Multiplying Effectiveness Through Delegation
Delegation is the transfer of responsibility while retaining accountability. Learn the steps, rules, and benefits of effective delegation to maximize job performance and work morale. Find out how to assign work effectively to enhance productivity and employee development.
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Chapter 7: Multiplying Effectiveness Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Agenda: Effective Delegation How to Assign Work The Role of Personality Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Effective Delegation Delegation: is the transfer of responsibility for the performance of an activity from one individual to another while retaining accountability for the outcome. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Effective Delegation Steps and rules for effective delegation 1. Select the person for the task 2. Define the task 3. Gain the subordinate`s views 4. Give authority and resources to perform the task 5. Use checkpoints to review progress 6. Hold accountable/ reward results Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
The rules for effective delegation: The rules for effective delegation apply to leading individuals as well as groups. The rules will maximize the job performance and work moral of employee, and will increase the overall productivity of their work group. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
The rules for effective delegation: 1. Share power with employee 2. Do not delegate the bad job, and save the good one for yourself 3. Know your employees 4. Use delegation as a development tool 5. Delegate work fairly among all employees 6. When you delegate authority, be sure to back your employees if that authority is questioned 7. Let employees know what decision they have authority to make and delegate decision making to the lowest possible level Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
The rules for effective delegation: 8. Delegate with consistency 9. Delegate whole tasks so that employees can see projects through to completion; allow sufficient time to get jobs done. 10. Insist on clear communication 11. Make good use of question when you delegating work 12. Explain the importance of assignments 13. Learn to live with work styles that are not like your own 14. Avoid delegating tasks that are pets, personal, or petty 15. Follow the three D`s for all work- do it, delegate it, or ditch it. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Assigning work effectively Assigning work effectively is one of the most important skills of the successful leader. The list of proven principles for performing this leadership task: 1. Consider the availability of the employee`s time and whether this is the ideal person to do the job. common mistake is for the leader to assign a job to the one who can get it done, even if this is the same person over and over again. This practice creates three problems: a. The overworked employee does not know the priority of many assignments b. The overworked employee become resentful c. The abilities of underworked employees are wasted or never developed. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Assigning work effectively 2. Use work assignments as a means of developing people Assign the task for person who is not familiar with it, and as a result he will develop his skills. 3. Know exactly what you want to communicate before giving an order confusion on the leaders` part creates doubt and lack of confidence in employees (clarity). 4. Ask rather than tell, but leave no doubt that you expect compliance. This approach shows both courtesy and respect. You can usually obtain more cooperating by asking for assistance than by commanding others to do job. 5. Use the correct language for the employee`s training level. Most occupations and jobs have abbreviations, slang words, and technical language that the new or untrained person will not understand. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Assigning work effectively 6. Make assignment in a logical sequence, using clear and concise language. People will easily remember things best that are clearly stated. 7. Be considerate but never apologetic when asking someone to do a job. 8. Talk deliberately and authoritatively, but avoid shouting across a room or making unnecessary show of power. 9. Take responsibility for the orders you give. 10. Give people the opportunity to ask questions and express opinions 11. Follow up to make sure assignment carried out properly and modify them if the situation warrants. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Management roles and skills: Leader`s effectiveness depends on knowledge and skills in solving organizational problems. Further, the types of problems to be solved depend on the Leader`s role or level of responsibility. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Management roles and skills: Technical skill: refer to having a knowledge about and being proficient in a specific type of work or activity. It includes detailed job knowledge, hands-on expertise, and the specialized use of equipment, techniques, and procedures. Both the technical expert and the work group supervisor should have a high degree of technical skills Relational skill: refer to having a knowledge about and being able to work with people. It include the ability to motivate, coordinate and advise other people, and advise other people, either as individuals or as a group. Sensitivity in human relation and a willingness to help other are essential elements of relational expertise. Success at all levels of management requires good human relation skills. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Management roles and skills: Conceptual skill: refer to having a knowledge about and being able to work with concept and ideas. It include the ability to think abstractly. Long-range planning, strategic decision making and the weighing of ethical considerations in employee, customer, and government relation all require conceptual skills. Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
The role of personality In hiring employee, each has special qualities and would make valuable contributions. However, each is different in style of interpersonal relations, and each would require different treatment to be both happy and productive. People are products of their culture- family, town and country. Thus, style of interpersonal relations is influenced by how we are raised. Societies teach and reinforce behavior styles. Because personality is a social construct, it involves cross- cultural variations. Shaikha Alhogail Mrs. Manal Alsolami & Mrs. Effective leader value differences and Strive to make best use of the contributions of all people
Personality and Culture People are products of their culture Our style of interpersonal relations is influenced by how we are raised Societies teach and reinforce behavior styles Personality is a personal construct and involves cross-cultural variations Studies show that style of interpersonal relations is a basic dimension or characteristic Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Personality and Culture Traditional social orientations Put the needs and interests of the group above the individual Individualistic social orientations Separate the self from others Participative social orientations Middle ground between the two above Warm and supportive human relations Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Personality and Culture Traditional cultures are formal and structured: England, Germany, Spain, Japan, China, India Participative cultures develop in melting pot societies: U.S. is 60% participative Shaikha Alhogail Mrs. Manal Alsolami & Mrs. Individualistic cultures: French, Italian, and Greek
Personality and Culture Exceptions to the generalizations: Human traits vary in degrees A person is a mixture of all three styles Describing groups of people should not obscure the diversity and variation of individuals Certain qualities belong to all people: Honesty Concern for others Open-mindedness Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Understanding Others Certain characteristics distinguish each interpersonal style Helps to explain why some people are: Easy to understand Hard to understand Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Characteristics that Distinguish each interpersonal style: 1. Form of control Traditional: are comfortable with rules, practices, and procedures Participative: prefer interpersonal commitment as a form of control Individualists: dislike the idea of restricted freedom 1. Basis of action Traditional: basis is direction from authorities in which they believe Participative: basis is discussion and agreement with others Individualists: basis is direction from within Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Characteristics that Distinguish each interpersonal style: 3. To be avoided Traditional: avoid deviation from authoritative direction Participative: avoid confrontation and strive to reach agreement Individualists: avoid not being themselves 4. Perception of Responsibility Traditional: believe highest allegiance should go to subordinate powers Participative: feel responsible to help others Individualists: assign responsibility for their actions to their own conscience Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Characteristics that Distinguish each interpersonal style: 5. Goals desired Traditional: value organization and order Participative: value group consensus and smooth human relations Individualists: value independence and freedom Shaikha Alhogail Mrs. Manal Alsolami & Mrs. 6. Basis for growth Traditional: believe there is a time and place for everything Participative: prefer growth through human interaction Individualists: prefer growth through introspection and self- analysis
Characteristics that Distinguish each interpersonal style: 7. Position in relation to others Traditional: are comfortable as members of the hierarchy Participative: are comfortable as members of the team Individualists: are most comfortable as separate people 8. Material goods Traditional: are excellent competitors Participative: collaborate to get material goods Shaikha Alhogail Mrs. Manal Alsolami & Mrs. Individualists: think that everyone should have material goods
Characteristics that Distinguish each interpersonal style: 9. Identification and loyalty Traditional: loyalty is to the organization Participative: loyalty is to the group Individualists: do not value loyalty, but when they have it, they have it intensely for the person or ideal they deem worthy 10. Time perspective Traditional: perspective is the future Participative: perspective is the near future Individualists: perspective is the present Shaikha Alhogail Mrs. Manal Alsolami & Mrs. Diversity gives strength to the society
Dealing with Different Types of People Differences in personality result in perceptions and judgments that are poles apart Awareness of the nature and needs of different types of people is the first step in building relationships This awareness can lead to new levels of cooperation and success Most people have characteristics of all styles, but prefer one or two Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Meeting the Needs of Traditional 1. Provide work rules and job descriptions with duties spelled out in priority order 2. Provide an organization chart 3. Respect traditions and established ways 4. Avoid changes when possible 5. Accentuate reason over emotion 6. Mind your manners and language 7. Establish a career plan with benchmarks for progress, rewards expected, and time frames Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Meeting the Needs of Traditional 8. Provide tangible rewards 9. Recognize good work with signs of status 10. Reinforce company loyalty 11. Communicate the mission, goals, and objectives 12. Provide an action plan 13. Keep work areas organized, clean, and safe 14. Be clear and logical when giving orders Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Meeting the Needs of Participative 1. Include them in the decision-making process 2. Provide off-the-job social interaction 3. Emphasize teamwork 4. Regular, well-run staff meetings 5. Ask for opinions, ask what is said, and demonstrate responsiveness 6. Get to know the person 7. Appeal to logic and feelings Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Meeting the Needs of Participative 8. Use communication vehicles 9. Allow people skills to shine 10. Provide growth opportunities 11. Keep human relations smooth Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Meeting the Needs of Individualist 1. Recognize independence and personal freedom 2. Provide immediate rewards for performance 3. Talk in terms of present 4. Provide opportunities for growth 5. Keep things stimulating and fun 6. Focus on meaningful personal experiences, satisfying interpersonal relationships, and important social causes 7. Provide individual job assignments Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Meeting the Needs of Individualist 8. Accentuate feelings and logic when handling problems 9. Reward good performance 10. Keep things casual 11. Avoid rigid controls 12. Treat the individualist as a separate person Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Solving Personality Differences Differences in personality can result in communication problems Misunderstandings can develop Four steps to improve communication: Step 1: Talk it out Use the positive approach Where: talk it out in private When: talk it out when people are fresh How: Is it true? Is it necessary? Is it kind? Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Solving Personality Differences Step 2: Be understanding Look at things from another person`s view Try to understand the forces that have influenced and shaped a person`s personality Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Solving Personality Differences Step 3: Be flexible Be willing to compromise Everyone must be flexible Step 4: Be tolerant Differences in personality are unavoidable Tolerance of different styles is necessary if communication is to be achieved Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Different Styles Needs and Contributions Different types of people need different treatment to be satisfied and achieve their potential Traditional: are upset by the absence of planning and clear guidelines Participative: are upset by conflict and impersonal relationships Individualist: are upset by strict rules and close supervision Effective leaders honor the needs of the three types of people Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Mixing Personalities Leaders should consider what members with different styles can gain from each other Interpersonal relations can add balance, flexibility, and overall effectiveness to a group As an organization experiences greater diversity, there is a need for greater tolerance The positive qualities of all three people can help an organization achieve its full potential Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
Interpersonal Styles In dealing with other people the leader must: Understand and value different types of people Be wise, caring, and be flexible The greatest good for all individuals can be achieved by working together Diversity enriches individuals and groups Consider the interests and meet the needs of others Shaikha Alhogail Mrs. Manal Alsolami & Mrs.
