Managing workload

Delegation is the administrative technique through which managers and supervisors give their immediate subordinates the authority to carry out an assigned task. Delegating tasks and responsibility is an important component of time management. The main reason people delegate is to lessen their workload, enabling them to focus on other tasks and responsibility. It may be helpful delegating some of the work to his team members which will help the manager in focusing on more important areas of his functional responsibilities

Contrary to common perception, delegation doesn’t mean that you have to give up control. Some of the common excuses for not delegating are totally unfounded, like ‘I can do it better myself,’ She isn’t qualified to do it,’ ‘I don’t have the time to teach others how to do it,’ ‘He messed up last time, so I’m not going to give him any more work’ etc.

However, one needs to realize that most people want to learn and take on added responsibilities. Also, a short-term investment in delegation will pay off in the long run.

Some tasks that aren’t part of an executive or manager’s competency can be delegated such as website design, travel arrangements, accounting, product deliveries, hardware/software help, legal issues, and some HR functions like recruitment.

Routine activities like data entry, phone inquiries, and preparation of letters/reports should also be handed over. If necessary, some tasks can even be delegated to people outside the company say consultants or sub-contractors.

Effective delegation will not only lessen your workload but also allow you to focus on more important tasks.

The following kinds of activities should usually not be delegated because they require the expertise of experienced managers:

* Activities where objectives aren’t well-defined.

* Managerial responsibilities like team-building or employee development.

* Company-wide decision-making

* Tasks involving confidential information.

* Disciplining or praising employees.

* Performance evaluations.

Effective delegation results in a win-win situation. Employees / subordinates will get the opportunity to gain valuable experience while, at the same time, easing up the superior’s tight schedule.

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