Effective Delegation Skills

Effective Delegation Skills
Mohammad Tawfik
http://AcademyOfKnowledge.Org
http://WikiCourses.WikiSpaces.Com
Effective Delegation SkillsEffective Delegation Skills
Mohammad TawfikMohammad Tawfik

Mohammad Tawfik

Mohammad Tawfik
I - Introduction

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What is Delegation?

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

Mohammad Tawfik
Why do we delegate?

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

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Plus … You get more timePlus … You get more time
for yourself!for yourself!

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AND, reduce your work stressAND, reduce your work stress

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What NOT to delegate?

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●
Tasks involving highly confidential information
Rhymer RigbyRhymer Rigby

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

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II – Leadership and Delegation

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

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

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What is leadership?

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Leadership is influence, nothing
more, nothing less
John Maxwell

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Who is the leader?

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

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What are the Leaders’ responsibilities?

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Have a vision and set goals

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Build Teams

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Monitoring and HelpingMonitoring and Helping

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Create Monitoring Mechanisms and Define
Performance Indices

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

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

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Developing Leaders

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Leaders Create Leaders

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Identify Competencies

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Understand Needs and Style

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Situational Leadership

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Leadership Styles
Hersey-Blanchard model

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Leader Model

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Hersey-Blanchard Leadership
Model
DelegatngDelegatng
SellingSelling
TellingTelling
PartiipatngPartiipatng
Task Focus
R
e
l
a
t
i
o
n
s
h
i
p
F
o
c
u
s

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

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Follower Model

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Follower Model
PerformerPerformer
LearnerLearner BeginnerBeginner
ContributorContributor
Willingness
A
b
il
i
t
y

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Follower Model
PerformerPerformer LearnerLearner BeginnerBeginnerContributorContributor
Level of maturity

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DelegatngDelegatng
SellingSelling
TellingTelling
PartiipatngPartiipatng
Task Focus
R
e
l
a
t
i
o
n
s
h
i
p
F
o
c
u
s
PerformerPerformer LearnerLearner BeginnerBeginnerContributorContributor

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Delegation as a Leadership Tool

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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 TracyBrian Tracy

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

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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.

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●
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.

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III - Motivation

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Laws of Motivation
Richard Denny

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1- To Motivate you have to
be Motivated

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

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3- Motivation Never Lasts

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4- Recognition Motivates

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5- To Motivate, Recognize Needs

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What does a human need?

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Basic human needs
LiveLive
Love andLove and
Be LovedBe LovedLearnLearn
Leave aLeave a
LegacyLegacy

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Participation Motivates

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Progress Motivates

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Challenge Motivates

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Belonging Motivates

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Learning Motivates

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Autonomy Motivates

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Competence Motivates

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Purpose Motivates

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Motivation in the Modern Workspace

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Daniel Pink draws our attention
towards the intrinsic motivation

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Delegation as a motivator

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

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IV - Delegation

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What are the degrees of delegation?

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10 Degrees of Delegation
Business BallBusiness Ball

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Keeping a short leash

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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."

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Keeping a close eye

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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."

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Letting go

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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."

Mohammad Tawfik
What are the barriers to delegation?What are the barriers to delegation?

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

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

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

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Fear of being replaceable!
Grow up!
Game LearnGame Learn

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

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Delegation Skills

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

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Communication
●
Managers need to be able to communicatecommunicate
clearlyclearly 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

Mohammad Tawfik
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.

Mohammad Tawfik
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.

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

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TrustTrust
●
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.

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What to delegate?

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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:

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

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

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

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What to delegate?
●
Do you have enough time to delegate the job
effectively?

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What to delegate?
●
Is this a task that I should delegate? Tasks
critical for long-term success genuinely do need
your attention. MindTools®MindTools®

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Whom to delegate to?

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

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Willing

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Able

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Learner

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Looks for challenge

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How to delegate?

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Decide What
Decide Who
Monitor
Milestones
Explain How
Agree Milestones
Delegate
Autonomy
Review Progress
Award and
Reward
States of Delegation
Leadership DirectionsLeadership Directions

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

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1. Pick the right person.

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

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

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4. Delegate the entire job.

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5. Delegate clear outcomes.

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●
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 itThis is my job; I own it.’’

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

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V – Meetings for DelegationV – Meetings for Delegation

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Preparing for the meeting

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Identify and evaluate your goalsIdentify and evaluate your goals

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Think Win-Win

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

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How does this situation affect the way I viewHow does this situation affect the way I view
myself?myself?

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Consider the context of the potential delegation

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Consider the risks of introducing the issueConsider the risks of introducing the issue

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What informaton do they need beforeWhat informaton do they need before
the meetng?the meetng?

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How willHow will YOUYOU follow up?follow up?

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Conducting the meeting

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Start with ice-breakers

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3- Introduce the topics of the
meeting

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7- Make sure tasks are clearly7- Make sure tasks are clearly
assignedassigned

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Agree about follow-up schedule

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Contracting!Contracting!

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The agreement must be clear

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Written is the best!Written is the best!

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Follow-up and SupportFollow-up and Support

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

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Appreciation ALWAYS helpsAppreciation ALWAYS helps

Mohammad Tawfik
Mohammad.tawfik@gmail.com

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ReferencesReferences

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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

Mohammad Tawfik
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)

Mohammad Tawfik
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)

Effective Delegation Skills

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