art of delegation, a practical guide
DESCRIPTION
Delegation is both a critical Leadership skill and a business productivity essential yet few Leaders own a process. Here is a simple and straightforward guide with a plan, strategies and do's and don'ts for both new managers and seasoned leaders to followTRANSCRIPT
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The Art of Delegation A Practical Guide Outline
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What are the reasons for Delegating?
� Manage Leader’s time/productivity/opportunity
� Increase accomplishment
� Get to important things on the “back burner”
� Develop a critical leadership skill
� Develop staff skills and create career opportunities
� Improve team functioning
� Positive and informed responsibility improves company results as well as morale
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What to Delegate? Definition: entrust (a task or responsibility) to another person, typically one who is less senior than oneself.
� Tasks that you used to do before being promoted
� Tasks where experience suggests success capability
� Functions that fit a staff development agenda
� Tasks that logically fit an evolving job description (the Leader’s and/or employee’s)
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What shouldn’t you Delegate?
Delegation implies tasks or functions, it does not suggest an abdication of responsibility. The leader retains responsibility for the actions/decisions of staff.
� Managerial functions to a non manager
� Financial responsibility inconsistent with a job title/level and/or experience
� Responsibilities where the consequences directly affect other staff without prior communication
� Your problems
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Delegation Strategies Similar to LEADERSHIP, there are basic strategies in how delegation is assigned, communicated, evaluated.
ASSIGNMENT � The Leader tells who, what to do, by when, etc.
PARTNERSHIP � The Leader sets two or more participants to share a task/function and gets
commitments
VOLUNTEERING � The leader describes needs/situations, scales/scopes project or tasks, involves
team, then encourages individuals to volunteer or accept tasks/responsibility
PURE DELEGATION � The Leader develops a task/outcome and leaves it to a team or individual to
plan and accomplish
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Delegation Challenges Some Leaders struggle with effectively delegating, often due to:
� Not knowing how to effectively delegate
� Inability/Inexperience tracking delegated tasks/roles
� BELIEFS: � It will take longer to explain than to do it myself � Can’t ask others to bear my responsibility, “it’s my job” � Others are already too busy to ask them to do more � Staff will demand to get paid more if asked to do more
� FEARS: � Fear of failure or � Fear of push back from staff
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Delegation Do’s Before delegating be sure as a Leader you:
� Appreciate the value of time, yours and staff
� Understand your needs and the needs of whomever you are delegating to
� Determine the needed skills/experience to succeed
� Match tasks to appropriate employee
� Are comfortable if decisions are delegated
� Have context of delegation within staff development
� Anticipate mistakes, teach/learn, no 2nd guessing
� Prepare for questions by first asking, “What do you think?” to both test knowledge and insight and to create a sense of responsibility
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Delegation Process When delegating a Leader needs to communicate clearly:
� If you are doing a “one off,” “trial” or a “hand off”
� The expected outcome(s) and appropriate metrics
� The timeframe for completion (hard or soft deadlines) and required checkpoints
� The big picture context of the result
� Particular employee has been asked/chosen
� Relevant background, how to access data/info
� You are giving ownership so responsibility accompanies
� The transfer of authority that accompanies the task
� How and when you will provide feedback
� Effort and Accomplishment public and private recognition
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Delegation Dangers When delegating a Leader should try not to:
� Pass off problems or dump only the mundane (share it)
� Be random with assignments (seniority is not necessarily the best pairing, weigh skills as well as experience to needs)
� Parcel tasks into fragments, favor complete tasks
� Hover, Helicopter Bosses only work in Aviation
� Abdicate responsibility (you own what you delegate)
� Keep every decision to yourself
� Feel threatened or diminished by other’s excellence
� Delegate what is clearly a manager’s role/responsibility MyEureka Solutions
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Summary / Conclusions Delegation Strategy is mission critical to business because:
� Delegation skill is an absolute indicator for LEADERSHIP success
� Delegation is critical to cohesive, cooperative and communicative teams
� A process for delegating offers a far greater success opportunity than randomly assigning tasks as needed
� Delegation should be part of all Professional Development for both the giver and the receiver
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Contacts MyEureka Solutions provides strategy, process and training for business success and personal development.
For more information contact:
Tom Fox, president
917 539-6617
Other topics of expertise, training and consulting include:
Leadership, Process Engineering, Manager Development, Communication, Effective Meetings, Culture Paradigms
MyEureka Solutions
Eureka Ideas for Growing Business and Personal Success