3-Delegation in Time Management

Delegation for
TIME MANAGEMENT
TRAINING WORKSHOP
Paramjit S Lamba
Delegation
You should delegate a task when-
• Someone else on your team can be given the necessary
information to complete the task.
• The task provides an opportunity to grow and develop
another person’s skills.
• A task is repetitive in nature.
• Time frame permits adequate training, Q&A, monitor
progress and for rework, if necessary.
• Task at hand does not need your individual attention.
• Task at hand is manageable keeping in mind the capacity of
your team member.
Paramjit S Lamba
Steps in Effective Delegation
2. Provide Documentation
3. Track Work and Provide
and ClearFeedback
Instructions
4. Thank
1. Choose and reward
the right person the staff
person
Paramjit S Lamba
Effective steps for effective delegation.
• Choose the right person: An individual appointed to the delegated task
must have the necessary experience, knowledge and skills .
• Provide Documentation and Clear Instructions: Articulate the desired

outcome. Identify the lines of authority, responsibility and accountability
• Track Work and Provide Feedback: Ensure the project’s success through
ongoing communication and monitoring as well as provision of resources.
• Thank and reward the person: Provide financial rewards, future

opportunities, informal recognition, and other desirable consequences on
successful completion of the task
Paramjit S Lamba
Why Delegate ?
• To use skills and resources already within the group
• To keep from burning out a few leaders
• To develop new leaders and build new skills within the group
• To get things done
• To prevent the group from getting too dependent on one or
two leaders
• To become more powerful as a group
• To allow everyone to feel a part of the effort and the success
• Group members feel more committed if they have a role and
feel needed
Paramjit S Lamba
Why do you think you should not Delegate?
• …its too hard!
• …it takes too much time!
• …nobody can do it as good as I can!
• …nobody else has any time either……
Loss of control
Too much time spent on explaining tasks
Compromising your own value
Paramjit S Lamba
Introduce the Task
• Determine task to  Those tasks your delegates

have more experience with
be delegated  Routine activities
• Determine tasks to retain  Those things not in your
• Select delegate core competency
Effective Delegation
Paramjit S Lamba
Introduce the Task
• Determine task to be  Supervision of subordinates

delegated  Long-term planning
• Determine tasks to  Tasks only you can do

 Assurance of program
retain compliance
• Select delegate
Paramjit S Lamba
Introduce the Task
• Determine task to be  Look at individual

delegated strengths/weaknesses
• Determine tasks to retain  Determine interest areas
• Select delegate  Determine need for

development of delegate
Paramjit S Lamba
Exercise:
1. In your groups, brainstorm 5 tasks you are currently

doing that could be delegated.
2. Determine who would serve as your best delegate for
each of the tasks.
3. Compose what – why statements for each of the 5 tasks
brainstormed.
Paramjit S Lamba
How To Delegate
Demonstrate Clearly
• Show examples of previous work Let go…
• Explain objectives • Communicate delegate’s authority
• Discuss timetable, set deadlines • Step back, let them work
• Use constrained access
• Don’t allow for reverse delegation
Ensure Understanding
• Clear communication
• Ask for clarification Support and Monitor
• Secure commitment
• Don’t say no for them • Schedule follow-up meetings
• Collaboratively determine methods for • Review progress
follow-up • Assist, when requested
• Avoid interference
Allocate…
authority, information, resources • Publicly praise progress and completion
• Show examples of previous work • Encourage problem solving
• Explain objectives
• Discuss timetable, set deadlines
Paramjit S Lamba
Consequences of poor delegating
• Information and decision-making not shared by the group

• Leaders become tired out
• When leaders leave groups, no one has experience to carry on
• Group morale becomes low and people become frustrated and feel
powerless
• The skills and knowledge of the group/organization are concentrated in a
few people
• New members don’t find any ways to contribute to the work of the
group.
Paramjit S Lamba
Facilitating Factors for Delegation
• Your own competency to perform delegated tasks

• Your own eagerness to take responsibility
• Mutual trust between you and your seniors
• Trusting and entrepreneurial culture of the
organization.
• Role clarity for most roles in the organization
• Ability of the seniors in the organization to develop
others
Paramjit S Lamba
Summary
• Delegate when its not imperative for you to perform the task
yourself and you can hand it over to somebody who has the
skills and resources to do it himself.
• Ensure proper delegation by
1. Choosing the right person
2. Providing Documentation and Clear Instructions
3. Tracking Work and Providing Feedback
4. Thanking and rewarding the staff person once
the task at hand has been completed
Paramjit S Lamba
Thank You !
Paramjit S Lamba

3-Delegation in Time Management

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Delegation for

• Provide Documentation and Clear Instructions: Articulate the desired

• Thank and reward the person: Provide financial rewards, future

• …it takes too much time!

• …nobody can do it as good as I can!

• …nobody else has any time either……

Too much time spent on explaining tasks

Compromising your own value

• Determine task to  Those tasks your delegates

• Determine task to be  Supervision of subordinates

• Determine tasks to  Tasks only you can do

• Determine task to be  Look at individual

• Select delegate  Determine need for

1. In your groups, brainstorm 5 tasks you are currently

• Information and decision-making not shared by the group

• Your own competency to perform delegated tasks

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