DELEGATION OF AUTHORITY:The Art of Delegation, Coordination

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Introduction To Public AdministrationMGT111

LESSON 17

DELEGATION OF AUTHORITY

At the end of the lecture the students will be able to understand:

The Process of delegation

Personal attitude towards delegation

Guidelines to overcome weak delegation and effective decentralization

How is Authority Delegated?

First we will see how authority is delegated. The process of delegation involves following steps:

1. Determining the results expected from a position: from each position in the organization

the results that are expected are delineated.

2. Assigning tasks to the position: each position is assigned tasks and activities to be

accomplished.

3. Delegating authority to accomplish the tasks: then each position is delegated authority to

accomplish assigned task.

4. Holding the person responsible for task completion: and finally the completion of task is

the responsibility of the person holding the position.

The Art of Delegation

Effective delegation does not occur in certain cases because managers are unwilling or unable

to apply the principles of delegation.

Much of the reason not to delegate is personal attitude towards delegation. The personal

attitude is that help towards Delegation are:

Receptiveness: It is the willingness of manager to give subordinates chance to make

decision

Willingness to let go: Those managers who have risen up in position do not want to

part with the decision that they made at lower level

Willingness to let others make mistakes: Although no responsible managers would sit

idle and watch the subordinates make mistakes. But if the cost of mistakes is not high

it should be considered as investment in personal development

Willingness to trust subordinates: Superiors should trust subordinates that they can

make decisions

Guides to Overcoming Weak Delegation

There are certain ways by which weak delegation can be overcome. These are as follows:

Define assignments and delegate authority in light of results expected or give sufficient

authority to make possible the achievement of assigned goals

Select the person suitable to do the job

Maintain open lines of communication with subordinate so that you are able to tell

them as well as listen to them.

Establish proper control by establishing standards of work

Reward effective delegation and successful assumption of authority

Determinants of Degree of Delegation of Authority

Managers cannot be for and against delegation of authority. They may prefer to delegate

authority or they may like to make all decisions. Following are the factors that determine delegation:

Cost of the decision: As a general rule costly actions will be decided at the upper level of

management. Cost may be in terms of money and such intangibles as the good will of

Introduction To Public AdministrationMGT111

the organization E.G. the decision of the airline company to buy airplanes will be made

at first or second level.

Desire of uniformity of policy: Those who value consistency above all favour centralized

authority. Uniform policy has certain advantages. E.G. standardized accounting

procedures as a uniform policy is desirable

Size and character of organization: The larger the organization the more decisions will

be made and the decision will be made at different levels in the hierarchy. This makes

decision making slow. Therefore, delegation may be preferred.

History and culture of the enterprise: It is the culture and history of organization that

determines whether the organization should decentralize decision

Management philosophy: The thinking of top management will influence that why

should be the degree of delegation

Desire for independence: Offices operating in the far flung area need to be delegated

authority. Long lines of communication cause frustration. Therefore, authority should

be delegated.

Availability of managers: Shortage of well trained managers may lead to

centralized

decision making

Control techniques: Effective delegation means that managers develop good system of

controlling

Coordination

Coordination is a process of integrating activities of the separate departments in order to achieve

organizational goals effectively and efficiently

Without coordination people will loose sight of their roles within the total organization and

tempted to pursue their own departmental interests

The importance of coordination is due to the high degree of specialization or division of work.

Because when people are doing their own specialized work they tend to develop narrow view. Therefore,

coordination of different specialized areas is very essential.

Specialization leads to four types of effect on people:

Own perception on organizational goals: E.G. accountant just sees cost control as most

important. There is a narrow view of thing.

Time orientation is different: People in production are use to handling crises that need to

be dealt immediately. People working in Research & development handle things in

relaxed way.

The above two affect the interpersonal styles. People in production may need clear cut

answers. People in research and marketing see relationship are more important.

Degree of formality: clear standards performance are required in production

Conclusions

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We have seen the principles of delegating authority

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The personal attitude towards delegation is important and what determines that how

much authority should be delegated

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Introduced the topic of planning

Concepts

The art of delegation:

the method by which authority is delegated.

Coordination:

the process of integrating activities

Specialization:

also referred to as division of labour.

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