ASSIGNING WORK AND

DELEGATING DUTIES
MANAGEMENT 512

Image source:

LEARNING OUTCOMES
Understand the difference between Assigning and Delegating
Identify the elements needed to delegate efficiently
Understand the five levels of monitoring

ASSIGNING AND DELEGATING

Assignin
g

Directing/organising people
Tasks are part of their job

description
They have accountability

Delegatin
g
Giving people authority
Tasks are part of your job

description
You have accountability

WHY DELEGATE?
Benefits to the
leader
Eased work
pressures
Increased time for
primary
responsibilities
Increased time for
self-development

Benefits to the
subordinate
Challenge and
interest
Increased
motivation
Increased
opportunities to
learn and grow

Increase effectivenessPromote development

Source: www.vtaide.com/gleanings/delegation.htm

WHEN TO DELEGATE?

As a manager ask yourself

Can anyone else do it? Or is it essential

you do it yourself?
Does it provide an opportunity to
develop another person's skills?
Will it recur, in a similar form, in the
future?
Do you have enough time to delegate
the job effectively?

Source: www.mindtools.com/pages/article/newLDR_98.htm

Is it a task critical for long-term

success?Does it need my attention?

IS IT EASY TO DELEGATE?
London business professorJohn Huntfound that only 30% of
managers felt they were good at delegating, while 33% of
subordinates felt their managers had strong delegation skills.
This means only one of every 10 managers
knows how to properly parcel out tasks.

Source: motto.time.com/4264761/12-work-life-balance-tips-that-will-make-you-a-happier-and-more-successful-person.Image source: advalange.com

WHY MANAGERS HAVE

TROUBLE DELEGATING?
Delegating should be simple but some managers prefer
not to do it often due to the following:

Lack of
time

Need for
control

Not
getting
credit

Losing
tasks
they
enjoy

Thinking
they can
do it
better

Source: smallbusiness.chron.com/managers-difficulty-delegating-74766.html and www.ncsu.edu/project/parkprgrd/PSTrainingModules/delegating/del12frame.htm

Absence
of trust in
team
members

DISCUSSION
What information do you need to delegate effectively?
What skills are needed to allocate tasks on a daily basis?
What can be done to overcome the barriers to

delegate?

Image source:

HOW TO DELEGATE?

Select the
task

Source: Cole, K Management and Practice 6e

Give work
instructions

Select the
delegate

Monitor
results

STEP 1: SELECT THE TASK

What can be delegated?
Non-management tasks.
Tasks with which you can
pass on authority.
Tasks that boost an
employees
skills and challenges them.
Tasks that are paired with
training, or are skill
appropriate.
Source: www.math.kent.edu/~mtackett/homework/Delegation_finaler.ppt

What cant be delegated?

Tasks that an employee
does not have the skills to
complete.
Tasks that are busy work.
Tasks which need a constant
detailing of instructions.
Tasks that involve personnel
(HR) issues.

Direct

STEP 2: GIVE WORK

INSTRUCTIONS
Explicit
Request

Command, no
discussion
Time or outcomes
are critical
For health and
safety matters

Implied
We need to
For people who
enjoy
responsibility
Promote
innovation and
improvement
Source: Cole, K Management and Practice 6e

Detailed
instructions, no
room for doubts
For people with
limited
experience or
lack of
commitment

Undirected
Call for volunteers
Used when a job is
beyond the call
of duty
Explain what is
required, but also
why

Would you, Will

you, etc.
For nervous,
sensitive, skilled
and motivated
workers
Niceties and
manners

Conditional
Explain the result
desired and allow
initiative
Promote
cooperation and
commitment
For trustworthy
people

STEP 3: SELECT THE DELEGATE

Employees
skills

Tasks
requirement
s

Job Fit

Consider employees:

Experience and resources availability

Current workload
Preferred work style
Long-term goals and interests

Know your employees strengths and

Source: www.mindtools.com/pages/article/newLDR_98.htm and Cole, K Management and Practice 6e

STEP 4: MONITOR RESULTS

Decide how often
you need to monitor
Just
do it
Keep me
informed
Check
back first

Level of
management
involvement

Lets talk it
through first
Ill walk you
through it

Decide on the
monitoring system

Involvement in all
correspondence
Written Reports
Personal Reports
Access via
Computer
Meetings

Source: web.calstatela.edu/faculty/jpark/delegating.ppt and Cole, K Management and Practice 6e

DOS AND DON'TS'S OF

DELEGATING
Delegate, dont abdicate
When you have delegated a task you must:
Monitor and follow up on progress
Ensure the task has been completed successfully

Remember:
You are accountable, not the delegate
The tasks you delegated are still yours!

Source: Cole, K Management and Practice 6e

14

Just dont forget about it!

DOS AND DON'TS'S OF

DELEGATING
Set up the task for success
Every task you delegate should meet the 3M criteria:
Manageable, Measurable, and Motivational
When giving out the task:
Clearly articulate the desired outcome;
Clearly identify constraints and boundaries;
Match the amount of responsibility with the amount of
authority;
Provide adequate support, but avoid upward delegation;
Build motivation and commitment.
Source: www.mindtools.com/pages/article/newLDR_98.htm. Image source: tibco.com

WATCH AND DISCUSS

Control Freak? Learn How To Delegate in 5 Steps
Watch the video here and take notes on the 5 steps outlined to delegate
efficiently