisfied with the process.
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1. Define your
desired results.
2. Select an
appropriate employee.
3. Determine
the “level” of delegation.
4. Clarify
expectations and set parameters.
5. Give
authority to match level of responsibility.
6. Provide
background information.
7. Arrange for
feedback during the process. |
The “level” of delegation
referred to in Step 3 relates to the amount of decision-making authority the
person will have. Here are five options to consider for level of delegation:
§
Take action
independently. No need to report back.
§
Take action,
but report back to me when you do.
§
Recommend the
action you think should be taken. Wait for my approval.
§
Give me
several possible alternative actions and recommend one.
§
Gather
information about the pros and cons of different options.
Characteristics
of Effective Delegators
Effective delegation requires
not only a structured process, as described above, but also the proper attitude
on the part of the manager. Some characteristics of an effective delegator are
described below.
§
Develops trusting
relationships with employees.
§
Is able to let go
of detail work.
§
Can let others
make decisions.
§
Focuses on
desired results, not methods.
§
Is open to new
ideas and approaches.
§
Helps people
learn from their mistakes.
§
Feels rewarded by
the success of others.
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