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10 Essential Tips for Executive Delegation

Posted by iCarryalls on 11/4/2014 to Other

We envision many of our clients and customers at iCarryalls to be business executives, in upper management, rapidly progressing in an organization and being in charge of employees --while also desiring the finest of leather luggage and accessories.  As an executive, we will be covering delegation in this article. Executive delegation is not simply a choice in today’s business world, but a necessity and requirement for functioning and success from the smallest business owner to mega-corporations.  If a company wants to grow and succeed, even to maintain prosperity, this all requires executive delegation.

 

The Symptoms of not delegating are all too familiar and frequent:


Working long OT hours or taking work home

Important projects suffer from neglect or in-attention

Chaos and clutter

Over-focus on completed work by other employees

Usually completing priority tasks with little time to spare, if not a day or two late.

Routine-mundane tasks are given too much time and attention

Vacation?  What vacation?  Little time given to leisure or play.

End Result:  unhappy employees and family, unhappy you with a business on the brink of stagnation.

 

The reasons for not delegating:  usual suspects, ego, fear of loss of control, hands-on management (traditional craftsmanship), lack of trust, have-to-do-it-all-myself personae, yet there even more dire consequences of not delegating:  poor employee morale, burn-out, misallocation of personal and business resources, damage to the company image and ultimately the bottom line:  the company’s health.  Any of these bottlenecks could slow down productions, produce unwanted chaos and clutter, hinder new developments, and reduce sales, leading to an entropic downward spiral of business efficiency.

 

The reasons and benefits for delegation far outweigh any perceived threats or disadvantages exponentially.  Delegation is a must in today’s competitive and global market, and its’ value should not be under-estimated.  Delegation is about effective management, effective leadership, trust, and a number of other variables. But also an art and skill that can be learned with proper protocol and practice. Of course not all tasks can be delegated such as basic planning and strategic issues, other midlevel management tasks (interviewing, hiring, conflict resolution, performance evaluations, et. al), should be delegated with sound judgment.  Here we give you 10 essential tips for executive delegation, in no particular order, but all of paramount importance.

 

10 Essential Tips for Executive Delegation

 

1. Plan for Delegation – the obvious must be stated first.  Just as a company has a financial and business plan, a delegation plan will ensure successful efforts of allocating work to new employees with clear job roles and responsibilities within the bigger picture of how the organization is structured, how it functions, what its’ expectations are, and specifically what the employee’s overall role is within the company vision.

 

2. Sound Hiring Practices – matching key players with key roles is paramount to business efficiency and success.  Is the potential employee sufficiently qualified to take on the accountability and responsibilities of the tasks that are delegated to them?  If the wrong employee is hired, he or she will require more training and more supervision, essentially more work for others.  This bottleneck invites un-necessary mid-level micro or nano-management responsibilities that will affect the synchronicity of your team’s functioning and performance. During interviews ask specific questions concerning work experience and check references of past performance.

 

3. Open Communication within a Positive Work Environment – Managers must keep lines of communication open to employees.  Employees should not be working in an environment of distrust, fear or dismissal.  For jobs well done – public kudos and praise are encouraged to foster this environment.  Take the time to ask how the employee is doing.  Practice empathic and proactive communication.  Emphasize tools of motivation to increase employee enthusiasm.  Foster trust, respect and humility in relation to those on your team.  Be clear and concise in your communication concerning the employee’s delegated responsibilities.  There should be no role or job ambiguities in your job description.  As an effective leader, you should also prepare for mistakes, bumps in the road –yet any error in an employee job task, should never be a public reprimand, but a time to learn from the mistake and consult with the employee privately.  Be available and approachable for questions from new employees.  It is quite common for new employees to have clarification questions concerning the scope of their responsibility, as well as authority of their required tasks.  Take the time to truly listen.

 

4. Established Policies, Procedures and Protocol – clearness, lucid policies and procedures usually within the clarity of specificity of an employee handbook should help out delegation matters immensely.  It will cut down on idle gossip questions among employees such as “When is break time, I need a smoke?” or more important questions concerning the flow of work and information, such as “Who do I deliver this to?”  Strive for perfection and excellence in the small details, such as this.  By doing so, you are indicating not only an image of organization and management, but illustrating leadership and management by example.  Role or job ambiguities lead to stress and frustration for delegates who do not have the knowledge necessary to effectively function within the team of the organization.  Set realistic deadlines and try to reduce any organizational ambiguities that may exist.

 

 

5. Adequate Training – an orientation or on the job training program will help build the delegate’s role image, accountability and responsibility.  If you are delegating your responsibilities, and want the tasks accomplished in a specific way take the time for training.  You certainly do not want to spend time editing or correcting, or assigning that task to others.  In other words –strive to eliminate micro and nano-management. The training may require an investment of time, but most management scholars agree that the investment pays off in the long run.

 

6. Review, Projection and Organizational Vision Meetings – when groups function well sharing organizational tasks and goals, a monthly (or as needed) meeting is in order.  As a manager this is also the time to reinforce all of the above.  Give praise for efficiency and task responsibilities that are handled well.  If there are needed changes or potential problems –bumps in the road, handle them delicately.  This is also the time to motivate and increase employee enthusiasm.  Such meetings should concentrate on the following question:  How are we doing and where are we going? Express and articulate your organizational vision and how each delegate contributes to the overall process –praise each member of the team during the meeting.  If the team is doing exceptionally well, reward them –“spring” for a business luncheon.  Reinforce, motivate and strive to keep your employees happy and on track.

 

7. Accountability and Responsibility – Lead By Example – this is probably the hardest part to teach to new employees, yet if you are organized and synchronized with the flow of work and information, employees will notice, admire and respect.  Make sure they have the proper tools required for their designated responsibilities of which they are accountable for.  These may be as simple as CRM, project management software, business apps or other items which are required to complete the task.  Maintain their sense of work integrity and accomplishment by being absolutely certain, they have the necessities to undertake the task.

 

8. Empower and En-Trust Your Delegates – Power and trust are two qualities that you are assigning to your delegate.  These two qualities work by the principle of mutual reciprocity:  in essence, you are empowering and trusting each other.  Without these qualities, especially trust, delegation is bound to fail.  You must trust that the delegate is accountable and responsible in performing his or her assigned task.  In kind, they must trust that you will not over-burden them, disrespect their abilities, or dismiss-fire them for no apparent reason.  Also, by empowering the delegate give him or her enough room to breathe, function and develop as a valuable team member.

 

9. Fairness in Promotions and Delegation of New Responsibilities – this is a tough one.  Fairness in promotions has to be made very tactfully and with grace.  Unfair or prejudiced promotions can lead to all kinds of internal and interpersonal business conflicts.  Pride, Envy, Jealousy, Ego are all bound to create noise and chaos in the work environment, if this aspect of delegation is neglected.  We have all heard the various epithets and slurs concerning this:  He only got promoted because he continually sucks up to the boss, etc.  We advise a short meeting explaining exactly why the promotion was made within the vision of an organization that is expanding as employee tasks will be upgraded during the process.  We all know there are certain people who will be more adequate than others in taking on more advanced responsibilities, but by all accounts be fair and explain why the choice was made.

 

10. Having a Passion for Synchronized and Effective Teamwork – picture your organization as a finely tuned Maserati or Porsche – have passion for all of the components which fit together to function.  The smallest sensor in your car is just as important as the motor or body.  Everything fits together and works well.  I would imagine you would spend much time with such a vehicle making sure everything is functioning properly.  Your business will only be as effective as the team you have.  Each and every delegate counts in the overall vision and efficacy of your organization.  Spread motivation, trust, empowerment, respect, and humility while delegating accountability and responsibility in tasks and goals.  Keep the lines of communication open and continually stress “teamwork,” and the dynamism and passion which not only sets your organization on track for success and improvement, but enriches your life and the employees involved on your team.  By following these 10 essential tips, you are on your way to successful executive delegation. 

 

For all your leather luggage, bags & totes, organizers, portfolios, and digital device cases and carriers, iCarryalls has the product to fit your personal and business needs.

 

Comments
Timothy Ruger
Date 11/4/2014
Awesome Post !! TCR
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