Delegation is a management practice that involves disbursement of duties and responsibilities among subordinates to ease down the work pressure at the top. In order to get a deeper understanding of this process, a sample delegation flowchart can be downloaded from Bright Hub’s media gallery.
Delegation is effective when handled methodically, following all the steps involved in the process. The process of delegation is best understood, when explained in the form of a flowchart. So before reading further about how the delegation process works, it’s advisable that the readers download the sample delegation flowchart from the above given link and use it for reference.
Screenshot Taken by: Sidharth Thakur
Steps Involved in a Delegation Flowchart
- The process of delegation begins with defining of the task in question. Here is a short list of questions that must be answered:
- What does task involve?
- What are the skills required to perform the task?
- What resources are required to complete the task?
- How can task performance be measured?
- What amount of supervision or monitoring is required?
- What are the end results to be achieved, that will mark the completion of the task?
- The next step is to make a list of the potential employees/subordinates to whom the task can be delegated. From this list the best candidate for delegation can be found out, after matching the skill requirements of the task with the skills and abilities of the employees under consideration. There must be enough supportive reasons to justify the choice of the employee.
- When the leader has a clear idea of what the task involves, he may be able to say whether the employee being delegated the task will require additional training or education to complete the task successfully. If there is need for additional training the supervisor or leader will have to make arrangements for training the employee before he can be task can be delegated to him. Determining training needs is an essential aspect of the delegation process so as to enable the employee to perform well and complete the task successfully.
- The employee who is to be delegated the task must be well informed about:
- the goal or objective of the task,
- the results to be achieved,
- performance standards required,
- quality standards to be observed,
- the importance and relevance of the task and
- the exact procedures to be followed.
- The next step in the delegation flowchart requires that the leader or the supervisor take an inventory of the resources that are needed for the successful completion of the task to be delegated. If ample resources are not available, the required resources should be procured at this step.
- With all this done, the duties and responsibilities for the task can be delegated. Also, it’s important to establish timelines and deadlines for the task after discussing the same with the employee to whom the work has been delegated.
- The delegation process doesn’t end right here, there is one more important thing to do before the delegation process can be considered as complete. This last step involves setting up and implementing a monitoring or supervision system that will keep track of the employee’s progress. The monitoring system also must have a way to provide the employee with a feedback on the performance.
Delegation, when carried out properly has many advantages and is an excellent way to distribute tasks so as to divide the work load and get the tasks completed in time. However, the prerequisite remains that the steps shown in the delegation flowchart are followed properly to ensure that all the critical aspects of delegation have been addressed.