This post was prompted by a number of questions raised by managers and supervisors in my management training seminars. It brought a very common management blunder to the surface, and I realized it was something that needed to be addressed in my training session on DELEGATION.
I’m referring to the delicate technique of delegating authority when giving an assignment to a subordinate. Do YOU know how to do this well? Apparently, it’s a problem for many managers, and often leads to confusion, frustration, and conflict in the workplace!
Up Close and Personal
One of my students related a typical scenario: Her CEO boss gave her the assignment to coordinate the production of an annual report that required content from each of the members of the CEO’s executive team. When she requested content from the executives at the agreed-upon deadline, they were not forthcoming (a common problem, by the way!) When she complained to her boss (and THEIR boss…the CEO) he told her, “Diane, you just have to be stronger with them!”
Well… NO, that’s not how it works!
Whenever you delegate any part of your authority to a subordinate, it is YOUR responsibility to clearly communicate what you are doing TO EVERY PERSON INVOLVED IN THIS EXCHANGE. It is NOT your subordinate’s responsibility to convince people that they are now under new authority!
COMMUNICATE! Like this…
Let’s revisit the original example I shared. In this scenario, it is NOT Diane’s responsibility to “be stronger.” It is THE CEO’S responsibility to communicate clearly to his executive team that “when Diane comes to you with a request for your contribution to this annual report, you are to treat that request as if it comes directly from ME. And if you are not forthcoming with your assignment, you will have ME to deal with, not Diane!”
Unfortunately, this simple principle is too often ignored by ignorant and unschooled managers. As a result, there are legions of beleaguered subordinates in every organization today, desperately trying to deliver projects on time, hampered by toothless authority, doomed to cajole, whine, and threaten in order to meet deadlines imposed by their disengaged bosses.
DON’T BE THAT KIND OF BOSS! And when you are on the receiving end of delegated authority, make sure your boss runs interference for you by clearing the path ahead of time with clear announcements to every staff member and colleague involved in the assignment. If your boss’s help is not forthcoming, just ask this simple question when first given the assignment: “Boss, how will people know that this project has your personal backing and authority behind it???”
Here are the two basic principles for delegating your authority when giving an assignment.
#1. Communicate CLEARLY to EVERYONE INVOLVED that your “delegate” is carrying out an assignment under YOUR DIRECT AUTHORITY. That means everyone involved is required to treat your “delegate” AS IF THEY ARE YOU. Remember the example I gave. It’s the CEO’s responsibility to make that clear to everyone involved.
#2. You must be prepared to back up your delegated authority with your REAL AUTHORITY and PRESENCE if necessary! That means, if your “delegate” runs into any resistance from colleagues or fellow team members while carrying out the assignment you’ve given them, YOU MUST BE PREPARED TO TAKE AN ACTIVE ROLE YOURSELF. You must be willing to confront any resistance with a personal contact and nose-to-nose conversation! Remember the example I gave:
“When Diane comes to you with a request for your contribution to this annual report, you are to treat that request as if it comes directly from ME. And if you are not forthcoming with your assignment, you will have ME to deal with, not Diane!”
Of course, there is much more to consider when sharing your authority with others! That includes understanding how to adjust the level of authority you give to another person depending on THEIR ability, reliability, and stage of development.
— Image by © Royalty-Free/Corbis
There are 6 different Levels of Delegated Authority…
For a more detailed explanation of how to delegate authority appropriately to the particular subordinate you are entrusting with an assignment, download this helpful resource: TRACKS09.pdf (thebossdoctor.net)
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If you or your leaders need more help to do a better job of delegating assignments, be sure to check out the following blogpost: Getting Things Done Through Other People | The Boss Doctor
And download this helpful guide: PTRAIN09.pdf (thebossdoctor.net)
And if the managers and supervisors in YOUR organization need some help understanding how to be effective in their leadership roles, we can help! We can equip them with the tools to become truly inspiring and motivating leaders. Use this link to view a list of training events we provide organizations like yours: TopicListCLI.pdf (clionline.com)
And don’t forget to stay tuned to this blog! We are constantly in the field and in the literature, researching the latest information on effective management and leadership and passing those great insights on to our clients. We promise to keep you learning and growing with each post.
Until next time… Yours for better leaders and better organizations,
Dr. Jim Dyke – “The Boss Doctor” ™ helping you to BE a better boss and to HAVE a better boss!
