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Delegation and Empowerment


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Delegation, Delegation Process, Importance

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Delegation and Empowerment

  2. 2. 2 ACKNOWLEDGEMENT In performing this assignment I had to take the help and guideline of some respected people. First of all I’m grateful to Mr. MUNGUR Reetoo, who gave us this assignment so as for us to better understand the concept of Delegation. I would like to thank the University of Technology, Mauritius for the updated educational system. I would like to thank my previous lecturer’s as their notes on Management has helped me a lot to better understand this topic of assignment. I would like to thank some of my friends who shared some of their notes with me. And I would also like to thank my mother, to have always been here when I needed her while doing the assignment.
  3. 3. 3 TABLE OF CONTENT 1. What is meant by delegation……………………………………….. 4 2. Process of delegation ………………………………………………5 3. Importance of delegation in an organization ………………………..7 4. How does delegation differ from empowerment ……………………8 5.
  4. 4. 4 WHAT IS MEANT BY DELEGATION? The process of assignment of specific work to individuals within the organization and giving them the right to perform those works is delegation. Delegation of authority is one of the most significant concepts in management practice, which affects managerial functions. Management is the art of getting things done through others and delegation means to get the results through the subordinates. The expansion of business volume and diversification of line of business makes it impracticable to handle all the business by a single manager. Therefore, the concept of delegation of some managerial authority to subordinates comes into practice in present day business organizations. Here, the manager delegates some of his authority to his subordinates. This helps in developing a feeling of dedication to the work among the subordinates. The top level management plays only the role of a supervisor and visits them to provide guidance, suggestions and instructions. It minimizes the work load of the top manager and also develops the overall working efficiency of the organization. Therefore, delegation of authority is assigning work to others and giving them the required authority to perform the assigned task effectively. The concept of delegation has been developed due to the increase in the size of business and its complexity. A manager needs to delegate some of his authority to subordinates along with a specified responsibility. It is necessary to complete the work efficiently and effectively.
  5. 5. 5 For delegation to happen effectively there needs to be a planning of how tasks must be delegated that is, meaningful delegation must be provided, abdication of responsibility by the manager must be avoided, guidance and training must be provided and there must be a selection of the staffs of who will do the work. The process of delegation involves: 1. Classifying objectives, policies and procedures. Firstly, the tasks that have to be performed should be defined very clearly along with the expectations. This means that the manager should classify the goals that needs to be aimed at, the principles that needs to be followed, to direct and limit the actions while attaining the long term goals, and also the step by step sequence of activities that need to be followed. 2. Assessing a manager’s own individual workload. This means that the manager’s work should be assessed and as such, the work that he does should be known by the others so as they will be able to do it properly if delegated to them. 3. Perceiving who might be capable of accepting additional authority and responsibility the persons who have to do these tasks should be chosen very wisely. Only those who have the skills and ability to do the job well, should be selected .The manager needs to see who are the staffs who can work under pressure, that is who are more component and qualify and who are the one that can work effectively even if they get to have more
  6. 6. 6 responsibilities than others. 4. Guiding and training staff to accept additional authority and responsibility The chosen employees should be trained appropriately. They should be provided with all kinds of resources and support needed to do the job 5. Exploring the impact on job descriptions: This means to find out the positive and negative impacts of the given tasks. The person must be aware of all the details about the tasks delegated to him. 6. Examining patterns of communication The manager should choose the proper means of communication to be able to communicate effectively with the staffs. That’s is he should be able to choose the best mean for him to deliver a message to them and whereby feedback also can occur. means of communication can be email, face-to-face meeting, reports, etc… 7. Assessing how much freedom the subordinate will need The manager should know how much freedom he should give to his staffs because if the manager is constantly on the back of the staffs even though he has delegated a certain number of responsibility to them, then the staffs may feel intimidated which may affect productivity.
  7. 7. 7 8. Exploring the links with the rewarded system The managers can put rewards, as such when the staffs will know that if they perform well they will be promoted etc… they may do the work effectively as well as efficiently IMPORTANCE OF DELEGATION IN AN ORGANISATION  Relieves manager for more challenging jobs: Delegation makes it possible for the managers to distribute their workload to others. Thus, managers are relieved of routine work and they can concentrate on higher functions of management like planning, organizing, controlling, etc.  Leads to motivation of subordinates: Subordinates are encouraged to give their best at work when they have authority with responsibility. They take more initiative and interest in the work and are also careful and cautious in their work.  Facilitates efficiency and quick actions: Delegation saves time enabling tile subordinates to deal with the problems promptly. They can take the decisions quickly within their authority. It is not necessary to go to the superiors for routine matters. This raises the overall efficiency in an organization and offers better results in terms of production, turnover and profit.  Improves employee morale: Delegation raises the morale of subordinates as they are given duties and supporting authority. They feel that they are responsible employees. The attitude and outlook of subordinates towards work assigned becomes more constructive.  Develops team spirit: Due to delegation, effective communication develops between the superiors and subordinates. The subordinates are answerable to superiors and the
  8. 8. 8 superiors are responsible for the performance of subordinates. This brings better relations and team spirit among the superiors and subordinates  Maintains cordial relationships: The superiors trust subordinates and give them necessary authority. The subordinates accept their accountability and this develops cordial superior-subordinate relationships.  Facilitates management development: Delegation acts as a training ground for management development. It gives opportunity to subordinates to learn, to grow and to develop new qualities and skills. It builds up a reservoir of executives, which can be used as and when required. Delegation creates managers and not mere messengers. The advantages of delegation will not be available easily and automatically. They will be available only when the process of delegation moves smoothly. Problems may develop, if the delegation is not introduced with proper planning and in proper spirit. For example, the authority given to subordinate is inadequate or the subordinate is not competent to discharge the responsibilities assigned or the superior fails to monitor the whole process of delegation effectively. In all such cases, the delegation will be ineffective and the expected advantages will not be available to the Organization and also to concerned parties. In a nutshell, delegation is an important tool for individual as well as organizational development, provided it is used properly. It boosts the confidence of employees, enhances productivity and promotes organizational stability. Looking at these benefits and to enjoy the success that comes with delegating work, managers should aim to make wise use of it.
  9. 9. 9 HOW DOES DELEGATION DIFFER FROMEMPOWERMENT? As seen above, to delegate means to choose or elect a person to act as a representative for another. To empower someone means to give power or authority to someone else. To empower another means you give them enough power and authority to act on their own behalf. Empowerment and delegation are both important concepts in relation to managing employees. Each involves managers entrusting employees to take on important roles in the business. However, empowerment is intended to serve as a motivational strategy, while delegation is a system of assigning work tasks to employees for positive production. According to me, there are three critical aspects to empowerment. To truly empower someone you must grant them authority, you must give them proper resources, and you must hold them accountable to organizational values and principles. They have to have enough authority to make some significant and important decisions-you have to give power away. They have to have resources that are truly theirs to steward-people, money and tools. Yet it is not a free for all-there should be an accountable aspect that helps them stay within the playing field of organizational boundaries. You tell them the “what” but the “how” is left up to them. They have to have enough of all three things to truly have the freedom to fail on their own efforts-and learn. Empowerment means enabling front-line employees to make decisions once reserved for managers. This decision-making responsibility is a key distinction from delegation, which centers more on tasks assignment. With empowerment, regular employees can handle simple customer situations and problems. Thus, if a customer approaches a sales or service employee, the worker can help resolve the customer's problem without having to consult a manager. Managers only become involved in more extreme service issues. On the other hand, Delegation occurs when managers assign tasks to workers. The task emphasis of delegation is different than the decision focus in empowerment. When a manager delegates tasks to workers, he typically provides details about the requirements, including the deadline for completion. Effective delegation generally includes a follow-up step. This is where the manager checks in with the employee at predetermined points in the process and upon completion to gauge results.
  10. 10. 10 The main differences betweendelegationand empowerment are as follows:  Delegation largely raises up followers-empowerment raises up leaders.  Delegation is less work for you in the short run-empowerment is more work for you in the short run.  Delegation is more work for you in the long run-empowerment is less work for you in the long run.  Delegation keeps you in the center of leadership activity-empowerment places someone else at the center of leadership activity.  Delegation ensures that you are your own leadership legacy-for good or for bad. Empowerment ensures that more leaders are your leadership legacy-which is almost always good
  11. 11. 11 REFERENCES Notes from senior students from UNIVERSITY OF TECHNOLOGY and UNIVERSITY OF MAURITIUS