Everything you need to know about the importance of delegation of authority. Delegation is the essence of good organisation.
It is an important process to manage the affairs of an enterprise satisfactorily. Delegation of authority means conferring authority to another, to accomplish a particular assignment.
That means a manager can get things done through others by sharing authority with them. Delegation stands for calling others to render help in accomplishing a job.
Some of the importance of delegation of authority are:-
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1. Relieving Top Executives 2. Improved Functioning 3. Use of Specialists 4. Helps in Employee Development 5. Helps in Expansion and Diversification 6. Development of Managers
7. Development of Subordinates 8. Better Decision-Making 9. Faster Decisions 10. Specialisation 11. Job Satisfaction 12. Promotes Interpersonal Relationships
13. It has Dynamics of Management and Essence of Sound Organisation 14. It is an Art of Getting Things Done 15. It Establishes Healthy Relationship 16. It Facilitates Management and a Few Others.
Importance of Delegation of Authority in Management
Importance of Delegation of Authority – Relieving Top Executives, Improved Functioning, Use of Specialists and a Few Others
Delegation is a universally accepted principle. It has been practised since time immemorial and in every field. Delegation is necessary not only for a business undertaking but also for running a government. In government, legislative bodies delegate their powers to Council of Ministers who in turn delegate to officers and so on. Delegation is essential even for running a family because head of the family will have to get the help of various members for performing various tasks.
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An industrial undertaking benefits by delegation in the following ways:
1. Relieving Top Executives:
Top executives cannot perform and supervise each and every work. Moreover they are required to undertake important tasks of planning and controlling. Delegation helps executives in delegating their work to subordinate officers.
2. Improved Functioning:
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In the absence of delegation some persons may be burdened with more tasks while others may not have sufficient work to do. Delegation helps in rationalising the functioning of an organisation. Work is divided among various persons in such a way that it is done in an efficient way. Nobody is unduly burdened and no work is left unattended.
3. Use of Specialists:
Delegation enables the use of specialists for taking up different functions. A production manager will be assigned the task of production, a sales manager will look after sales department, and a lawyer will look after legal matters and so on. The use of specialists for different functions will improve the quality of work.
4. Helps in Employee Development:
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When subordinates are given independent assignments then they will be able to use their initiative and experience. This will also give them confidence in taking up further responsibilities. Without delegation, subordinates will not get a chance to try their knowledge. Delegation of power is the best way of developing subordinates and preparing them for taking up more responsibilities in future.
5. Helps in Expansion and Diversification:
The expansion and diversification of an enterprise needs the services of more and more persons. The assignment of various tasks to subordinates will prepare them for undertaking new assignments. If subordinates are not assigned important works earlier then it will be dangerous to give them independent tasks straight way. Delegation is very useful for undertaking expansion and diversification plans.
Importance of Delegation of Authority – Relief to Top Managers, Development of Managers, Development to Subordinates, Better Decision-Making and a Few Others
Delegation is unavoidable.
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Managers have to be skilled in the art of delegation because of the following reasons:
1. Relief to Top Managers:
Delegation relieves top managers of the burden to carry out all the activities on their own. By delegating routine activities to lower levels, they can concentrate on important policy matters and increase efficiency of the organisation.
2. Development of Managers:
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If managers delegate authority and responsibility to subordinates, they can accept more tasks and responsibilities from their superiors. By delegating routine jobs down the hierarchy, they can take more challenging projects and expand their skills as competent managers.
3. Development of Subordinates:
When work, routine and innovative, is delegated to subordinates, their skill in managing the delegated tasks increases. Proper training facilities can be provided to develop them as potential managers. Subordinates become confident of doing the work and also accept more responsibility in future.
4. Better Decision-Making:
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Decisions relating to routine matters are taken by those who are closest to the decision-making situation. This increases the quality of decisions.
5. Faster Decisions:
Not only are the decisions effective, they are also taken quickly as subordinates have the authority to do the jobs without going to the superiors every time they face a problem. They have the authority to deal with the problem situation at their level.
6. Specialisation:
Division of work into sub-units and delegation of responsibilities according to skill, knowledge and competence of subordinates enhances their specialisation on the job and results in greater and better output. “Delegation provides a way to break down the responsibilities of a manager and assign them across several subordinate managers based on their specialised capability.”
7. Job Satisfaction:
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Delegation provides job satisfaction and motivates the subordinates to perform better in future if they achieve the standards of performance within the specified time and cost constraints.
8. Promotes Interpersonal Relationships:
Delegation increases interaction of managers with subordinates and promotes healthy relationships amongst them.
The advantages of delegation rightly enable a manager to multiply himself.
Importance of Delegation of Authority
Delegation is the essence of good organisation. It is an important process to manage the affairs of an enterprise satisfactorily. Delegation of authority means conferring authority to another, to accomplish a particular assignment. That means a manager can get things done through others by sharing authority with them. Delegation stands for calling others to render help in accomplishing a job.
The importance of delegation can be judged from the following:
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Importance # 1. It has Dynamics of Management and Essence of Sound Organisation:
It has been observed that an individual cannot manage and control everything in the organisation due to various limitations. Therefore, he has to divide the workload and share the responsibility with his subordinates. When a man’s job grows beyond his capacity, he must share it to get it done successfully through other people.
Importance # 2. It is an Art of Getting Things Done:
Delegation of authority has been recognized as an art of getting things done in the best possible manner. By delegating, the superior or seniors share their workload with others and concentrates himself on more important policy matters. He is relieved of the routine matters.
Importance # 3. It Establishes Healthy Relationship:
In this, healthy relationship between the executive and his subordinates are established. It increases interaction and understanding among managers and subordinates. It is management’s best technique to help, to improve the job satisfaction, motivation and morale of subordinates. It is helpful in satisfying the needs for recognition, responsibility and freedom.
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Importance # 4. It Facilitates Management Authority:
A manager who delegates, accomplishes much more than the one who does not delegate, it is because of simple reason that the management harnesses fully the skills and the capabilities of the subordinates. Therefore, the managers cannot do much more than they could do if they had not delegated. By delegation they multiply themselves.
Importance # 5. Delegation Aids to Executive Development:
Delegation aids to managers at lower levels to get valuable experience in decision-making. They develop their abilities and can fill the higher position in case of need. It facilitates the diversification and expansion of business through a team of competent and contented workers. It is practically definite that an organisation cannot expand itself without delegation.
Importance # 6. Creation of Rights and Responsibilities:
Through the delegation process each position in the organisation becomes a cluster of rights, responsibilities, relationships and obligations which demand the person to function in certain defined ways.
Importance of Delegation of Authority – 8 Facts which Clarified the Importance of Delegation
Delegation of authority is an important instrument for effective management. If the workload of a person is more than his capacity, he tries to sustain his capacity through delegation of authority. Thus, it is clearly evident that the power of an officer is expanded through delegation of authority.
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The importance of delegation of authority is clarified through the following facts:
(1) Effective Management:
Effectiveness means successful accomplishment of an objective. Delegation of authority reduces the workload of a manager. Managers who practice delegation of authority are definitely better decision makers than those managers who do not delegate authority. The former ones get the benefit of the skills of their subordinates. This situation eases the attainment of objectives. As a result, the effectiveness of managers is improved.
(2) Employee Development:
The mental growth of a person takes place only when he has authority to take decisions. The process of delegation of authority provides managers the authority to take decisions. With the given authority, managers take decisions contingent to the situations. Not only this but they even guide and motivate their subordinates. This type of practice adds on to their knowledge and experience. As a result, in future they become more able to take extra responsibility.
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(3) Motivation of Employees:
In the process of delegation of authority, both authority and responsibility are delegated to the subordinates. This situation provides liberty to work and take decisions on part of subordinates. Gaining through this, they exhibit their talent and skill. With better performance organisation. Consequently, they get job satisfaction and feel motivated to perform ever better.
(4) Facilitation of Growth:
Delegation of authority does not only develop only one person or division but facilitates the development of organisation as a whole. It makes better utilization of resources through division of work. As a result, profits are increased and managers as well as subordinates feel motivated. With this situation in an organisation Efficiency, Motivation and Satisfaction are at their maximum / peak.
As adequate number of able employees are available in an organisation to take decisions Expansion, Modernisation and Diversification of a business can be done with full confidence. A team is already existent in an organisation which does not shirk responsibility because of the delegation of authority.
(5) Basis of Management Hierarchy:
Management hierarchy is inevitable to run a business organisation successfully. Only because of this hierarchy, the superiors and subordinates they come in contact with each other and get an opportunity to understand one another. This hierarchy is established through the process of delegation of authority. Under this, authority flows from top level to the bottom level. As a result, senior and subordinate links are established from top to bottom.
(6) Better Coordination:
Delegation of authority is a process to establish relation among responsibility, authority and accountability. Through this, employees get clarification with regard to their powers, duties and accountability for work performance. Thus, a clear picture is delineated for all the jobs performed at various levels, which automatically establishes better coordination. The advantage of this is that neither duplicacy nor overlapping of work takes place.
(7) Leads to Quick and Better Decisions:
Decisions by delegation are taken not only at the top hierarchy but at all levels of management and it leads to quick decisions. All the subordinates fully know the problems of their field and this knowledge helps them in taking good decisions.
(8) Continuity in Organisation:
Because of delegation of authority the subordinates continue getting information about the activities of the superiors. If some superior leaves the concern or is promoted to some higher rank, his subordinate can easily be appointed in his place. Thus, continuity in the organisation is maintained and the work performance is not impeded.
Importance of Delegation of Authority – Explained!
Delegation has a distant origin.
According to the Old Statement, when Moses was faced with a problem, which he and his followers found difficult to resolve, he was advised by his father-in-law, Jethro, as follows:
“What you are doing is not good. You and the people with you will wear yourselves out, for the thing is too heavy for you: you are not able to perform it alone. Listen now to my voice. Choose able men from all the people, and let them judge the people at all times- every great matter they shall bring to you, but any small matter they shall decide themselves; so it will be easier for you and they will bear the burden with you”.
Delegation is a universal process. Wherever human beings live or work in groups, one or the other form of delegation is practiced by them. The head of the family delegates some of his powers to other members of legislatures. Members of legislature delegate their authority to an elected leader who, in turn, delegates some of his authority to the cabinet members chosen by him.
In fact, the need for delegation arises because it is impossible for an individual, whomsoever competent and capable he may be, to manage and control anything done even on a modest scale. Physical and mental limitations of an individual become all the more pronounced when it comes to management of a business enterprise.
As E.F. L. Brech has put it, “The tasks involved in the management process of a particular enterprise are too large, either because the amount of responsibility, or mental energy and so on, called for are too big for one individual; or because the task entitled require rather more than one individual can make available single – handed.”
Or, as Lounsbury Fish says, “An individual is only one manpower. Single-handed, he can accomplish only so much in a day. The only way he can achieve more is through delegation – through dividing his load and sharing his responsibilities with others”.
Through delegation, an individual can multiply himself and perform several simple and complex tasks. Take the case of the principal of a college. His responsibility is to run the college properly and he has the necessary authority for this purpose. But he cannot discharge his responsibility without delegation.
He cannot simultaneously look after sports, games, and other extracurricular activities. He cannot also find time to attend to the office, incoming and outgoing letters and, above all, proper discipline in the college. For discharging his responsibility efficiently, the principal needs to delegate authority to a number of persons such as class teachers, games teachers, teachers in charge of extra-curricular activities, office superintendent, and so on.
Delegation enables a person not only to discharge his responsibility but also to discharge it efficiently and economically, because in that case he can secure the benefits of specialized knowledge and expertise of several persons. For a business with branches situated at different places, there is no alternative to delegation.
Delegation ensures continuity in business, because managers at lower levels are enabled to acquire valuable experience in decision – making and they gain enough competence to fill higher positions in case of need.
Importance of Delegation of Authority – Enhances Managerial Effectiveness, Motivates Subordinates, Facilitates Organisational Growth and a Few Others
1. Enhances Managerial Effectiveness:
The manager, who delegates authority can perform much more than the one, who does not. This is because the manager who delegates can get some work done by his/her subordinates and he/she is able to concentrate on important matters which need his/her attention, take appropriate decisions and act accordingly.
2. Motivates Subordinates:
Delegation of authority implies grant of authority to the subordinate’s along with responsibility. As a result, subordinates have a sense of importance, apart from getting some independence. They are motivated to work for higher performance. They are also likely to perfectly use their abilities and skills to get their job well done.
3. Facilitates Organisational Growth:
Delegation of authority at all levels of management facilitates the growth of the organisation. This is because division of labour implicit in delegation enables the organisation to create more managerial jobs for assuming additional work load of expansion and growth. New departments can be created and managers can be appointed, who will have delegated authority to manage them.
4. Reduces Work Load of Managers:
On passing on some of his/her tasks to the subordinate, he/she is able to focus on crucial matters and devote more time on important aspects of his work. Through the process of delegation, the manager is able to share some of his/her workload with subordinates.
5. Helps in Development of Managers:
Delegation of authority is a source of development of managers. It opens up opportunities for manager to acquire leadership and other skills and competence. They are required to exercise their authority, to handle situations and to solve managerial problems. They are also required to get the things done accordingly by their subordinates, by motivating and guiding them.
6. Basis of Superior-Subordinate Relations:
Delegation of authority is the process by which superior-subordinate relations among managers are established. The flow of authority from the top management to lower levels is directed and regulated by the process of delegation.
Importance of Delegation of Authority – 9 Key Points
The delegation of authority and responsibility to the subordinates is so much important for a manager that the managers cannot deliver his/her best without delegation. If a manager thinks to do all kind of job by himself, then the final outcome may be of right quality, but definitely not at the right time.
If delivered at right time, the quality may not be as per the set standard. Hence, a manager can give quantity and quality output only involving subordinates at different level in the job. Thus, delegation become inevitable for a manager as the complexity in job is increasing day-by-day. The manager, by delegation, can focus on more critical and crucial aspects of job to make close to perfection.
The following points help in understanding the importance of delegation:
1. The delegation facilitates and promotes the function of specialisation.
2. By delegation, managers can develop the second line of managers to take over the future challenges under their guidance.
3. The delegation also facilitates in validating the corporate decisions at few levels.
4. Delegation builds a confidence level among the subordinates and motivates them to perform.
5. It is helpful in developing a better understanding between superior and subordinates.
6. It is a kind of on the job training at managerial level. A manager delegates authority and responsibility to subordinate or real job challenges for subordinates and find their solution with the delegated powers.
7. Delegation also provides opportunity to the subordinates to learn the new and untouched aspects of the job.
8. It also saves the time, of superior in common activities which can easily perform by subordinates and provide ample time to focus on more critical and crucial issues of job.
9. It also facilitates the corporate level/top level people in succession planning.
Importance of Delegation of Authority – Reducing Workload of Executives, Benefits of Specialized Service, Saving of Valuable Time and a Few Others
The importance of delegation of authority can be justified from the following points:
1. Reducing workload of executives – It relieves an executive from the heavy load of work and enables him to concentrate on the important functions of management.
2. Benefits of specialized service – It helps the superior to get the benefit of specialized knowledge and expertise of various persons at the lower levels.
3. Saving of valuable time – It saves valuable time of the executive as he can delegate routine duties to his subordinates. It enables the executive to devote more time to important matters like planning, decision-making, controlling, etc.
4. Prompt decision-making – Effective delegation speeds up the decision-making process as subordinates are authorized to take the necessary decisions on the spot.
5. Multiplying efficiency of managers – Effective delegation multiplies the efficiency and effectiveness of the manager. Delegation in a planned manner permits the manager to concentrate on key activities.
6. Promoting better understanding – Delegation causes subordinates to accept responsibility and exercise the initiative for solving problems. It activates interaction between the manager and his subordinates for effective functioning of the organization.
7. Satisfaction to subordinates – It provides satisfaction to subordinates in terms of recognition and opportunity to use authority. It satisfies the egoistic need and the need of self-actualization of the subordinates.
8. Operational autonomy – It facilitates decentralization of authority in an organization. It grants operational autonomy to lower levels. It creates a sense of self-importance and confidence in subordinates.
9. Opportunity for development – It provides a very good opportunity to subordinates to grow. Effective delegation causes subordinates to accept responsibility and exercise their judgement. This helps to train subordinates and improves their self-confidence.
10. Creating a formal organizational structure – It creates a superior-subordinate relationship which gives rise to a formal organizational structure. It establishes formal relationships throughout the organization, which helps in achieving coordination in various activities.
Importance of Delegation of Authority – In Achieving Organisational Goals
It is extremely important to delegate not only work but also the powers to do the work effectively.
Let us highlight the importance of delegation in achieving organisational goals:
1. Effective Management:
Delegation of authority means sharing responsibilities with subordinates. This gives managers the freedom from doing routine jobs and the opportunities to focus on issues of high priority. This enables the management to use managerial skills effectively.
Example – The sales manager can give responsibility of receiving orders and collecting payment to sales executives and he/she can concentrate on increasing company’s market share by meeting new customers or drafting strategies to increase sales volume.
2. Employee Development:
Delegation of authority and responsibility increases the employees’ morale and provides them opportunities to use their potential, develop required skills and the ability to handle complex tasks. This not only strengthens the employees’ career prospects but also prepares them as future leaders and decision makers.
Example – If a sales executive is given responsibility to give presentations to new customers he/she will not only feel important but also learn to handle questions, skills to get orders, understand customer behaviour etc.
3. Motivation of Employees:
Delegation of responsibility with authority indicates superior’s confidence and trust in his/her subordinate. This builds self-esteem, improves confidence and motivates the subordinate to prove himself/herself. The subordinates feel committed and work hard to achieve higher productivity.
Example – Prashant a fresh MBA was appointed as a trainee in Human Care Company Ltd. His responsibilities included looking after dispatch of goods and calling customers for payments but looking at his enthusiasm and confidence, the sales manager gave him the authority to make new distributors in the NCR region. Prashant worked hard and appointed two good distributors for the company in three weeks only.
4. Facilitation of Growth:
Delegation of authority and responsibility helps to train the in-house workforce for new projects or ventures. The organisation can use the already trained and experienced staff to launch new projects where employees can replicate the work ethos they have absorbed from existing units, in the newly set up branches.
Example – The company policy to fill in higher positions by promoting the existing eligible staff is an example of using the trained staff which is result of delegation of authority and responsibility.
5. Basis of Management Hierarchy:
The delegation of authority flows downwards from the superior to subordinates establishing the superior-subordinate relationships. The degree and flow of authority determines the reporting system and powers each position enjoys. Thus, delegation is considered as the basis of management hierarchy.
Example – If Mr. Ramakant gives authority to Ms. Sandhya to visit customers and give presentation, it is evident that Mr. Ramakant is superior and Sandhya is subordinate.
6. Better Coordination:
All three elements of delegation – the authority, the responsibility and the accountability determine the powers, duties and answerability of each position in the organisation. This brings in the clarity of work to be done and avoids overlapping or duplication of efforts or responsibilities. The clarity in responsibility and authority facilitates effective coordination amongst employees in all departments at all levels and functions of management.
Example – In a well-defined structure where production manager knows that he has to inform purchase manager two weeks before the raw material is required, there will be no reason for conflict between the two managers. Only purchase manager will place orders and others will inform him on time to avoid delays or confusions.
Importance of Delegation of Authority – It is a Fundamental Tool, Assistance for Management, Equal Distribution of Work, Development of Ability and a Few Others
Delegation is essential in a formal organisation. The importance of delegation of authority in effective management is fairly obvious, “Wherever a person’s job grows beyond his capacity, his success lies in his ability to multiply himself through other personnel”. Delegation is necessary for expanding the personal capacity of Individual manager. It is a very effective tool for effective organisation.
Different authority relationships that bind the specialised parts and position, of the organisation structure are established through the process of delegation of authority. Delegation enables the managers to distribute their load of work to others, thus leaving them free to concentrate on the higher functions of management. That is why delegation has been said the “key of organisation.”
Importance of delegation may be summarised as follows:
1. It is a fundamental tool – Delegation is fundamental tool of organisation for achieving objectives in time. Whole concept of organisation is based on delegation.
2. Assistance for Management – Managers and supervisors at all levels are able to free themselves for the most significant tasks.
3. Even/Equal distribution of work – The workload is spread over the available personnel, so that none is called upon to do more than he can reasonably accomplish. Work is thus done more quickly and more efficiently and bottle-necks are avoided.
4. Development of ability – Sub-ordinates are given encouragement, and because they are given a share in the management, a feeling of responsibility is created among them and their ability is developed.
5. Avoidance of reference back – As delegation permits the application of one of the most important principles of good organisation i.e. that decisions should be taken at the lowest possible level a reference back to higher authority for decision is avoided.
6. Subordinates are trained – Each senior, who delegates work to his subordinates, is in fact training someone to replace him when the need arises.
Importance of Delegation of Authority
(1) Delegation of Authority is Common Feature of an Organization:
Wherever human beings live or work in groups, one or the other form of delegation takes place between them. Head of a family assigns tasks and delegates appropriate authority to certain members of the family. Voters in a democracy delegate authority to members of legislatures to perform tasks and responsibility for benefit of society.
Elected members, on their part, delegate authority to their leader who, on his part, assigns tasks and responsibility to members of his cabinet and delegates them authority over use and control of organizational resources to perform their tasks and responsibility.
(2) Delegation of Authority is Necessary to Perform Tasks beyond Capacity of an Individual:
In a business organization, the tasks and responsibility to be performed are numerous and varied. It is not possible for a single person—the owner, or the Chief Executive Officer (CEO)—however competent and hardworking—to perform all the tasks and responsibility necessary to run the organization.
The only way he can perform his job is to divide his work into several tasks and responsibility and assign them to his subordinates and also give them matching authority over use and control of organizational resources for performance of those tasks and responsibility.
Delegation will enable him to multiply himself—he will become not one but several persons to perform the tasks and responsibility necessary to run the organization. Think, for example, of principal of a college. His tasks and responsibility are defined in the college and university manual and the relevant law. The university and college manuals and the law also define his authority to use and control the resources available to him to perform his tasks and responsibility.
But the question is- Can he by himself teach all the subjects to all the classes; can he manage sports, games and co-curricular activities; can he run the college office and canteen; and how does he alone keep records of fees and attendance of students, and also answer numerous queries received from the university and other educational authorities?
He can perform all these tasks efficiently only if he divides the tasks under different categories and assigns each of them to qualified and experienced staff—teachers, sports and games supervisors, office staff, and canteen staff—and delegates matching authority to each of them to use and control the college resources to perform their assigned tasks and responsibility.
(3) Key to Individual Efficiency:
Delegation of authority to subordinates enables a manager to perform his tasks and responsibility efficiently. It enables him to reap the benefits of their expertise in respective fields. The subordinates, on their part, benefit from experience gained by performance of various tasks and responsibility and discreet allocation of resources placed at their disposal. Over a period, subordinates themselves become experienced enough to manage different areas of activities in the organization.
Importance of Delegation of Authority – 7 Main Points
Delegation of Authority is the essence of formal structure of an organization. The delegation of authority by superiors to subordinates is obviously necessary for the efficient functioning of any organization, since no superior can personally accomplish or completely supervise all the tasks of the organization.
Its need and importance can be evaluated on the following grounds:
1. Delegation is the ability of a manager to share his burden with others. Delegation lightens the burden of a manager to tackle routine affairs and enables them to concentrate on special affairs of the management.
2. Delegation speeds up decision-making. When the subordinates are authorized to take a decision or handle an affairs within the prescribed authority. This facilitates quick decision-making as subordinates need not approach the boss.
3. Delegation causes subordinates to accept responsibility and exercise judgement. This not only helps train subordinates, but also improves their self-confidence and willingness to take initiative.
4. Delegation helps to improve job satisfaction, morale, and motivation of subordinates. They have psychological advantage as it helps to satisfy their needs for recognition, responsibility and freedom to work.
5. It enables the manager to obtain specialized knowledge and expertise of subordinates; since it improves the work performance because of responsibility.
6. Delegation maintains healthy relationship between management and its employees, as delegation increases interaction and understanding among managers and subordinates.
7. It serves as a tool for training executives for the future.