Delegation of Authority- Features, Process, Objectives, Advantages / Importance

Delegation of Authority- Features, Process, Objectives, Advantages / Importance

Definition: 

The authority delegation is an organizational process in which the manager divides the work between his subordinates and entrusts them with the task to be carried out. He also shares the jurisdiction, that is, the power to decide with the subordinates to fulfill obligation efficiently.

In other words, the transfer of authority to subordinates and their performance by the transparency of their work involves a delegation of authority. The director has several roles and jobs to do in an organization. To minimize its burden, certain duty and authority, i.e. to the subordinate, is assigned to carry out the work on behalf of the director.

Under the delegation of authority, the director does not fully surrender his authority, but only shares with the subordinate that responsibilities and transfers the requisite authority to carry out that duty.

Features of Delegation of Authority

1. Delegation means giving power to the subordinate to act independently but within the limits prescribed by the superior. Also, he must comply with the provisions of the organizational policy, rules, and regulations.
2. Delegation does not mean that the manager gives up his authority, but certainly, he shares some authority with the subordinate essential to complete the responsibility entrusted to him.
3. Authority once delegated can be further expanded, or withdrawn by the superior depending on the situation.
4. The manager cannot delegate the authority which he does not possess. Also, he can not delegate his full authority to a subordinate.
5. The delegation of authority may be oral or written and maybe specific or general.
6. The delegation is an art and must comply with all the fundamental rules of an organization.

Objectives of Delegation of Authority 

1. To reduce the excessive burden on the superiors i.e., executives and managers functioning at different levels.
2. To provide opportunities of growth and self development to junior executives.
3. To create a team of experienced and matured managers for the Organisation. It acts as a technique of management and human resource development.
4. To improve individual as well as overall efficiency of the Organisation.

Process of Delegation of Authority

Definition: 

The Authority Delegation is a process in which the manager assigns the responsibility for the task on behalf of the manager to his subordinate and to the certain authority.

Process of Delegation of Authority

There are four steps in the process of delegation of authority:

1. Assignment of Duties to Subordinates: The delegator shall decide before the actual delegation of authority on the duties that the subordinate or the group of subordinates wishes to carry out. The manager here lists the work to be carried out in conjunction with the objectives to be achieved, and it says the same for the subordinates. Thus the tasks of the subordinates according to their job roles are assigned in the first stage.
2. Transfer of Authority to perform the duty: At this point, the subordinate is allocated an appropriate authority, which is necessary to fulfill his or her assigned role. A director should ensure that authority is exclusively assigned solely to perform the duty, considering that the subordinate may abuse more power.
3. Acceptance of the Assignment: The subordinate at this stage accepts or rejects his superior's tasks. When the subordinate or delegate refuses to accept the obligation and authority to perform it, the manager searches for the other person who is capable and prepared to perform the task. The process of delegation reaches its last stage when the assignment is accepted by the subordinate.
4. Accountability: The delegation process ends when the subordinate is obliged to exercise his or her responsibility within the authority assigned to him or her. Once the task is accepted by the subordinate, the subordinate shall be accountable for his performance and shall be responsible for the fulfilled task.

So, when the subordinate is obligated to perform the operations as intended, the process of delegation of power begins by assigning the subordinates duties and ends.

Advantages / Importance of Delegation of Authority

1. Relieves manager for more challenging jobs : Delegation makes it possible for the managers to distribute their workload to others. Thus, managers are relieved of routine work and they can concentrate on higher functions of management like planning, organising, controlling, etc.
2. Leads to motivation of subordinates : Subordinates are encouraged to give their best at work when they have authority with responsibility. They take more initiative and interest in the work and are also careful and cautious in their work. Delegation leads to motivation of employees and manpower development.
3. Facilitates efficiency and quick actions : Delegation saves time enabling tile subordinates to deal with the problems promptly. They can take the decisions quickly within their authority. It is not necessary to go to the superiors for routine matters. This raises the overall efficiency in an Organisation and offers better results in terms of production, turnover and profit.
4. Improves employee morale : Delegation raises the morale of subordinates as they are given duties and supporting authority. They feel that they are responsible employees. The attitude and outlook of subordinates towards work assigned becomes more constructive.
5. Develops team spirit : Due to delegation, effective communication develops between the superiors and subordinates. The subordinates are answerable to superiors and the superiors are responsible for the performance of subordinates. This brings better relations and team spirit among the superiors and subordinates
6. Maintains cordial relationships : The superiors trust subordinates and give them necessary authority. The subordinates accept their accountability and this develops cordial superior-subordinate relationships.
7. Facilitates management development : Delegation acts as a training ground for management development. It gives opportunity to subordinates to learn, to grow and to develop new qualities and skills. It builds up a reservoir of executives, which can be used as and when required. Delegation creates managers and not mere messengers.

The advantages of delegation will not be available easily and automatically. They will be available only when the process of delegation moves smoothly. Problems may develop, if the delegation is not introduced with proper planning and in proper spirit. For example, the authority given to subordinate is inadequate or the subordinate is not competent to discharge the responsibilities assigned or the superior fails to monitor the whole process of delegation effectively. In all such cases, the delegation will be ineffective and the expected advantages will not be available to the Organisation and also to concerned parties.