The document explains the concept of delegation, which involves assigning responsibility and authority to others to act on one's behalf. It highlights the differences between delegation and job assignments, the reasons why individuals may resist delegating tasks, and the benefits of effective delegation. Additionally, it outlines a structured process for delegation, including setting objectives, selecting tasks and individuals, and reviewing results.

1. DELEGATING EFFECTIVELY
BY:
MUHAMMAD ALEEM HABIB

2. What is Delegation?
Delegation means giving someone else the
responsibility and authority to act on your behalf.

3. Delegation
Delegation consists of these three factors:
Assign. of work + Assign. of Responsibility + Assign. of Authority.
Without the last two factors, delegation is unsuccessful
because of these:
1. the delegate will do the job just for fun, without
responsibility spirit; or
2. the delegate will not have authorities to carry out the
job. He will meet difficulties and the job will be
accomplished not as expected.

4. Delegation Vs. Assignment
WHAT IS THE DIFFERENCE?

5. Delegation and Job Assignment
Delegation
Asking someone else to
do something which is
within your scope of
responsibility.
Job assignment
Asking a subordinate to
do something which is
within their scope of
responsibility.

6. Authority and Responsibility
DelegateDelegator
Authority
Responsibility
Task

7. Responsibility in Delegation
Responsibility
Job
Results
“When a child makes a mistake, his
parent will be responsible for it.”

8. Delegation and Authority
Authority
Resources use
Results assessment

9. Why are people not willing to
delegate?

10. Why People Unwilling to Delegate?
Fear of losing powers, such as, controlling power, using
resources power, keeping information power.
Wanting to be high assessed (taking over much work).
Fear of spending much time on explanation.
Having not enough confidence on someone else.
Not seeing benefits of delegation.

11. Benefits of delegation
MANAGER
Gain more time to
increase effective-
ness.
Have more
competent staff.
Improve relation-
ship with staff.
STAFF ORGANIZATION
Availability of staff
for succession
plans.
Develop knowledge
and skills.
Gain confidence in
one’s own ability.
Business
done smoothly.
Get more motivated.
Friendly working
atmosphere.

12. Process of
Delegation

13. Process of Delegation
Aims
1
Tasks
2
People
3
Imple-
ment
4
Feed-
back
6
Inform
others
5

14. 1. Set up Objectives for Delegation
Reduce manager’s workload
Develop junior staff’s new skills
Improve relationships
Reinforce junior staff’s self-confidence
Increase commitment

16. 2. Selecting Tasks for Delegation
Based on:
Objectives of delegation.
Importance and urgency.
Some fixed standards.

17. Urgency
Importance Should not
be delegated
Can be
delegated
Consider
assignment
Can be
delegated
Selecting Tasks for Delegation

18. 3. Selecting Person for Delegation
Selection criteria
Capability
Experience
Career development
Interest
Time

19. 4. Implementing Delegation
Explain the objectives for delegation.
Specify task results.
Specify scope of responsibility and authority.
Agree on process of implementing and report.
Agree on review and feedback procedures.

20. 5. Inform Others
Name of the person delegated.
Task delegated.
Responsibility of the person delegated.
Authority of the person delegated.

21. 6. Review and Feedback
Pay attention to:
Task results.
Uses of resources.
Identified issues and solutions.

22. Contact
Muhammad Aleem Habib
MBA, MS, PMP, CISA, MCSE
Chief Management Counsellor @
Pakistan Institute of Management
aleem@pim.com.pk
Please send me your comments, questions and feedback!
Thanks for your time!