Supervisor Workplace Skills Series: Delegation

1. Supervisor Workplace Skills Series:Delegation

2. Objectives • Upon the completion of training, you will be able to: • Understand what delegation means • Know the value of delegation • Identify the steps for delegation • Delegate without micromanaging

3. What is Delegation? • Delegation is the assignment of responsibility to another person for the purpose of carrying out specific job-related activities. Delegation is a shift of decision-making authority from one organizational level to another. Source: http://www.dirjournal.com/guides/how-to-delegate-effectively/

4. Benefits of Delegation • Manager / Supervisor Benefits • Reduced stress • Improved time management • Increased trust • Employee Benefits • Professional knowledge and skill development • Elevated self-esteem and confidence • Sense of achievement • Organizational Benefits • Increased teamwork • Increased productivity and efficiency Source: http://www.dirjournal.com/guides/how-to-delegate-effectively/

5. Knowing When to Delegate • Delegating can be especially helpful in the following situations: • When the task offers valuable training to an employee. • When an employee has more knowledge or experience related to the task than you. • When the task is recurring and all employees should be prepared or trained. • When the task is of low priority and you have high priority tasks that require your immediate attention.

6. To Whom Should You Delegate? • When deciding who to select for the task, you must consider: • The current work load of the employee • The employee’s strengths and weaknesses • The training and experience levels of the employee

7. Steps for Delegation • Define the task • Identify if the task is appropriate for delegation. • Select the individual • Evaluate each employee’s strengths and weaknesses to match the task to the individual. • Assess ability and training needs • Ensure that the selected employee has all the necessary resources and knowledge to complete the task. Source: SHRM 2008 “Delegation Training for Supervisors”

8. Steps for Delegation (cont’d.) 4. Explain why • Explain the importance of the task and why the individual has been selected. 5. State required results • Outline what is expected of everyone involved. Give clear guidelines that are specific and easy to understand. 6. Identify required resources • Identify what supplies or resources will be necessary to complete the task before beginning any work. Source: SHRM 2008 “Delegation Training for Supervisors”

9. Steps for Delegation (cont’d.) 7. Agree on a schedule • Set a clear timeline that is agreed on by everyone involved. 8. Support and communicate • Communicate throughout the entire process. Be clear and specific while allowing the employees to work independently. 9. Provide feedback on results • Make sure feedback is provided in a timely manner to all employees involved in the project. Provide positive feedback as well as constructive feedback for areas that need improvement. Source: SHRM 2008 “Delegation Training for Supervisors”

10. Delegation Obstacles • Lack of support • Managers and employees must be fully supportive of the delegation efforts in order to be successful. • Failure to plan • Taking the time to follow the steps for delegation can avoid any pitfalls that might otherwise be overlooked. • Lack of communication • Communicating the plan in a clear and precise manner prevents errors caused by miscommunication.

11. Delegation Obstacles (cont’d.) • Fear of relinquishing control • Management may be resistant to delegating at first, but delegation can build trust and morale among managers and employees. • Micromanagement • Micromanagement prevents employees from completing their assigned tasks and defeats the purpose of delegation.

12. Signs of Micromanagement • Micromanaging occurs when a manager assigns a task to an employee, but prevents the employee from successfully completing the task on his/her own. • Micromanagers usually: • Resist delegating • Prevent employees from making decisions • Revoke tasks after they have been assigned • Avoid letting employees work independently

13. How to Avoid Micromanagement • Clearly define the roles and responsibilities of managers and employees. • Create a written plan and timeline. • Include scheduled meetings and evaluations rather than frequent ‘check ins’ that can be viewed as micromanaging. • Allow employees and managers to openly communicate any concerns or questions they may have.

14. Conclusion • Delegation provides benefits to the supervisor, employees, and organization. • When executed properly, delegation can result in: • Better-trained employees • Increased productivity • More effective time management.