Delegation: Principles and Types

Delegation is the process of assigning authority, responsibility, and tasks to individuals or teams within an organization. It involves transferring decision-making authority from managers to their subordinates, empowering them to make decisions and take action within their assigned roles. By delegating tasks, managers can focus on higher-level responsibilities and strategic decision-making while their subordinates handle operational or specialized tasks. Delegation includes elements, such as authority, responsibility, accountability, and effective communication. It brings several benefits, including increased productivity, skill development, empowerment, improved decision-making, and succession planning. Effective delegation requires considering factors, like employee competence, workload capacity, and task complexity, along with providing adequate support and feedback for successful task completion.

Principles of Delegation

To make delegation of authority effective, managers need to follow certain principles. These are some principles of delegation;

1. Functional Definition: Before delegating authority, managers should clearly define the tasks and responsibilities of subordinates. This means specifying what needs to be achieved, the activities involved, and how it connects to other roles in the organization.
2. Delegation by Results Expected: Authority should be delegated based on the desired results. Managers should decide what outcomes they expect from subordinates and communicate those expectations. This helps subordinates understand what they need to achieve and how their performance will be measured.
3. Balance of Authority and Responsibility: It’s important to have a fair balance between authority and responsibility given to someone. They should have the necessary authority to carry out their responsibilities effectively.
4. Clear Accountability: Each person should have complete responsibility for their assigned tasks. They cannot pass on their responsibilities to others.
5. Single Chain of Command: Everyone should report to and be accountable to a single superior. This avoids confusion and conflicts that can arise when multiple people have authority over the same tasks.
6. Clearly Defined Authority Limits: Each person should have clear boundaries for their authority. This prevents overlapping of authority and allows individuals to take initiative within their designated areas.
7. Decision-Making at Appropriate Levels: Managers at each level should make decisions within their authority. They shouldn’t unnecessarily pass decisions to higher levels when they have the necessary authority. Only matters beyond their authority should be escalated.

Types of Delegation

Delegation can take different forms depending on the situation and needs. These are some common types:

1. General or Specific: In general delegation, a subordinate is given authority to handle various functions within their department. On the other hand, specific delegation grants authority for a particular task or responsibility.
2. Formal or Informal: Formal delegation occurs when authority is granted according to the organization’s formal structure and hierarchy. Informal delegation, however, happens when someone agrees to work under an informal leader to avoid unnecessary bureaucracy and delays.
3. Written or Oral: Delegation can be done through a written order or document, which clearly outlines the delegated authority and responsibilities. Oral delegation, on the other hand, relies on verbal communication and informal agreements.
4. Downward or Sideways: Downward delegation occurs when a manager grants authority to a subordinate, allowing them to take on certain tasks or decisions. Sideways delegation happens when a manager shares their authority with a colleague at the same level, enabling collaboration and shared responsibility.

How to make Delegation Effective?

To ensure that delegation is successful and achieves desired outcomes, it is important to follow these simple guidelines:

1. Set Clear Goals: Clearly define the objectives that need to be accomplished through delegation. This helps everyone involved understand what needs to be achieved and work towards the same purpose.
2. Define Authority Clearly: Communicate the authority and responsibilities of each team member. This avoids confusion, prevents overlapping of tasks, and ensures that everyone knows their role and boundaries.
3. Motivate and Reward: Provide positive incentives and recognition to motivate subordinates to take on responsibilities. Managers who delegate authority should also be acknowledged for their trust and support.
4. Create a Supportive Environment: Foster an environment where employees feel comfortable and supported. Top management should provide the necessary resources, information, and guidance to facilitate effective delegation.
5. Provide Training and Development: Offer appropriate training to enhance the skills and capabilities of subordinates in using their delegated authority effectively. This builds their confidence and improves their performance.
6. Establish Control Mechanisms: Develop effective control mechanisms to ensure that delegated authority is used responsibly and in alignment with organizational objectives. Regular checks and feedback help maintain accountability.
7. Encourage Open Communication: Foster open and transparent communication channels between managers and subordinates. This enables effective collaboration, provides a platform for sharing concerns or seeking assistance, and helps managers stay connected with their team’s progress.