Supervisor Workplace Skills Series: Delegation

Objectives Upon the completion of training, you will be able to: Understand what delegation means Know the value of delegation Identify the steps for delegation Delegate without micromanaging

What is Delegation? Delegation is the assignment of responsibility to another person for the purpose of carrying out specific job-related activities. Delegation is a shift of decision-making authority from one organizational level to another. Source: http://www.dirjournal.com/guides/how-to-delegate-effectively/

Benefits of Delegation Manager / Supervisor Benefits Reduced stress Improved time management Increased trust Employee Benefits Professional knowledge and skill development Elevated self-esteem and confidence Sense of achievement Organizational Benefits Increased teamwork Increased productivity and efficiency Source: http://www.dirjournal.com/guides/how-to-delegate-effectively/

Knowing When to Delegate Delegating can be especially helpful in the following situations: When the task offers valuable training to an employee. When an employee has more knowledge or experience related to the task than you. When the task is recurring and all employees should be prepared or trained. When the task is of low priority and you have high priority tasks that require your immediate attention.

To Whom Should You Delegate? When deciding who to select for the task, you must consider: The current work load of the employee The employee’s strengths and weaknesses The training and experience levels of the employee

Steps for Delegation Define the task Select the individual Identify if the task is appropriate for delegation. Select the individual Evaluate each employee’s strengths and weaknesses to match the task to the individual. Assess ability and training needs Ensure that the selected employee has all the necessary resources and knowledge to complete the task. Source: SHRM 2008 “Delegation Training for Supervisors”

Steps for Delegation (cont’d.) 4. Explain why Explain the importance of the task and why the individual has been selected. 5. State required results Outline what is expected of everyone involved. Give clear guidelines that are specific and easy to understand. 6. Identify required resources Identify what supplies or resources will be necessary to complete the task before beginning any work. Source: SHRM 2008 “Delegation Training for Supervisors”

Steps for Delegation (cont’d.) 7. Agree on a schedule Set a clear timeline that is agreed on by everyone involved. 8. Support and communicate Communicate throughout the entire process. Be clear and specific while allowing the employees to work independently. 9. Provide feedback on results Make sure feedback is provided in a timely manner to all employees involved in the project. Provide positive feedback as well as constructive feedback for areas that need improvement. Source: SHRM 2008 “Delegation Training for Supervisors”

Delegation Obstacles Lack of support Failure to plan Managers and employees must be fully supportive of the delegation efforts in order to be successful. Failure to plan Taking the time to follow the steps for delegation can avoid any pitfalls that might otherwise be overlooked. Lack of communication Communicating the plan in a clear and precise manner prevents errors caused by miscommunication.

Delegation Obstacles (cont’d.) Fear of relinquishing control Management may be resistant to delegating at first, but delegation can build trust and morale among managers and employees. Micromanagement Micromanagement prevents employees from completing their assigned tasks and defeats the purpose of delegation.

Signs of Micromanagement Micromanaging occurs when a manager assigns a task to an employee, but prevents the employee from successfully completing the task on his/her own. Micromanagers usually: Resist delegating Prevent employees from making decisions Revoke tasks after they have been assigned Avoid letting employees work independently

How to Avoid Micromanagement Clearly define the roles and responsibilities of managers and employees. Create a written plan and timeline. Include scheduled meetings and evaluations rather than frequent ‘check ins’ that can be viewed as micromanaging. Allow employees and managers to openly communicate any concerns or questions they may have.

Conclusion Delegation provides benefits to the supervisor, employees, and organization. When executed properly, delegation can result in: Better-trained employees Increased productivity More effective time management.