com
www.drjayeshpatidar.blogspot.com
Importance of Delegation:
One of the important methods of training subordinate and building morals.
Helps the manager to concentrate on the important work of planning,
organizing and controlling.
Aids to accomplish several simple and complex works.
Enables a person to discharge his duties effectively and economically.
Controls the functioning of business units located at different places. (Different
branches at different locations.)
Delegation of authority is one of the surest and best methods of getting better
results.
It is a tool for motivating and eliminating cumbersome information system.
Elements of delegation:
There are three elements of delegation. They are
1. Assignment of duties or responsibilities: When a superior has no time to
accomplish all the work, he/she assigns the responsibility to his immediate
subordinate.
2. Delegation of authority: There is always a need for authority to accomplish an
assigned task.
3. Accountability: It means that the subordinate is answerable to his immediate
senior. The person should accept responsibility for his own mistakes.
The superior, who delegates authority, is answerable to the management but not
the subordinate to whom the authority is delegated.
Principles of Delegation:
1. Delegation to go by results expected: Clearly know what is expected from a
person, before the delegation of authority.
2. Non-delegation of responsibility: A superior can delegate authority but not
responsibility. Assigning duties does not mean delegation of responsibility. The
ultimate responsibility for the performance of duties remains with the superior.
3. Authority and responsibility should commensurate with each other: A
subordinate can discharge his duties effectively and efficiently if there is proper
delegation of authority.
4. Unity of Command: It insists that a subordinate should get instruction from
only one superior.
5. Definition of limitations of authority: Written manuals of authority to
understand the direction and expanse of authority will avoid confusion
regarding the delegation of authority and enable effective functioning of the
concerned person.
www.drjayeshpatidar.blogspot.com
Types of delegation:
1) General Delegation: Granting authority to subordinate to perform various
managerial functions and exercise control over subordinates. These
subordinates are simultaneously supervised by top management.
2) Specific Delegation: The orders, directions or instructions are delegated to a
particular person specifically. E.g. personnel manager selection and
recruitment.
3) Written Delegation: Delegation made by written orders, instructions, etc.
Usage of proper words is essential.
4) Unwritten Delegation: The authority is delegated on the basis of custom,
conversion or usage. (No example)
5) Formal Delegation: The duties and authority are shown in the organizational
structure of the enterprise.
6) Informal Delegation: A person uses authority without getting it from the top
management. The reason is that he can perform his assigned duties effectively
in time.
7) Downward Delegation: When a superior could delegate duties and authority to
his immediate subordinate. This is most commonly used in any organization.
8) Accrued Delegation: Under this type of delegation, a subordinate can delegate
his authority to his immediate superiors. It occurs seldom in an organization.
9) Sideward Delegation: A person delegates authority to another person who is
also in the same rank as he is in the organization.
Advantages of delegation:
a) Basis of effective functioning: Delegation lays the basis of effective
functioning of an organization. It creates the relationship with others and
achieves various objectives of the organization.
b) Saving time: Delegation of authority enables the superior to allot more time to
important matters like planning, organizing, staffing, directing, coordinating,
controlling and decision-making.
c) Reduction of Work: Delegation relieves the superior from attending to the
routine matters. Normally, the routine matters are allocated to subordinates. It
helps the superior to carry out more responsible work alone.
d) Opportunity for development: Delegation of authority gives a very good
opportunity to the subordinate to grow. It helps in identifying the best person
among the various subordinates for development.
e) Benefit of specialized service: Delegation helps the superior to get the benefit
of specialized knowledge of various persons at lower levels. E.g. Production is
delegated to production manager.
www.drjayeshpatidar.blogspot.com
www.drjayeshpatidar.blogspot.com
8. Inability of the subordinate - The subordinate does not have ability to accept
any new work. The superior then hesitates to delegate the powers.
9. Inability of the superior The superior may be an inefficient person with
faulty methods of work procedures. In such cases the superior prefers to
keep all the authority to himself.
II.
Hesitation on the part of the Subordinates:
a)
Love of spoon-feeding Subordinate does not take decision even if given a
chance to do so.
b)
Easier to ask Subordinates often find it easier to ask their superiors for an
answer than to find it out for themselves.
c)
Fear of criticism Subordinate may fear criticism even for a silly mistake in
his decision making. This suppresses the initiatives of the subordinates.
d)
Lack of information / resources A subordinate may hesitate to take new
assignment due to lack of information of resources to fulfill it effectively
and efficiently.
e)
Lack of self-confidence This leads to not accepting any authority.
f)
Other work - Subordinate may feel that they will not be able to do additional
work along with the existing work.
g)
Inadequate incentives Some subordinates may feel that they may fail and
hence they dont want to accept additional responsibilities.
Steps involved in successful delegation:
Step I - Establishment of definite goals
Step II Developing personal discipline for supervision.
Step III Establishment of definite responsibility
Step IV Motivation of the personnel
Step V Determining what to delegate
Step VI Training the subordinates for the new assignments.
Step VII Report Collection from the subordinates
Step VIII Control Over the performance of the subordinates.
Pre-requisites for effective delegation of Authority:
The superior must understand the authority and responsibility of their own.
The superior must decide the portion of his authority that he wants to delegate.
The supervisor must have thorough knowledge of the abilities and inabilities of
his subordinates.
The supervisor must ensure that the subordinates have understood the delegated
work in the right direction.
The supervisor must delegate only the routine functions to subordinates.
The supervisor must understand the need, importance and value of delegation.
www.drjayeshpatidar.blogspot.com
The supervisor must delegate the work that can be performed independently.
The supervisor must dissuade the subordinates from being tempted to take
decisions by them selves.
The supervisor must release the decision making powers to his subordinates.
There should be adequate communication network within the organization.
There should be a clear definition of standard of accountability.
Delegation must be done in accordance with the overall plan for the completion
of the work.
The delegation of authority should be confined to the organizational structures.
CO-ORDINATION
Definition: To co-ordinate is to harmonize all the activities of a concern so as to
facilitate its working and its success. - Mr. Henry Fayol
Co-ordination is the effort to ensure the smooth interplay of the functions and
forces of all the components and parts of an organization to the end that its purpose
will be realized with a minimum of friction and a maximum of co-operative
effectiveness. Ordaray Tead.
Characteristics of Co-ordination:
1. Not a separate function of management: It is integrated in all functions of
management.
2. Managerial responsibility: Every departmental head is responsible to coordinate the efforts of his subordinates.
3. Co-ordination is necessary at all levels of organization: It is not bought or
left to chance hence top officials are to make deliberate efforts to bring coordination.
4. Provides unity of action: Unity of action is necessary to obtain common
objectives. Unity of action is heart of co-ordination process.
5. Relevant of group efforts: Group efforts rather than individual efforts are
necessary to bring about co-ordination.
6. Continuous and dynamic process: Co-ordination starts with planning process
and ends with controlling process.
7. System concepts: An organization is system of co-operative efforts. Each
department functions are different in nature and have inter-dependence. The
organization runs smoothly with the help of co-ordination. Thus co-ordination
is a system-concept.
Importance of Co-ordination:
1. Unity in diversity: Effective co-ordination I the essence of good
management. There are large numbers of employees and each has different
www.drjayeshpatidar.blogspot.com
2.
3.
4.
5.
6.
7.
8.
9.
Principles of Co-ordination:
1. Early start: Co-ordination should be started from the planning stage. The
management should prepare the plan after consulting the concerned officials.
www.drjayeshpatidar.blogspot.com
www.drjayeshpatidar.blogspot.com
in time. For this there is need for co-ordination between the supervisors and
top executives.
Techniques of co-ordination:
Clearly defined objectives: When the objectives of an organization are
clearly defined the employees understand their role in achieving them in a
better way.
Effective chain of command: The line of authority decides who is
responsible to whom. This aids to have proper control over the activities of
subordinates.
Co-ordination through group meetings: Group meetings provide a
platform to discuss the problems bringing out co-ordination.
Harmonious policies and procedures: Rules and regulations, procedures
and programs are used as guidelines for taking a decision in a consistent
manner. It ensures uniformity in action at every level of management.
Effective communication: It promotes mutual understanding and cooperation among the various officials. It should be direct as far as possible.
Quick communication facilitates the performance.
Sound organizational structure: Sound organizational structure integrates
the activities of different units and sub-units in an organization. Horizontal
co-ordination as well as vertical co-ordination is achieved with sound
organizational structure.
Co-ordination through liaison officer: Liaison officer acts as a link
between persons. The external co-ordination is obtained through him. He is
responsible to maintain cordial relations with the government and outsiders.
(PRO)
Co-operation: Co-operation is the result of better relations among the
employees in the organization. Informal contacts, sound policies and
procedures are encourages to ensure co-ordination through co-operation.
Self co-ordination: The inter-related departments are benefitted by the
functioning of one another. This promotes self co-ordination.
Co-ordination by leadership: A leader can motivate the subordinates and
identify the interests of individuals. These are used to get co-ordination.
Incentives: The term incentives include only monetary incentives. They are
increments in the pay scale, bonus, profit sharing and the like. These
promote better team spirit resulting in better co-ordination.
Types of co-ordination:
There are two types of co-ordination namely, Internal and external.
www.drjayeshpatidar.blogspot.com
www.drjayeshpatidar.blogspot.com