Why is Delegation Needed in an Organization?
Delegation is the basic function of an organization. With the loads of activities to be done by the organization’s people, they delegate their work to other people in ambit of their authority. Delegation function is the core concept of management leadership which allows the people of the organization to equally distribute duties throughout the work force of the organization.
In this context, we will discuss the importance of delegation in an organization’s sphere. We will discuss more about elements of delegation, its importance, etc. in this article.
What is Meant by Delegation?
Delegation is defined as the shifting of authority and responsibility for organizational functions, decisions from one person to another. To be more precise about the term ‘delegation’ the following pints are to be kept in note –
Delegation is not about imposing personal responsibility on others. This is about spreading it over the organizational level to gain the best advances of the organization on the basis of short-term and long-term goals.
Delegation does not involve directing people what to do, rather this is involved about the outcomes and result that are associated by working together.
Delegation is not about leadership abdication, rather it takes some time, planning and effort to complete properly.
Each member of the organization can be called a delegate. Thus, a delegation of doctors to a hospital may want to make sure about the rights and needs of patients are not ignored, just as a delegation of people who attends a religious conference to express their concerns and conduct prayer.
Delegation is the act of assigning the authority to another person, this normally happens from a manager to a subordinate staff to carry out specific managerial activities. Delegation is the process of distributing the work to another person. Delegation is the core concepts that include managerial leadership.
Delegation makes the manager fix their own work and delegate responsibility to other people at the same level. From a management point of view, delegation is the shifting of project responsibility to others in the team, making them responsible to finalise the work product effectively.
Elements of Delegation
The elements of delegation are as follows-
1. Authority can be delegated –
As a leader, in the formal authority reign another teammate is assigned a task. In this essence, the teammate takes action on behalf of the leader.
The Authority comes from the power of position. More the authority, more is the ability to delegate the responsibilities.
2. Responsibility is to be delegated, not assigned –
Responsibility is to be delegated to another team mate. However, the leader cannot assign the responsibility to the team mate.
3. Delegating Accountability Means Obligation –
Delegation of work and expecting accountability is the moral compulsion that is required to be felt by a teammate to meet the goals and objectives of an assigned task.
Importance of Delegation
The importance of delegation can be justified in following points:
Frees up Time
For an effective work of the leader, they need to be very balanced about their time and work. When leaders delegate tasks to others, they become free and thereby focus on higher-value activities.
Prioritize important work
Delegation starts with deciding which tasks can be delegated and which is not to be delegated. Prioritizing tasks helps the leaders to delegate the high priority work to efficient employees and rest to others.
Empowers the Employees
Delegation enables the employees to demonstrate their capability to take new work. This will give them confidence to work on challenging activities, delegation gives them exposure to do new activities.
Supports the new skill
Delegation encourages new skills among the team. While the leaders too can take up new activities to focus on hence delegation allows both the leaders and the subordinates to work on a whole new creation.
FAQs on Delegation: Meaning and Importance
1. What is delegation in management and why is it considered important?
Delegation is the downward transfer of authority from a superior to a subordinate. It is a fundamental process in management that allows a manager to assign tasks and grant the necessary power to complete them. Its importance stems from several key benefits, including:
- Effective Management: It frees up managers from routine work, allowing them to concentrate on high-priority functions like planning and policy-making.
- Employee Development: It provides subordinates with opportunities to utilize their skills, gain experience, and develop themselves for higher responsibilities.
- Motivation of Employees: Entrusting subordinates with tasks and authority boosts their self-esteem and confidence, acting as a powerful motivator.
- Facilitation of Growth: Delegation helps in preparing a trained and experienced workforce, which is essential for an organisation looking to expand or diversify.
2. What are the three essential elements of delegation according to the CBSE syllabus?
The three interrelated elements of delegation are Authority, Responsibility, and Accountability.
- Authority: This refers to the right of an individual to command their subordinates and take action within the scope of their position. It is delegated from top to bottom.
- Responsibility: This is the obligation of a subordinate to properly perform the assigned duty. Unlike authority, responsibility cannot be fully passed on; it is an obligation that is accepted.
- Accountability: This implies being answerable for the final outcome of the assigned task. A crucial aspect is that accountability cannot be delegated. A manager remains accountable to their own superior for the tasks they delegate to their subordinates.
3. Can a manager delegate accountability to a subordinate?
No, a manager can never delegate accountability. While authority is delegated and responsibility is assigned, accountability is absolute and remains with the manager who delegated the task. The subordinate becomes responsible to the manager for the job, but the manager remains accountable to the organisation for the final outcome. For instance, if a sales manager delegates a target to a salesperson who fails to achieve it, the salesperson is responsible to the manager, but the sales manager is ultimately accountable to the company's director.
4. How does delegation differ from decentralisation?
Delegation and decentralisation are often confused, but they differ significantly:
- Scope: Delegation is a process involving a superior and a subordinate, making it narrow in scope. Decentralisation is a wider-scope policy decision that applies to the entire organisation, involving the systematic dispersal of authority to lower levels.
- Necessity: Delegation is an essential act for any manager to function, as no single individual can do all the work. Decentralisation is an optional policy that top management may or may not implement.
- Control: In delegation, the ultimate control and accountability for a task remain with the delegating manager. In decentralisation, control is more diffused, and lower-level managers have more autonomy.
5. What is the 'Principle of Parity of Authority and Responsibility' in delegation?
The 'Principle of Parity of Authority and Responsibility' states that for delegation to be effective, the authority granted to a subordinate must be equal to the responsibility assigned. A mismatch can create problems:
- If authority is greater than responsibility, it can lead to the misuse of power.
- If responsibility is greater than authority, the subordinate will be unable to perform their duties effectively, leading to frustration and failure to complete the task.
6. What are the primary barriers to effective delegation from a manager's perspective?
Managers may hesitate to delegate for several reasons, creating barriers to the process. Common barriers include:
- Fear of losing control: Some managers believe delegation will diminish their authority or control over the work.
- Lack of confidence in subordinates: A manager may feel that their subordinates are not capable or experienced enough to handle the task.
- 'I can do it better myself' attitude: Some managers are perfectionists who believe no one else can perform the task to their standards.
- Fear of competition: A manager might worry that a successful subordinate could become a rival for their own position.
7. Why is delegation considered the basis of the management hierarchy?
Delegation is the very foundation of the management hierarchy because it establishes the authority-responsibility relationships that connect different job positions. It is the process through which superiors and subordinates are linked. The flow of authority from higher to lower levels defines who has the right to command and who is obligated to obey, creating the clear lines of communication and control that form the structure of an organisation.
