Delegation skills

Effective Delegation Skills
Mohammad Tawfik
http://AcademyOfKnowledge.Org
http://WikiCourses.WikiSpaces.Com
Mohammad Tawfik
Mohammad Tawfik

Mohammad Tawfik

Mohammad Tawfik
I - Introduction

Mohammad Tawfik
What is Delegation?

Mohammad Tawfik
Definition
●
Delegation is the assignment of any
responsibility or authority to another person
to carry out specific activities
WikiPedia
WikiPedia

Mohammad Tawfik
Why do we delegate?

Mohammad Tawfik
“Your job as a manager is to develop people
develop people.
Delegation
Delegation is the means by which you bring out
bring out
the very best
the very best in the people that you have.”
Brian Tracy

Mohammad Tawfik
Plus … You get more time
Plus … You get more time
for yourself!
for yourself!

Mohammad Tawfik
AND, reduce your work stress
AND, reduce your work stress

Mohammad Tawfik
What NOT to delegate?

Mohammad Tawfik
●
Tasks involving highly confidential information
Rhymer Rigby
Rhymer Rigby

Mohammad Tawfik
●
Jobs simply because you don’t like doing them
Rhymer Rigby
Rhymer Rigby

Mohammad Tawfik
II – Leadership and Delegation

Mohammad Tawfik
Lead, follow, or get out of the way!
Thomas Paine

Mohammad Tawfik
The first basic ingredient of
leadership is a guiding vision
Warren Bennis

Mohammad Tawfik
What is leadership?

Mohammad Tawfik
Leadership is influence, nothing
more, nothing less
John Maxwell

Mohammad Tawfik
Who is the leader?

Mohammad Tawfik
If your actions inspire others to
dream more, learn more, do more,
and become more, you are a leader
John Quincy Adams

Mohammad Tawfik
What are the Leaders’ responsibilities?

Mohammad Tawfik
Have a vision and set goals

Mohammad Tawfik
Build Teams

Mohammad Tawfik
Monitoring and Helping
Monitoring and Helping

Mohammad Tawfik
Create Monitoring Mechanisms and Define
Performance Indices

Mohammad Tawfik
Provide help for subordinates – You are there to
Develop not to Punish

Mohammad Tawfik
Care for your team and engage with them on a
personal level – They are not machines!

Mohammad Tawfik
Developing Leaders

Mohammad Tawfik
Leaders Create Leaders

Mohammad Tawfik
Identify Competencies

Mohammad Tawfik
Understand Needs and Style

Mohammad Tawfik
Situational Leadership

Mohammad Tawfik
Leadership Styles
Hersey-Blanchard model

Mohammad Tawfik
Leader Model

Mohammad Tawfik
Hersey-Blanchard Leadership
Model
Delegatng
Delegatng
Selling
Selling
Telling
Telling
Partiipatng
Partiipatng
Task Focus
R
e
l
a
t
i
o
n
s
h
i
p
F
o
c
u
s

Mohammad Tawfik
Hersey-Blanchard Leadership
Model
Can you solve
this?
Can you solve
this?
This is my
proposal!
This is my
proposal!
This is my
soluton!
This is my
soluton!
What is your
proposal?
What is your
proposal?
Task Focus
R
e
l
a
t
i
o
n
s
h
i
p
F
o
c
u
s

Mohammad Tawfik
Follower Model

Mohammad Tawfik
Follower Model
Performer
Performer
Learner
Learner Beginner
Beginner
Contributor
Contributor
Willingness
A
b
il
i
t
y

Mohammad Tawfik
Follower Model
Performer
Performer Learner
Learner Beginner
Beginner
Contributor
Contributor
Level of maturity

Mohammad Tawfik
Delegatng
Delegatng
Selling
Selling
Telling
Telling
Partiipatng
Partiipatng
Task Focus
R
e
l
a
t
i
o
n
s
h
i
p
F
o
c
u
s
Performer
Performer Learner
Learner Beginner
Beginner
Contributor
Contributor

Mohammad Tawfik
Delegation as a Leadership Tool

Mohammad Tawfik
Effective Management Through
Task-Relevant Maturity
●
The task-relevant maturity of your staff—how
long they have been on the job and how
competent they are— determines your
method of delegation.
Brian Tracy
Brian Tracy

Mohammad Tawfik
●
Low task-relevant maturity means they are
new and inexperienced in the job.
Brian Tracy
Brian Tracy

Mohammad Tawfik
●
Medium task-relevant maturity means staff
has experience in the job; they know what they
are doing. In this case, use the effective,
management by objectives delegation method.
Tell people the end result that you want and
then get out of their way and let them do it.
Brian Tracy
Brian Tracy

Mohammad Tawfik
●
High task-relevant maturity is when the staff
person is completely experienced and
competent. Your method of delegation in this
case is simply, easy interaction.
Brian Tracy
Brian Tracy

Mohammad Tawfik
III - Motivation

Mohammad Tawfik
Laws of Motivation
Richard Denny

Mohammad Tawfik
1- To Motivate you have to
be Motivated

Mohammad Tawfik
2- Motivation Requires a Goal
“I will only settle for
world domination”

Mohammad Tawfik
3- Motivation Never Lasts

Mohammad Tawfik
4- Recognition Motivates

Mohammad Tawfik
5- To Motivate, Recognize Needs

Mohammad Tawfik
What does a human need?

Mohammad Tawfik
Basic human needs
Live
Live
Love and
Love and
Be Loved
Be Loved
Learn
Learn
Leave a
Leave a
Legacy
Legacy

Mohammad Tawfik
Participation Motivates

Mohammad Tawfik
Progress Motivates

Mohammad Tawfik
Challenge Motivates

Mohammad Tawfik
Belonging Motivates

Mohammad Tawfik
Learning Motivates

Mohammad Tawfik
Autonomy Motivates

Mohammad Tawfik
Competence Motivates

Mohammad Tawfik
Purpose Motivates

Mohammad Tawfik
Motivation in the Modern Workspace

Mohammad Tawfik
Daniel Pink draws our attention
towards the intrinsic motivation

Mohammad Tawfik
Delegation as a motivator

Mohammad Tawfik
Delegation provides delegate with ...
●
Autonomy!
●
A chance to increase skills – Mastery
●
A chance to feel important or to achieve
something important!

Mohammad Tawfik
IV - Delegation

Mohammad Tawfik
What are the degrees of delegation?

Mohammad Tawfik
10 Degrees of Delegation
Business Ball
Business Ball

Mohammad Tawfik
Keeping a short leash

Mohammad Tawfik
1. "Wait to be told."
2. "Look into this and tell me the situation. I'll decide."
3. "Look into this and tell me the situation. We'll
decide together."
4. "Tell me the situation and what help you need from
me in assessing and handling it. Then we'll decide."
Business Ball
Business Ball

Mohammad Tawfik
Keeping a close eye

Mohammad Tawfik
5. "Give me your analysis of the situation (reasons,
options, pros and cons) and recommendation. I'll let
you know whether you can go ahead."
6. "Decide and let me know your decision, and wait for
my go-ahead before proceeding."
7."Decide and let me know your decision, then go
ahead unless I say not to."
Business Ball
Business Ball

Mohammad Tawfik
Letting go

Mohammad Tawfik
8. "Decide and take action - let me know what you did
(and what happened)."
9. "Decide and take action. You need not check back
with me."
10. "Decide where action needs to be taken and
manage the situation accordingly. It's your area of
responsibility now."
Business Ball
Business Ball

Mohammad Tawfik
What are the barriers to delegation?
What are the barriers to delegation?

Mohammad Tawfik
The main barrier to delegation is that it takes time!
Don’t forget that it saves YOU time!
MindTools®
MindTools®

Mohammad Tawfik
Another important barrier is that we only trust
ourselves!
Don’t be a control freak!

Mohammad Tawfik
“If someone else can do the job 80% as good as
you can, delegate it to them”
Josh Kauffmann

Mohammad Tawfik
Fear of being replaceable!
Grow up!
Game Learn
Game Learn

Mohammad Tawfik
Misplaced sense of guilt at handing off our work to
others
Good initiative, BAD result!
Game Learn
Game Learn

Mohammad Tawfik
Delegation Skills

Mohammad Tawfik
Top Five Delegation Skills
●
Communication
●
Giving Feedback
●
Time Management
●
Training
●
Trust
Alison Doyle
Alison Doyle

Mohammad Tawfik
Communication
●
Managers need to be able to communicate
communicate
clearly
clearly with their employees when delegating.
●
They have to explain why an employee has
been assigned a task, what the task is, and
what the expectations are

Mohammad Tawfik
Giving Feedback
●
While delegating means giving an assignment to
someone else, this does not mean you are not
responsible. You have to check in with the employee,
particularly at the end of the task, to make sure the
goals are met.
●
Provide clear feedback on what they did well, what they
struggled with, and why. This will help the employee
perform tasks even better the next time.

Mohammad Tawfik
Time Management
●
Yes, someone else is doing the task, but as the
manager, you still need to be effective at managing
time. You need to give clear deadlines and
checkpoints to the employee, and hold that
employee accountable. This also requires that you
plan out whom to delegate to well in advance. All of
this requires organization and time management.

Mohammad Tawfik
Training
●
Often when delegating, you will have to make
sure your employee or peer has the skills
and abilities necessary to perform the task.
This might require some training
training before
delegating. A good manager knows how to
effectively train his or her employees in a new
task or skill.

Mohammad Tawfik
Trust
Trust
●
Often, managers do not delegate because they
don’t trust their employees to do as good of a
job as they would. Trust is key to effective
delegating.

Mohammad Tawfik
What to delegate?

Mohammad Tawfik
What to delegate?
●
Delegation is a win-win when done
appropriately, however, that does not mean that
you can delegate just anything. To determine
when delegation is most appropriate there are
five key questions you need to ask yourself:
MindTools®
MindTools®

Mohammad Tawfik
What to delegate?
●
Is there someone else who has (or can be
given) the necessary information or expertise to
complete the task? MindTools®
MindTools®

Mohammad Tawfik
What to delegate?
●
Does the task provide an opportunity to grow
and develop another person's skills? MindTools®
MindTools®

Mohammad Tawfik
What to delegate?
●
Is this a task that will recur, in a similar form,
in the future? MindTools®
MindTools®

Mohammad Tawfik
What to delegate?
●
Do you have enough time to delegate the job
effectively?
MindTools®
MindTools®

Mohammad Tawfik
What to delegate?
●
Is this a task that I should delegate? Tasks
critical for long-term success genuinely do need
your attention. MindTools®
MindTools®

Mohammad Tawfik
Whom to delegate to?

Mohammad Tawfik
‘‘If you want the job done right
done right,
you have to learn how to delegate it properly
delegate it properly so
that it can be done to the proper standard’’
@BrianTracy

Mohammad Tawfik
Willing

Mohammad Tawfik
Able

Mohammad Tawfik
Learner

Mohammad Tawfik
Looks for challenge

Mohammad Tawfik
How to delegate?

Mohammad Tawfik
Decide What
Decide Who
Monitor
Milestones
Explain How
Agree Milestones
Delegate
Autonomy
Review Progress
Award and
Reward
States of Delegation
Leadership Directions
Leadership Directions

Mohammad Tawfik
How To Delegate The Right Tasks
To The Right People
Brian Tracy

Mohammad Tawfik
1. Pick the right person.
Brian Tracy
Brian Tracy

Mohammad Tawfik
2. Match the requirements of the job to the
abilities of the person.
Brian Tracy
Brian Tracy

Mohammad Tawfik
3. Delegate smaller tasks to newer staff to build
their confidence and competence.
Brian Tracy
Brian Tracy

Mohammad Tawfik
4. Delegate the entire job.
Brian Tracy
Brian Tracy

Mohammad Tawfik
5. Delegate clear outcomes.
Brian Tracy
Brian Tracy

Mohammad Tawfik
●
7. Delegate with participation and discussion.
You need to delegate in such a way that people
walk away feeling, ‘‘This is my job; I own it
This is my job; I own it.’’
Brian Tracy
Brian Tracy

Mohammad Tawfik
The SMART system
●
Specific
●
Measurable
●
Achievable
●
Realistic
●
Time bound
Mark Williams
Mark Williams

Mohammad Tawfik
V – Meetings for Delegation
V – Meetings for Delegation

Mohammad Tawfik
Preparing for the meeting

Mohammad Tawfik
Identify and evaluate your goals
Identify and evaluate your goals

Mohammad Tawfik
Think Win-Win

Mohammad Tawfik
How do I want to be viewed by the other party?

Mohammad Tawfik
How does this situation affect the way I view
How does this situation affect the way I view
myself?
myself?

Mohammad Tawfik
Consider the context of the potential delegation

Mohammad Tawfik
Consider the risks of introducing the issue
Consider the risks of introducing the issue

Mohammad Tawfik
What informaton do they need before
What informaton do they need before
the meetng?
the meetng?

Mohammad Tawfik
How will
How will YOU
YOU follow up?
follow up?

Mohammad Tawfik
Conducting the meeting

Mohammad Tawfik
Start with ice-breakers

Mohammad Tawfik
3- Introduce the topics of the
meeting

Mohammad Tawfik
7- Make sure tasks are clearly
7- Make sure tasks are clearly
assigned
assigned

Mohammad Tawfik
Agree about follow-up schedule

Mohammad Tawfik
Contracting!
Contracting!

Mohammad Tawfik
The agreement must be clear

Mohammad Tawfik
Written is the best!
Written is the best!

Mohammad Tawfik
Follow-up and Support
Follow-up and Support

Mohammad Tawfik
Make sure things are done as agreed
Make sure things are done as agreed
and provide help when needed
and provide help when needed

Mohammad Tawfik
Appreciation ALWAYS helps
Appreciation ALWAYS helps

Mohammad Tawfik
Mohammad.tawfik@gmail.com

Mohammad Tawfik
References
References

Mohammad Tawfik
References
●
Organizational Behavior, Robbins, Judge, and Vohra, ©
2011 Pearson Education, Inc. publishing as Prentice Hall
●
Entrepreneurship and Small Business Management, 1/e,
Steve Mariotti and Caroline Glackin, 2012, Pearson
Education
●
Effective Small Business Management, 10/e, Norman M.
Scarborough, Prentice Hall, 2011

Mohammad Tawfik
References
●
WikiPedia, Delegation (Web Article)
●
Brian Tracy, How to Delegate Work Effectively & Be A Successful Leader
(Web Article)
●
Alison Doyle, Delegation Skills List and Examples (Web Article)
●
MindTools®, Successful Delegation
(Web Article)
●
Josh Kaufmann, The Personal MBA (Electronic and Audio book)
http://PersonalMBA.com
●
Leadership Directions, Delegation Skills for Managers (Web Article)

Mohammad Tawfik
References
●
Business Balls, Delegation - how to (Web Article)
●
Game Learn, The Importance of Delegation Skills in Your Business (Parts
I and II) (Web Article)
●
Jordan James, 6 Ways to Improve Your Delegation Skills (Web Article)
●
KSL Training, How to Delegate Work (Web Article)
●
Rhymer Rigby, Seven ways to improve your delegating skills (Web Article)
●
Mark Williams, Delegation Skills: How To Use The SMART System
(Web Article)

Delegation skills

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Delegation skills

Similar to Delegation skills (20)

Recently uploaded

Recently uploaded (20)

Delegation skills