Delegation in Management

Delegation is the process at the point of getting someone else to do what we know. Let's say a project is being done, how the information in this project is transferred to another person? While this project, how other people can be educated at the same time? For delegation, first of all, the job should be defined. It is necessary to divide it into parts by getting into the details of the job. Delegation is possible in any job; accounting department, marketing department, production-sales department, etc. Delegation is an activity that is implemented and must be implemented by people with certain expertise, so that new-comers may learn the business and perform higher volumes of work as an organization so that the organization can grow. At this point, the work to be delegated should be divided into parts. 

For example; There is a collection process in accounting. Let's assume that there is a qualified employee who collects in accounting, and this employee carries out this process with certain techniques, but after working in the same department for two or three years, due to the intensity of growth, the situation of being unable to keep up with the jobs started to occur. In this case, the employee is forced to teach the collection methods to others and then controls this process. Therefore, in terms of the advantages of delegation, employees must have the ability and authority to delegate in order for a company to grow. Based on this, the employee who handles the collections should be able to convey how they make the collection call, how the process works, and what their techniques are, and this leads to a training process. Accordingly, it can be said that delegation is the training given in order to grow the company and not to rely on a single employee in case of any disruption. But education is practical education, not theoretically. It's like driving a car. Assuming that there is a person who is just starting to drive the car, there is a steering instructor next to him. The teacher gives training, but when the steering wheel is taken alone, it can only be understood how it is and the training can be understood in a practical way. Delegation is also a practical training given in this way.

When training is delegated, at the end of the day, the person trained has gained competence in the direction of training. Hence, the way a job is transferred from its aces to subordinates is called delegation. If this is done, much more efficient results are obtained in terms of team and organization management. The ability to delegate is also very important for individuals at this point, and most importantly, this authority is not an innate ability but a skill that can be learned.

Principle of Delegation

First of all, the work to be delegated should be divided into parts. Based on the example we have given above, the collection process is carried out in a few steps. First of all, the list to be collected comes from the accounting, and people in the person lists are contacted and informed. At this point, the behavior exhibited is very important and this is the style determined depending on the vision of the company. When a hard customer is encountered, the process is detailed, moves are created and the most critical points are determined. Issues such as where problems may occur, what are the endpoints, and risk points are discussed and delegated by the person doing this job in detail, that is, the process is transferred to another person in a practical way.

Another step is to start making the first delegates. After the job is explained and shown in a practical way, there has been a trained person is assigned a task. For example, by calling the customer, they are left alone with the situation and they are cautiously provided to demonstrate their competencies in the field without putting the person in training very difficult. If the delegated person starts to feel comfortable at this point, he gradually gains self-confidence by starting to do the work assigned to him. Then, as the delegated person is given step-by-step work, feedback is provided when it is seen that he can do these works. This feedback should always be constructive; you can talk like this, you gave such a reaction here, you can be calmer, your attitude towards this customer was very good like you can show it in other customers. The training continues until the person who is delegated to this training activity reaches a level that can take the job alone.

Finally, the delegate needs to maintain its controls from time to time. Even after delivering the training in a practical way and the event is grasped by the delegate, the trainer should maintain controls. This is feedback from the delegate to himself, as to whether a healthy delegation has been made.

If everything is going well so far, the delegated person gradually becomes a manager. At this point, its importance for businesses is the training of other people with the same competence. The transfer of the experience of the person working in the management position to others is proof that the information is increased by sharing and that the experience is efficient organizational work. To simplify this, when we get any information, we know it superficially. But when we move on to the step of telling and teaching others, we must have understood and fully grasped that information. Considering that someone has been trained here, the delegate will both refresh their knowledge and expand the circle of knowledge with the desire to convey more information, as the person who delegates will teach in a practical way. In this way, a mutual exchange of information is provided between the delegate and the recipient. Growth and organizational development are only possible in this way.

Every manager candidate should have the ability to give practical training at the point of delegation. If he does not have this competence, not as a manager, he continues in that department as an employee who does his current job.

Delegation requires patience, the ability to teach, simple expression, and empathy. In fact, everyone is doing the delegation. To give an example from everyday life, the best parents make the delegation. For example, mothers delegate reading to their children and after a certain time, they read books at home as a family. Thus, a delegation is realized at home. When the first book is beginning to read, children get bored quickly, they are immediately distracted, sometimes pretend to read but do not read. At this point, the parents' feedback is moderate and includes suggestions that make the process appropriate for them. It is started from thin books instead of thick books, made more fun with visual books, or one of the parents reads the book to the child in the first place. In this way, the process is instilled in a way that is not frightening to the child and proceeds step by step. At the end of the day, a fruitful delegation takes place, and in the process, not only the child but also the parents have read a lot of books. In this way, the information obtained mutually was not counted and the family developed and gained an idea on many issues.

How to Delegate? Choosing Who to Delegate to

The person to be delegated must have a request regarding the job to be delegated. In the beginning, he may not know the job, but it is useful to get approval by informing him/her of what he/she will encounter. "Be the best that I can do the job" can be started from the delegation. As a law of nature, there is often a wide variety of resistance to something new. It is very important to keep these resistances to a minimum when delegating. If the subjects such as what delegation will be made and what benefits will be provided to the person to be delegated, this level of resistance will be lowered. 

There is already such a fact in business life; If a person is not open to the delegation, the chances of working are not very high. Everyone in the company, including company owners and managers, is tied and gets assignments; they are delegated accordingly. Even the company we hire as Prosoftly delegates us by describing its project. It transfers the work to us because we are a competent, experienced and fast-acting company. He knows that he will get a much better response when he gives us his job, and even when starting this process, they provide delegation by transferring information to us. Considered in this context, the person to be delegated must be suitable for the job.

How to Delegate Tasks Efficiently?

Although it varies from institution to institution, there are many different methods. If it just is a starting out there person, they can start by reading the procedures that are already in place for that department. In addition, training can be continued with training videos, if any. The interaction between the business delegate and the person who will receive the delegation is the most important issue. In this context, the attitude of the delegate should be carefully designed. It is more appropriate to describe the work in a simplified form rather than in a complicated way. Before starting this process, it is the first step for the delegate to plan their own work and determine their routines. These routines are the corner-stones. For example, the person who will provide the delegation should list the tasks such as creating the collection list, calling people after creating the list, taking notes, and redialing people who did not contact the past week. Therefore, the plan becomes clear and the person to be delegated begins hands-on training at the highest level efficiently. Therefore, identifying business processes and simply taking notes are key milestones. Secondly, the attitude to be displayed to the customers must be addressed. Spirit enters the situation and psychological moves must be made by proceeding strategically. For example, a customer who was invoiced today should not be called the next day. That gives a negative feeling to the other party. The customer may think that he is not doing what he has to do on time (which is still until the day of payment) or that the company does not trust him. Instead, the moderate search close to the date of payment without much extra effort situation should be reported by making. These policies should be designated accurately conveyed to the person to be delegated to the goal.

Concrete works are one of the simplest issues in terms of comprehension. Concrete works are, for example, collection documents, contact lists, reports, etc. paperwork. The real work starts at the point where the customer is contacted. Here, the delegated person is trained on observation, empathy, style, and patience. At the beginning of this training, the person providing the delegation should support the trainee from behind so that he/she feels comfortable standing. It should show the smooth transition to the main subject by strengthening the personal communication with the client. Of course, these stages should be made with great expectations in the first place, and a possible mistake should the self-other party be continued by starting with small moves, not in a way to shake confidence, and continue by motivating them further. In this way, both the delegated person gains self-confidence and can start to dominate the process by assimilating every step since it is started small. It is very important to be able to convey such subtleties to the person being delegated. The delegation process is a kind of teacher-student relationship. Afterward, the person is left alone with the customer and a healthy transition is achieved in the process. In this way, the delegated person is equipped and ready to do the job.

In summary, the delegate's education is more important than the delegated person's inexperience, because it is not how much knowledge the teacher has, but how much he can convey the knowledge. Companies that can achieve this can grow nicely, but companies that do not have this awareness remain trapped in the information and disappear in the absence of that person or with the departure of the company. If a person in a company is doing the same job for a year, there is a problem here, because, in fact, he must have already delegated that job to someone and started another job. In addition, the pleasure of transferring an informed subject to someone else and being an occasion returns as self-confidence and motivation. This makes him walk more confident in his next job.

Making a Successful Delegation

In order to have a successful delegation, the delegate must really break down the work very well, be patient, have high empathy skills, take precautions against possible resistance and be compatible with the person he will delegate to. The person who will provide the delegation must measure his success at the end of the day, make self-criticism for his next training and continue to improve himself. For example, the manager is not in the company for 1 month, but the people he delegates are in the company. When the manager returns to the company after 1 month, there are no complaints and everything works perfectly. This situation is the most concrete situation in which the manager can measure his success.

If there is a constant problem at the same point related to a subject, this point should be handled and examined separately. Then, practical training can be continued by developing different methods for the person to be delegated. Otherwise, if the method is not changed, education continues in a vicious circle and turns into a waste of time that does not benefit both sides. In order to prevent this situation, the first delegate must ensure a healthy follow-up without leaving control and control. Any unnoticed negative detail can cause big or small problems, but the important point is that even if it causes a minor problem, it can be repeated a second time because it is not noticed, and then definitely that problem cannot be called minor by the company and the customer.

When Should a Job Be Delegated?

A job can be delegated for many reasons. One of them is that the workload is increasing and the person or people who know the job are too few to keep up with the jobs. "When should I delegate?" If the company asks, it means that the time has not come, because delegation is a phenomenon that makes itself felt when it is needed. Many factors such as the confusion of all the work when an employee gets sick and leaves for leave, the workload of the existing staff is excessive, and the formation of new departments can be triggered.

As Prosoftly, we always proceed based on the simple thinking method. What is simple thinking? The simple thinking is to maintain availability and wait for market demand. Therefore, if there is a demand on the market side, if the sector is developing rapidly and the company grows in direct proportion, the existing people come to a point where they cannot keep up with this workload and this brings the delegation with new employees.

Another issue is that if the current employee is divided too much and has reached the point where he cannot devote time to his own work, delegation can be provided. This situation is very important in terms of both easing the workload of the employee and opening the door to the area where he can show his real performance.