The document provides comprehensive guidelines and best practices for effective delegation, aimed at enhancing leadership skills and improving team performance.
Levels of Delegation:
- Perform the task as instructed: Minimal independence, following exact instructions.
- Outline options and ask for a decision: Slightly higher independence, involves some decision-making.
- Outline options and recommend an option: Higher independence, suggests preferred methods.
- Perform the task and report back: Greater independence, focus on results with updates.
- Perform the task: Full independence, with accountability for outcomes.
Giving Instructions:
- Clear, specific instructions have an immediate effect and must be followed exactly.
- Allowing for feedback and initiative can promote individual development but may take longer to implement.
- Broad suggestions inspire self-motivation and initiative but may result in slower or no response.
Monitoring Delegation:
- Assignment Log: Track milestones and assignments.
- Personal Follow-Up: Regular, informal check-ins show the importance of the task.
- Sampling Techniques: Monitor quality through samples or participation.
- Progress Reports: Employees provide updates on steps and challenges.
- Management by Exception: Focus on deviations from standards, not all tasks, unless the employee is inexperienced or errors are critical.
Delegation Meetings:
- Explain the Job's Importance: Ensure the delegate understands the significance.
- Describe Needed Results: Focus on what is needed, not how to do it.
- Provide Necessary Authority: Empower the delegate to complete the task.
- Set Deadlines and Agreement: Clearly indicate deadlines and get agreement.
- Ask for Feedback: Ensure understanding through feedback.
- Establish Monitoring Process: Define how progress will be tracked.
- Set Rewards and Recognition: Recognize and reward achievements.
Do’s and Don’ts of Delegation:
- Do:
- Specify expected results.
- Explain the reasons for delegation.
- Give necessary authority.
- Inform others of the delegation.
- Have confidence in employees.
- Don’t:
- Delegate trivial tasks.
- Expect perfection.
- Delegate without a plan.
- Be autocratic.
- Micro-manage.
- Take credit for others' work.
Deciding When and What to Delegate:
- When to Delegate:
- After understanding the job well.
- When tasks can be handled by team members.
- For tasks that contribute to team members' growth.
- What to Delegate:
- Tasks manageable by others.
- Tasks that don’t require unique skills or confidential information.
- Tasks aiding team development.
- What Not to Delegate:
- Performance evaluations and disciplinary actions.
- Planning and forecasting.
- Confidential tasks and those specifically assigned to you.
- Complex situations beyond your understanding.
Delegation Process: Effective delegation involves identifying appropriate tasks, empowering team members, and providing the necessary support and monitoring to ensure successful completion.