Explains the concept,need and benefits of delegation of authority in public service as well as the its elements and then concludes with 8 Cs of delegation-the author's own framework

1. Shahid Hussain Raja
Independent Consultant-Public Policy
www.sanoconsultants.co.uk
23rd September,2015

2.  Introduction
 What is delegation
 Needs/benefits of delegation
 Eight Cs of delegation
 Conclusion

3.  Organizational effectiveness is dependent upon several
factors. Appropriate quantum of delegation to right persons
and up to right level is one of them
 Unfortunately our civil servants are very reluctant to delegate
for one reason or other. Lack of confidence in their
employees or fear of losing the control are normally
obstacles in delegation
 This presentation explains the concept of delegation of
authority, its need and importance for an organisation and
presents an 8Cs Framework, prepared by the author to carry
out an effective delegation.
 Its article version is available at my personal website at
http://www.shahidhussainraja.com/delegation-of-authority

4.  Delegation of authority can be defined as assigning of
certain responsibilities along with the necessary authority
by a superior to his subordinates.
 Delegation is basically subdivision and sub-allocation of
powers to the subordinates in order to achieve effective
results.
 Delegation does not mean surrender of authority by the
competent authority. It only means transfer of certain
responsibilities to subordinates and giving them the
necessary authority, which is necessary to discharge the
responsibility properly.

5.  Every process of delegation essentially involves three interrelated
steps i.e. delegating authority, vesting responsibility, and holding
the delegatee accountable.
 Accountability is a result of responsibility and responsibility is
result of authority. Therefore, it is said that authority is delegated,
responsibility is created and accountability is imposed
 Authority is the legitimate power vested in a competent authority
with the right to delegate it partially or wholly to his subordinates
for the realization of the goals and objectives of the organization.
 Authority always flows from top to bottom and gives a right to the
competent authority to use and allocate the resources efficiently, to
take decisions and to give orders so as to achieve the
organizational objectives.

6.  Responsibility moves from lower to the higher rungs of an
organizational structure. A person who is given the
responsibility to complete the task assigned to him has to
ensure that he accomplishes the tasks assigned to him.
 Obviously responsibility without adequate authority is as
useless as authority without responsibility as both can
create discontent and dissatisfaction among all.
 Accountability – means holding the delegatee
answerable if there is any variance in the actual
performance from tasks assigned without giving any
plausible reasons.
 Being the bedrock of superior-subordinate relationship,
accountability can neither be delegated nor can it be
avoided.

7.  Delegation is not only the need of the big
organizations like government departments but also
legally mandated function of a public servant
 Beside improving your team’s productivity and
building their capacity, it gives time to senior
management to devote more time and attention to
policy formulation and strategic planning
 Leaving an efficiently working organization and
capable team is the best legacy you can leave. It is
only possible by maximum delegation of authority
when you are in power.

8.  Conceive-what are the duties you perform
 Choose-what can be delegated
 Capacity-who is fit to shoulder the responsibility
 Clarity-clear cut instructions
 Communications-constant liaison
 Confidence-have confidence, build confidence
 Constant monitoring-everyone needs monitoring
 Cooperation-do not leave them in the lurch

9. This framework of 8 Cs has been developed by me.
Kindly do acknowledge when sharing.
Thanks
Shahid Hussain Raja

10.  Make an exhaustive list of duties you perform-
whether written in your job description or not
 Similarly the duties your respective employees
perform be also categorised
 Weed out what unnecessary duties, if any, you or
your employees are doing.
 Good time to retain the most essential duties your
organization should be doing

11.  Choosing what to delegate and what to retain is the
one of the biggest leadership challenge
 Delegate the routine and others where not much
policy making is involved
 Remember you cannot delegate the following
A. incentives and rewards system
B. monitoring and evaluation
C. Upward communications/relations
D. Sensitive information handling

12.  Do not delegate to those who are not capable of
handling the increased roles and responsibilities
 Do not overload your employees in one go. Gradual
delegation is as important as quantum of
delegation
 Delegate in the line of duty-concerned ones and
not pick and choose on the basis of discrimination

13.  Clarity of duty as well as result expected has to be the first
step in delegation.
 It explains how a superior gets work done from his
subordinate by clearly explaining what is expected of him
and how he should go about it.
 Clarity of orders is the most important element in any
organisational setup. Remember the lesson of the Charge of
the Light Brigade ?
 It is all the more important when delegating the authority
 Explain in clear terms, verbally as well as in writing the
what, why ,when and where of duty assigned

14.  Whether delegated or not, having constant
communication with your subordinates is sine quo
non of your effective leadership
 Constant communication, downwards and upwards,
helps in solving the issues before they become
problems
 Remember in a two or multiple communications,
medium is as important as the message and the
target audience.

15.  People take time to adjust to new and enhanced
responsibility
 You must have confidence in your employees to
rise to the occasion
 Have confidence in them and build confidence in
them
 Forgive and forget the mistakes of the juniors but
do counsel them in private

16.  Once delegated, your role and responsibilities just
change ,not finish
 Constant monitoring and taking corrective
measures wherever needed is your responsibility
 Even the best of the employees take it for granted
if they do not have the feeling of being monitored
by the superiors

17.  Delegation is just for increasing the efficiency and
effectiveness of the organization
 However if you do not cooperate with your employees,
they will not operate at their optimum level
 Help them to excel by guiding and assisting them in
discharging their duties

18.  Keeping an optimum balance between what to
delegate to whom and why is an important leadership
challenge for a civil servant
 It would help in achieving the organizational goals as
well as meeting the self actualization goals of your
subordinates
 However remember that delegation of authority does
not absolve you of your overall responsibility
 It is your moral and legal responsibility to own if
anything goes wrong because it was your choice