Delegation: Concept, Elements And Importance

Delegation

As per Louis Allen, ‘delegation is the process a manager follows in dividing the work assigned to him so that he performs that part which only he, because of his unique organisational placement, can perform effectively and so that he can get others to help; with what remains.’

In simpler terms, delegation is the flow of authority from the above level to the lower level. 

Delegation is not a term but in itself a process, which mainly covers three elements such as authority, responsibility and accountability.

Authority

• The right of a senior to give instructions and delegate work to juniors is the first element of delegation
• Originating from the established scalar chain, authority intertwine various positions and levels of the organisation
• In a large set-up, authority always originates from the top to bottom
• It is highest at the top levels and reduces at the bottom of the corporate ladder 
• It means that the manager has authority over his team 
• It determines the superior-subordinate relationship 
• Seniors, while exercising their authority communicates management decision to their subordinates.

 Responsibility

• When a task is given to a subordinate, he is responsible for completing the same
• In simpler words, the subordinate should perform his responsibility 
• It also arises from a superior-subordinate relationship
• While responsibility flows upwards and the subordinate is duty-bound to perform the assigned tasks 
• For effective delegation, the authority should be equivalent to the assigned responsibility.

 Accountability

• Accountability means being answerable for the result
• Upon delegation of authority and acceptance of responsibility, one cannot ignore accountability
• Superiors are held accountable to get the task done by their team, while the team is accountable for actually completing the task
• The Manager has to make sure that there is a proper discharge of duties by his subordinates
• Managers enforce this by sharing regular feedback with their teams
• Subordinates are also allowed to explain their side of the story as well 
• While responsibility is derived from authority, accountability is derived from responsibility. 

Advantages of Delegation

• It allows the manager to complete bigger projects in less time
• It enables a manager to prioritise their work in a better way
• It satisfies the subordinate’s need for recognition
• It creates an environment and opportunities to develop and exercise initiative.

Why is delegation important?

Delegation of authority is important for successful competition of a task, and it has been seen that with proper delegation, an organisation can achieve certain benefits:

Successful management

• With the help of proper delegation, managers can work more efficiently as they get more time to focus on important matters
• Managers do not have to spend their time doing routine work 
• Proper delegation of work provides them opportunities to excel in new areas.

Employee Promotions

• Employees get enough opportunities to utilise their talent
• It allows them to develop and acquire new skills
• With proper delegation, when employees can perform designated tasks, they are considered ready to take on more responsibilities 
• It helps in improving their career prospects.

Employee motivation and recognition 

• When employees are trusted for a particular designated task, they feel motivated
• Different talents of the employees are acknowledged 
• Employees feel encouraged and thrive for even better performance
• With proper recognition, employees feel that they are valued.

Chances of employee growth

• Effective delegation helps in the expansion of employee’s roles when they are ready to take up leading positions 
• Experienced employees play a significant role in new assignments. 

Management hierarchy

• A successful delegation of work establishes a healthy environment with a proper hierarchy of management
• Generally, the degree and flow of authority determines the delegator and delegatee

Smooth coordination

• With the proper delegation, there is clarity about the authority, responsibility and accountability
• overlapping of duties and duplication of effort can be avoided 
• A clear picture can be assessed at various levels for seamless coordination.

Conclusion 

Both authority and responsibility are that when an employee is given responsibility for a job, he must also be given the degree of authority necessary to carry it out. There is no doubt that delegation of authority empowers an employee to act for his superior, but the superior would still be accountable for the outcome. It can be stated that while authority is delegated, responsibility is assumed, accountability is imposed. 

The ultimate purpose of delegation is to ensure that the subordinates perform tasks and help reduce their manager’s workload. Responsibility for work builds the self-esteem of an employee and improves his confidence. The clarity in reporting relationships helps develop and maintain effective coordination amongst teams. Thus, delegation is a key element in effective organising.