What is Delegation? Types & Benefits

Picture yourself managing a team tasked with delivering a high-stakes project under a tight deadline. How do you ensure that every aspect of the project is handled efficiently and effectively? This is where understanding "What is Delegation" becomes crucial. Delegation isn't just about passing off work; it's a strategic method to boost your team's productivity and morale. 

By assigning tasks that align with your team members' strengths and interests, this strategy eases your workload and empowers your team to develop and thrive. So, what is Delegation, and how can it benefit your organisation? In this blog, we will talk about the different types of Delegation and reveal the numerous advantages it brings to the workplace.

Table of Contents 

1) What is Delegation?

2) Importance of Delegation

3) Types of Delegation

4) Components of Delegation

5) Strategies for Successful Delegation

6) Conclusion

What is Delegation? 

Delegation involves assigning tasks and initiatives to other team members. You might delegate work to distribute responsibility more evenly or because the task or initiative aligns better with another team member’s priorities, skills, or interests. Knowing when and how to delegate enhances your effectiveness as a manager. 

Delegating not only helps you focus on your high-impact work but also provides team members with opportunities to engage in interesting projects. Effective Delegation fosters skill development within the team and allows members to cultivate new strengths.

Importance of Delegation 

To know how Delegation plays an important role in the organisation, let's look at these points to understand its importance:

1) Boosts Efficiency 

Delegation means tasks can be assigned to team members based on their skills and knowledge to achieve the best results. Because of this, jobs get done faster, and there is higher-quality output, which boosts the productivity of the whole organisation. 

2) Growth in Expertise 

By assigning tasks, leaders let the team members take on new responsibilities and work on assignments that usually fall outside their responsibilities. This experience shapes their expertise, creating a culture of learning and growth within the organisation. 

3) Strengthening of Team Capabilities 

Effective Delegation will instill a sense of responsibility and accountability among the team members. It will help them use their judgement and make decisions regarding their assigned tasks, increasing their work capabilities and encouraging teamwork and harmony. 

4) Effective Utilisation of Time 

Delegation liberates the leader's time to concentrate on more vital aspects of planning, decision-making, and financial performance. It guarantees that the head of the office can efficiently execute those activities that the team members can perform, thereby realising higher productivity. 

Types of Delegation

The main types of Delegation includes:

1) General or Specific Delegation 

General Delegation occurs when a manager grants a subordinate the authority to perform all functions within their department, such as organising, planning, and directing. The manager maintains overall control and can provide guidance as needed. 

In contrast, specific Delegation involves assigning a subordinate a particular task or function. These tasks are clearly defined. For example, an HR manager might ask an HR assistant to conduct interviews for a specific department over a set period.

2) Formal or Informal Delegation

Formal Delegation is integrated into the organisational structure. When someone is assigned a task, they also receive the corresponding authority, meaning everyone automatically gains authority according to their duties. 

Informal Delegation arises from other circumstances. For instance, an individual might perform a task not because it is their duty, but because it is necessary for their job.

3) Lateral Delegation 

Lateral Delegation happens when authority is delegated informally. Sometimes, an individual may need assistance with a task assigned by a manager. Instead of waiting for formal approval, they can directly seek help from colleagues to complete the task without needing permission from their supervisor.

Components of Delegation 

Delegation is a crucial management practice that involves three critical components. Every leader must know these dimensions because if they are not implemented, teams will not achieve success. Let’s discuss more about these components: 

1) Responsibility 

Responsibilities mean expected duties of the individual when they are allocated to do a specific task or job. The Delegate's responsibility is to carry out a given task by applying their skills and power of will. They are responsible for meeting the standards and deadlines upon receiving an assignment. 

2) Authority 

In this case, the role of an authority is to give the manager the power and the right to make decisions and take actions that may enable the work to be done. Here, the delegates are offered permission to carry on with different organisational resources, make decisions, and take actions that are in harmony with the goals of the project or task. A person having the required authority may do to his responsibility in a good way. 

3) Accountability 

Accountability means the Delegate should take responsibility, follow the chosen plan, and report on the results. This process implies that the task to be given out is reviewed through the outcomes, and the person (the one to whom you have delegated the job) is responsible for producing the desired results. Accountability comprises a clear notion that after the delegated tasks, the original delegator will hold the most crucial liability, either success or failure. 

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Strategies for Successful Delegation 

If you're in a leadership position, consider using the following steps to learn how to delegate effectively:

1) Know When to Delegate 

The first step in delegating tasks is understanding when to delegate. For instance, if an employee is aiming for a Leadership role, you can assign them some leadership tasks to help build and enhance their skills. 

Evaluate whether assigning a particular task can contribute to an employee's development or help them improve their skills before delegating any task.

2) Select the Right Candidate

Delegate tasks to a candidate who can effectively complete the task or benefit from it. If you notice that an employee needs to improve a specific skill, you can delegate tasks that will help them develop that skill. 

For example, if an employee is uncomfortable speaking in public, you can assign tasks that require them to interact with others, thereby improving their communication and interpersonal skills. You may also delegate time-sensitive tasks to an employee who has the right skills and strengths to complete them promptly.

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3) Explain Your Reasoning 

Explain to your subordinates why you are assigning them a particular job. This helps them understand how to approach the assignment and boosts their morale. For example, if you ask an employee to conduct an interview, explain that you know they aspire to become a manager and that this task will help them develop managerial and leadership skills. 

This can encourage them to take the task seriously and ask questions that will help them complete it successfully.

4) Describe the Goals and Provide Resources

Clearly describing the goals of a task helps the employee understand what is expected of them and what they need to achieve. Clear goals can help employees develop steps to complete the tasks, enhancing their creative and problem-solving skills. 

Provide them with the necessary resources to perform the assigned task, ensuring they can complete the project successfully without delays or challenges.

5) Give Feedback

Provide feedback to your subordinates after they complete the tasks. This aids them to understand how they can improve for future assignments and can also build their confidence, especially if they meet your expectations. 

Additionally, guide the employee if you notice their method is not effective, helping them perform better in the future.

Conclusion 

In conclusion, understanding "What is Delegation" is crucial for effective management. By mastering the various types of Delegation, managers can distribute tasks efficiently, enhance team skills, and foster a collaborative work environment. Implementing certain strategies can lead to increased productivity and a more empowered, capable team.

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