Effective Delegation Skills

Effective Delegation Skills
Mohammad Tawfik
Effective Delegation Skills http://AcademyOfKnowledge.Org

Mohammad Tawfik http://WikiCourses.WikiSpaces.Com
I - Introduction

What is Delegation?

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

Why do we delegate?

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

Plus … You get more time
for yourself!

AND, reduce your work stress

What NOT to delegate?

●
Tasks involving highly confidential information
Rhymer Rigby

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

II – Leadership and Delegation

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

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

What is leadership?

Leadership is influence, nothing
more, nothing less
John Maxwell

Who is the leader?

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

What are the Leaders’ responsibilities?

Have a vision and set goals

Build Teams

Monitoring and Helping

Create Monitoring Mechanisms and Define
Performance Indices

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

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

Developing Leaders

Leaders Create Leaders

Identify Competencies

Understand Needs and Style

Situational Leadership

Leadership Styles
Hersey-Blanchard model

Leader Model

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

Follower Model
A
b Contributor Performer
il
i
t
y
Learner Beginner
Willingness
Follower Model
Performer Contributor Learner Beginner
Level of maturity


R
e
l Situational Leadership
a
t
i
o
n Partiipatng Selling
s
h Performer Contributor Learner Beginner
i
p
F Delegatng Telling
o
c
u Task Focus
s
Delegation as a Leadership Tool

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

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

●
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
●
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

III - Motivation

Laws of Motivation
Richard Denny

1- To Motivate you have to
be Motivated

2- Motivation Requires a Goal
“I will only settle for

world domination”

3- Motivation Never Lasts

4- Recognition Motivates

5- To Motivate, Recognize Needs

What does a human need?

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

Participation Motivates

Progress Motivates

Challenge Motivates

Belonging Motivates

Learning Motivates

Autonomy Motivates

Competence Motivates

Purpose Motivates

Motivation in the Modern Workspace

Daniel Pink draws our attention
towards the intrinsic motivation

Delegation as a motivator

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

IV - Delegation

What are the degrees of delegation?

10 Degrees of Delegation
Business Ball
Keeping a short leash

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
Keeping a close eye

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
Letting go

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
What are the barriers to delegation?

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

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

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

Fear of being replaceable!
Grow up!
Game Learn

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

Delegation Skills

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

Communication
●
Managers need to be able to communicate
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

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.

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.

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 before
delegating. A good manager knows how to
effectively train his or her employees in a new
task or skill.

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.

What to delegate?

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

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

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

What to delegate?
●
Do you have enough time to delegate the job
effectively?
MindTools®
What to delegate?
●
Is this a task that I should delegate? Tasks
critical for long-term success genuinely do need
your attention. MindTools®

Whom to delegate to?

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

Willing

Able

Learner

Looks for challenge

How to delegate?

Decide What
Award and Decide Who

Reward
States of Delegation
Review Progress Explain How
Monitor
Milestones Agree Milestones
Delegate
Autonomy
Leadership Directions

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

1. Pick the right person.
Brian Tracy

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

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

4. Delegate the entire job.
Brian Tracy

5. Delegate clear outcomes.
Brian Tracy

●
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.’’
it
Brian Tracy

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

V – Meetings for Delegation

Preparing for the meeting

Identify and evaluate your goals

Think Win-Win

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

How does this situation affect the way I view
myself?

Consider the context of the potential delegation

Consider the risks of introducing the issue

What informaton do they need before
the meetng?

How will YOU follow up?

Conducting the meeting

Start with ice-breakers

3- Introduce the topics of the
meeting

7- Make sure tasks are clearly
assigned

Agree about follow-up schedule

Contracting!

The agreement must be clear

Written is the best!

Follow-up and Support

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

Appreciation ALWAYS helps

Mohammad.tawfik@gmail.com

References

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

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)

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)


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Effective Delegation Skills

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

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Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

John Quincy Adams

Effective Delegation Skills http://AcademyOfKnowledge.Org

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Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Performer Contributor Learner Beginner

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

Effective Delegation Skills http://AcademyOfKnowledge.Org

“I will only settle for

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