DEL 01
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Knowledge is Power
(Ipsa Scientia Potestas Est)
(Ipsa Scientia Potestas Est)
Sieze the Day
(Carpe Diem)
(Carpe Diem)
Last updated: 28 May 2009
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DELEGATION
Conditions for success
Four elements must be present for effective delegation to occur:
-Trust between the person delegating and the person receiving the task;
-Capability to undertake the task (of the person);
-Capacity to achieve the task (available time, equipment, tools, organisational maturity);
-Willingness to complete the task to the standards set.
For a task to be delegated with an expectation that it will be completed to the standard and within the time frame required, there must be a belief that the right conditions exist for the task to be achieved. There must also be a trust that the person will diligently endeavour to achieve what has been set. If all of the above four elements are not present, the person delegating the task has not prepared properly prior to delegation.
LEVEL OF DETAIL
The level of detail required depends upon the complexity of the task and the level of ability and experience of the person undertaking the task. For example a consultant specialising in a chosen field should only require details of background information, aim, timeframes and deliverables i.e. a report containing executive summary on the procurement activities of the Research Department for the last three months, completed by 12.00 noon Friday.
Now consider the instructions required to be given to an Administration Assistant, new to an organisation. Regardless of the fact the person may have undertaken similar work previously (letter writing, filing, minute taking), there is generally a recognised need that the new person will require support during their first months within the organisation. During this time the person can be introduced to the systems and processes particular to the organisation. Many organisations fast track this informal training through staff induction activities or in house training courses.
EFFECTIVE DELEGATION
Delegation of the task needs to be clear, concise and provide sufficient detail. Information which is not relevant or unnecessary will only confuse the situation. Remember, if the person needs further clarification, they can always ask you for it.
Lastly, remember that delegation does not alleviate responsibility for successful task completion. This means ongoing monitoring of the tasks progress is required by the person delegating to task. Therefore if ongoing status reporting is required, ensure this is passed on during the delegation process.
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Conditions for success
Four elements must be present for effective delegation to occur:
-Trust between the person delegating and the person receiving the task;
-Capability to undertake the task (of the person);
-Capacity to achieve the task (available time, equipment, tools, organisational maturity);
-Willingness to complete the task to the standards set.
For a task to be delegated with an expectation that it will be completed to the standard and within the time frame required, there must be a belief that the right conditions exist for the task to be achieved. There must also be a trust that the person will diligently endeavour to achieve what has been set. If all of the above four elements are not present, the person delegating the task has not prepared properly prior to delegation.
LEVEL OF DETAIL
The level of detail required depends upon the complexity of the task and the level of ability and experience of the person undertaking the task. For example a consultant specialising in a chosen field should only require details of background information, aim, timeframes and deliverables i.e. a report containing executive summary on the procurement activities of the Research Department for the last three months, completed by 12.00 noon Friday.
Now consider the instructions required to be given to an Administration Assistant, new to an organisation. Regardless of the fact the person may have undertaken similar work previously (letter writing, filing, minute taking), there is generally a recognised need that the new person will require support during their first months within the organisation. During this time the person can be introduced to the systems and processes particular to the organisation. Many organisations fast track this informal training through staff induction activities or in house training courses.
EFFECTIVE DELEGATION
Delegation of the task needs to be clear, concise and provide sufficient detail. Information which is not relevant or unnecessary will only confuse the situation. Remember, if the person needs further clarification, they can always ask you for it.
Lastly, remember that delegation does not alleviate responsibility for successful task completion. This means ongoing monitoring of the tasks progress is required by the person delegating to task. Therefore if ongoing status reporting is required, ensure this is passed on during the delegation process.
Would you please let me know if you enjoyed this short article by clicking here
Effective Delgation