Delegating authority by managers – According to a survey by SHL (a US psychiatric testing company), managers spend about 14% of their time doing other people’s work and correcting staff mistakes, compared with 24% in high-power cultures such as Hong Kong and India. It is even more (20%).
As a project manager, you will quickly find that you have to relinquish some of your responsibilities in order to focus on high-priority tasks. In this case, you need to stop all the work you do and make fundamental changes to your work style, such as the following:
- Write all the projects on the whiteboard.
- Put high-priority projects at the top of the list.
- Put low-priority projects at the bottom of the list.
- Assign selected projects to your team members.
Surprisingly, you see committed employees expecting you to delegate some tasks to them. Make assignments that you may not have wanted (or did not trust in your team members) a priority from now on. This is known as Delegating Work.
Important matters in delegating authority by managers
Regardless of the size and type of organization you work for, successfully outsourcing is one of the most important skills any professional manager should have. This not only allows your team members to demonstrate their skills but also helps you reduce your workload and achieve the right balance between work and life.
Delegation is an essential skill in organizational leadership. You can not do everything on your own. It is important to assign effective work to individuals or teams. Delegation can have different purposes. like the:
- Work distribution
- Optimal use of resources
- Reduce bottlenecks
- Improve interaction
- Encourage healthy competition
- Improving and developing skills
- Ensure compliance with the deadline
Of course, delegating tasks can greatly reduce your workload. The most valuable benefit of outsourcing is that your co-workers have the opportunity to learn new skills and acquire knowledge, which prepares them for more responsibility in the future.
Read Also: What is a Price Skimming Strategy?
What are the factors that keep managers away from delegating authority by managers?
While the benefits of the delegation are obvious and sufficient, many managers do not want to overcome the reluctance to delegate. This can happen for a number of reasons, the most common of which are listed below.
Many managers want to show that they have a senior role in the organizational hierarchy because they deserve it. They want to prove to everyone that we are better at doing things than others. They do not trust others, and this perception prevents them from delegating authority. In other words, they are afraid that if authority is delegated, everything will go wrong and they will eventually be blamed.
Delegation as “running away from work”
“Managers often confuse delegation with running away,” says Harvey Mackey, co-founder of MacKay Mitchell Envelope. This view prevents them from doing so. “As a result, they waste valuable time and resources on the organization.” In fact, some managers see delegation as a sign of weakness.
The negativity of some managers does not allow them to lose some of their control over employees by delegating work. They want to feel important, powerful and in control. By doing everything alone, they want to show their authority over others.
lack of time to delegating authority by managers
Managers who do not delegate their work are often so busy that they will hardly find enough time to observe and evaluate the skills and abilities of team members. They believe that they can do things faster than others, so they still have a lot of work to do.
Avoid other responsibilities
Managers may not instruct employees to do something to show their boss that they are busy enough right now. Managers may want to avoid some other responsibilities that are more difficult or complex, or require training, or shirk more responsibility and accountability. The reasons may be different, but the result is the same.
Problems of not delegating work
For whatever reason managers do not delegate tasks, it is the organization and its partners who must bear the cost of non-delegation. Let’s take a look at how the inability to delegate work causes problems for each of us.
How do managers face problems if they do not delegate authority?
- Working hours are longer because you do everything yourself.
- You will not have enough time to focus on other important managerial responsibilities.
- Work stress or burnout will increase.
- It shows that you are not good at managing employees and distributing work among them.
- You may lose respect among your team because they believe that you do not trust them to do certain things.
How will your colleagues suffer from the lack of delegation?
- Their skills and abilities do not increase.
- They may feel apathetic because of the distrust that their managers have shown them.
- You may consider changing jobs due to a lack of learning and growth opportunities.
How will organizations lose out on this?
- They will have less skilled staff.
- Limited people will have it in case of illness or relocation of colleagues.
- Productivity will decrease.
- A dissatisfied workforce means higher employee turnover.
- Innovation and creativity will be less.
- The right time to delegate authority
As an experienced and skilled manager, you need to know when it is time to delegate. However, many managers are confused about the right time to delegate because they are not sure which tasks to do themselves and which to delegate to co-workers.
Remember, you must follow a strategic approach to be effective in delegating authority. Jenny Blake, a career and business strategist, advises you to consider the following.
Delegation of small tasks:
Small tasks are tasks that take a short time to complete, but by adding them to your to-do list, they take up a significant portion of your time. For example, your employees can do electricity bills, schedule appointments, book tickets for business trips, and more.
Delegating tedious tasks:
They require little skill and are easily delegated. For example, data entry, manual reports, and so on.
Delegation of time-consuming tasks:
Time-consuming tasks can be subdivided into sub-tasks and delegated to others. If you do these things regularly and end up spending a lot of time on them, you can leave some of that to others.
Delegation of learnable tasks:
Learning tasks are tasks that you can easily delegate to others with the help of mentors or consultants so that they can complete the tasks and you can focus on high-priority tasks.
Are there tasks that you are afraid to do? You may not be good at blogging and take a week or two to get results, and this can lead to frustration. It is better to leave this task to someone who is skilled in it and get the job done quickly and fruitfully.
Delegate time-sensitive tasks:
It is better for any manager to manage all the tasks related to a time-sensitive project. But when it’s hard for you to do them all on your own, you can leave some work (to save time) to your team members.
How can you master the art of delegation?
As mentioned earlier in the article, delegating authority is more than just distributing work to other team members to reduce some of your workloads. This is to give responsibility to the right people in the team. Basically, delegating tasks correctly helps your team members understand your expectations and get things done quickly in less time.
But how should this be done?
Explain why you are delegating:
This is the first step in the job transfer process and you should not miss it. Because your team members want to know why you plan to do this. Schedule a team meeting and explain to selected members why outsourcing is important and how their skills can help them do the job more efficiently.
To whom do you want to delegate?
A good leader observes his team members closely and understands their strengths, weaknesses, and preferences. If this requires a group effort, then do not leave it to someone who likes to work alone. Delegating such a task to someone who is in favor of cooperation is the best decision.
Provide training and guidance:
Sometimes it is necessary to be a good manager, a good coach. By coaching, you help your team members get to know the nature of the business and how to do it in the best possible way.
Define the authority level:
Delegating tasks without empowering team members to make decisions is like asking them to fight without weapons or ammunition. Do not make this mistake as it will speed up the work and you will spend more time on tasks, employees, and explaining to managers.
Do not reverse things:
Even managers who effectively delegate their authority are still busy. Allowing your team members to procrastinate indicates a failure of planning and team unpreparedness. Do not let your team delegate tasks to you.
It is better to consider job attachments as an opportunity for training and guidance. Go back and see if they have the right resources and skills to succeed at work. Instead of spending extra time on assigned tasks, plan to train and equip your team members to prevent these events.
Even superheroes in fiction need help and support. Asking for help is never a shame for people. Put aside pride and respect the talent that others can show.
Keep communication lines open:
Communication is the key to good teamwork. To ensure that your team members are accountable, managers must ensure that lines of communication are always open. You can use various communication modes such as video conferencing software, phone calls, group chat, SMS, and email, which your team members can easily access to communicate.
Monitor progress properly:
Once delegated, take a step back and let your team do the work. Keep your focus on your duties all the time and do not put employees under a magnifying glass. You just have to make sure that the project is on the right track, monitor the progress at regular intervals. Using the Kanban method, you can visualize the work in several steps.
If all goes well, don’t forget to acknowledge and appreciate your team’s efforts to motivate them. Praising them also helps them understand what kind of work keeps them satisfied. When you notice your team’s efforts, your team would love to work with you again on future projects.
The result of delegating authority by managers speech
Managers do a lot of work in a limited time. Delegating authority is beneficial for managers, employees, and the organization when the workload is enormous and they face a host of heavy responsibilities.
This removes some of the many projects and tasks from managers and gives employees the opportunity to demonstrate their skills and competencies. As a manager, you need to keep track of who is doing what. How long it takes to get things done and whether the project is moving in the right direction at the right place.