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Power of effective delegation - presented at YES - Madurai - Sept 2017

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Power of effective delegation - presented at YES - Madurai - Sept 2017

Mastering the art of delegating requires a big leap of faith but it is necessary if you want to see your startup grow and become profitable.
An element of trust needs to exist between the business owner and its employees for the act of delegating to work. Having the right team in place and learning to work well together can help make it more effective.

Mastering the art of delegating requires a big leap of faith but it is necessary if you want to see your startup grow and become profitable.
An element of trust needs to exist between the business owner and its employees for the act of delegating to work. Having the right team in place and learning to work well together can help make it more effective.

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Power of effective delegation - presented at YES - Madurai - Sept 2017

  1. 1. 1 Power of Effective Delegation Learn the art of getting things done www.buildhr.co.in
  2. 2. How you Can Get the Most Out of Every Day?? • 80% of people like you wake up at 6 a.m. or earlier • The average people like you works an average of 57.8 hours each week • work an average of 2.4 hours each weekend • One sign when you feel overwhelmed, is when you begin to "micromanage" and fixate on small details. 2 www.buildhr.co.in
  3. 3. • Each day, you are working in your business instead of on your business. • And while keeping busy can make you feel really productive, playing task master is not the highest and best use of your time. • Believe it or not, most of your current day-to-day duties can be handled by another person. What’s more, they can do it better and faster because they won’t be as distracted by as many responsibilities. • And the less you do yourself, the more you will be able to inspire and empower others in your company. 3 Could you be doing more harm to your business by attempting to take it all on??? www.buildhr.co.in
  4. 4. As a CEO, your areas of focus should be primarily limited to: • Stewarding the mission, vision, and, values of your company. • Looking over the horizon at both the internal and external competitive landscapes, opportunities for expansion, customers, markets, new industry developments, trends, standards, and so forth. • Setting and implementing strategic goals and initiatives to move your company forward in a way that aligns with your mission, vision, and values. • Creating and nurturing relationships with people and who will further the interests of your company’s strategic goals. • Meeting with your senior leadership to guide their actions and help them manage your people, operations, and offerings. • Monitoring your key performance indicators (including revenue and profit) to ensure that everything in your company is performing well – and proactively addressing those items that are not. 4 www.buildhr.co.in
  5. 5. • No one is more passionate about your business than you. You are its steward, its nurturer, and its biggest fan. That’s why you are at its helm – so stay there (instead of running into the galley to cook). 5 www.buildhr.co.in
  6. 6. Why you will not delegate ? The work is important enough to receive your personal attention. The delegation will undermine your power base The subordinate may do a better job than you The delegation could cause you to lose control of the operations Subordinates dislike the duties being delegated Perfectionist tendencies prevent the success of delegationSubordinates are incapable of performing the work that needs to be delegated You have too much to do. You are buried in work. It seems there is no way out from it. But there is Delegation. Yes, you know its important to do and you know it will save time and help others develop new skills. So why aren’t you doing it ??? 6 www.buildhr.co.in
  7. 7. What the Experts say Delegation is a critical skill. Your most important task as a leader is to teach people how to think and ask the right questions so that the world doesn’t go to hell if you take a day off. Delegation benefits managers, direct reports and organizations. Yet it remains one of the most underutilized and underdeveloped management capabilities. A 2016 survey on time management found that close to half of the 332 companies surveyed were concerned about their employee’s delegation skills. At the same time only 28% of those companies offered any training on the topic. Most people will tell you they are too busy to delegate – that it is more efficient for them to just do it themselves. 7 www.buildhr.co.in
  8. 8. 8 What the Experts say www.buildhr.co.in
  9. 9. 9 What the Experts say www.buildhr.co.in
  10. 10. 10 What the Experts say www.buildhr.co.in
  11. 11. 11 What the Experts say www.buildhr.co.in
  12. 12. 12 What the Experts say www.buildhr.co.in
  13. 13. Watch for Warning Signals ! Poor Employee morale Burn Out Misallocation of Personal Resources Damage of Company’s Image Damage to Company Health 13 www.buildhr.co.in
  14. 14. • Poor Employee Morale : An inability or refusal to delegate can have a corrosive impact on the morale of good employees who want to contribute their talents to the business in a meaningful way. “Delegating work to subordinates help to develop them for their own career advancement as well as improve their management skills”. • Burn Out : Even the most talented, ambitious and energetic entrepreneurs are apt to run out of gas if they insist on tackling all major aspects of a company’s operation. Some small size business owners can manage all or most important tasks for the early life of the company. But for the vast majority of small and ,mid-sized businesses enjoying a measure of growth, owners sooner or later must face the reality that they cannot under take all duties and responsibilities. 14 Watch for Warning Signals !..... www.buildhr.co.in
  15. 15. • Misallocation of personal Resources : Small business owners and entrepreneurs who do not delegate often run the risk of using too much of their time or routine tasks and not enough time on vital aspects of the company’s future such as strategic planning, long-range budgeting and marketing campaigns. • Damage of Company’s image : Business owners who do not empower their employees, insisting instead, on attending to all relevant aspects of his or her business themselves, run the risk of inadvertently suggesting to customers and vendors that the company’s workforce is not competent or trustworthy. 15 Watch for Warning Signals !..... www.buildhr.co.in
  16. 16. • Damage to company Health : This should be the bottom line consideration of all entrepreneurs running their own business. If micromanagement is slowing progressing of work orders, hindering development of new marketing efforts, or otherwise causing bottlenecks in any areas of a company’s operation, then it may be eating away at the company’s fundamental financial well-being. • General Signals : Taking work home in the evening or working long hours of overtime. Failure to give important tasks the amount of attention they warrant. Basic company documents (like business plans) are not updated for long period. Excessive amounts of time spent over work already completed by employees. Completing important tasks with little time to spare.(a day or two) Spending inordinate amounts of time on relatively unimportant or routine jobs. Unhappy family members. 16 Watch for Warning Signals !..... www.buildhr.co.in
  17. 17. WhentoDelegate? Delegation is a win-win when done appropriately. Ask 5 questions to understand it better. Is there someone else who has or can be given then necessary information or expertise to complete the task? Or it is critical that you have to do it yourself? Does the task provide opportunity to someone to develop their skill Will their task recur in future? Do you have enough time to delegate? • Time for Training • Time for questions and answers • To check and monitor the process • To allow for rework Task important for the future if the organization which needs your effort. (Eg : recruiting the right people for key positions) If you can answer yes to at least some of them, then it could well be worth delegating the job 17 www.buildhr.co.in
  18. 18. Delegation Worksheet S.No Task Can it be delegated? (Y/N) To whom it should be delegated 1 2 3 4 19 www.buildhr.co.in
  19. 19. www.buildhr.co.in Delegation Template
  20. 20. The “WHO” and “HOW” of Delegation Having decided to delegate a task there are some other factors to consider as well. • To whom should you delegate • How should you delegate 21 www.buildhr.co.in
  21. 21. “To whom” should you delegate The factors to consider here include : The experience, knowledge and skills of the individual as they apply to the delegated tasks. • What knowledge, skills and the attitude the person already has? • Do you have time and resource to provide any training needed? The current workload of the person. • Does the person have time to take on more work? •Will your delegation of this task require reshuffling of other responsibilities and work loads? The individual’s preferred work style. • How independent is the person ? •What does he or she want from his or her job ? •What are his or her long term goals and interests, and how do these align with the work proposed ?Tip When you first start to delegate to someone you may notice that he or she takes longer than you do to complete tasks. This is because you are expert in the field and the person you have delegated is still learning. Be patient if you have chosen the right person to delegate to and you are delegating correctly, you will find that he or she quickly becomes competent and reliable 22 www.buildhr.co.in
  22. 22. Use the following principles to delegate successfully. • Clearly articulate the desired outcome. Begin with the end in mind and specify the desired result. • Clearly identify constraints and boundaries. Where are the lines of authority, responsibility and accountability? Should the person 1. Wait to be told what to do? 2. Ask what to do ? 3. Recommend what should be done and then act ? 4. Act and then report results immediately ? 5. Initiate action and then report periodically ? • Wherever possible, include people in the delegation process. Empower them to decide what tasks are to be delegated to them and when. “How” should you delegate 23 www.buildhr.co.in
  23. 23. • Match the amount of responsibility with the amount of authority. Understand you can delegate some responsibility, however you can’t delegate away ultimate accountability. The buck stops with you. • Delegate to the people who are closest to the work, because they have the most intimate knowledge of the detail of everyday work. This also provides work efficiency and helps people develop. • Provide adequate support and be available to answer questions. Ensure the project’s success through ongoing communication and monitoring as well as provision of resource and credit. • Focus on results. Concern yourself with what is accomplished, rather than detailing how the work should be done. Contd….. 24 “How” should you delegate www.buildhr.co.in
  24. 24. • Avoid “upward delegation”. If there is a problem, don’t allow the person to shift responsibility for the task back to you. Ask for recommended solutions; and don’t simply provide an answer. • Build motivation and commitment. Discuss how success will impact financial rewards, future opportunities, informal recognition and other desirable consequences. Provide recognition where deserved. • Establish and maintain control. 1. Discuss timelines and deadlines. 2. Agree on a schedule of check points at which you will review project progress. 3. Make adjustments as necessary. 4. Take time to review all submitted work. In delegation effectively, we have to find the sometimes – difficult balance between giving enough space for people to use their abilities to the best effect, while still monitoring and supporting closely enough to ensure that the job is done effectively and correctly. Contd….. 25 “How” should you delegate www.buildhr.co.in
  25. 25. 5 Levels of Delegation Where are the lines of authority, responsibility and accountability? 26 1. Wait to be told what to do? 2. Ask what to do ? 3. Recommend what should be done and then act ? 4. Act and then report results immediately ? 5. Initiate action and then report periodically ? www.buildhr.co.in
  26. 26. Steps in Delegation Introduce the task - I Demonstrate clearly what needs to be done - D Ensure understanding - E Allocate authority, information and resources - A Let go - L Support and Monitor - S www.buildhr.co.in
  27. 27. 8 Steps for Effective Delegation
  28. 28. 4 Cs of Initial Direction for Delegation 1. Clarity 2. Complete information 3. Correct as per law & policies 4. Concise and right direction It gets easier the more you do it. You become more familiar with your delegates. Flow-through task delegation. www.buildhr.co.in
  29. 29. How 10 CEOs work smarter, manage better and get things done faster • Color-code every minute - VMWare CEO Patrick Gelsinger • Don’t work on airplanes - Evernote CEO Phil Libin • Make employees put a response deadline in emails - Birchbox co-founder Katia Beauchamp • Give every day a theme - Square CEO and Twitter chairman Jack Dorsey • Create a “Yesterbox” - Zappos CEO Tony Hsieh • Put notes in your address book - Etsy CEO Chad Dickerson • Plan ahead — far ahead - Nissan CEO Carlos Ghosn • Spend a day a week on only mobile - Google CEO Larry Page • Crowdsource meeting agendas - Homejoy CEO Adora Cheung • Write letters to employees’ parents - PepsiCo CEO Indra Nooyi www.buildhr.co.in
  30. 30. Delegation • Even “Super You” need help and support. There is no shame in asking for assistance. Push aside the pride and show respect for the talent others can bring to the table. • And remember that there is no such thing as a single handed success. When you include and acknowledge all those in your corner, you propel yourself, your team mates and your supporters to greater heights. 31 www.buildhr.co.in
  31. 31. And, finally….. “The secret of success is not in doing your own work but in recognizing the right [person] to do it.” ~Andrew Carnegie www.buildhr.co.in
  32. 32. About BuildHr Who We Are? We are a consulting company providing pragmatic end to end HR solutions for Small, Medium Enterprises (SME’s), Family Managed Business (FMB’s), Start-up ventures and large scale enterprises. Our primary area of focus is to: • Understand & resolve Pain Areas of Entrepreneurs • Enhance People Capabilities • Enable a High-Performance Work Environment • Build Organizational & Business Process Capabilities www.buildhr.co.in
  33. 33. Our Competitive Advantage • Team BuildHr is a blend of Engineers & Behaviour Science specialists. • We are Qualified Assessors in people assessment tools. • We are HR experts in strategy development & people capability building. • Our Hands on experience with SME and FMB equipping us to understand the pain areas of entrepreneurs and unique issues of each segment. • A team of HR Statutory specialists playing the advisory role to facilitate statutory compliance and adherence. • Our Exposure to diverse sectors offering products and services in engineering, energy, pharma, chemical, automobile, hospital, hospitality, construction, retail, glazing and information technology. • Bridge managerial and leadership gaps through Executive Recruitment . www.buildhr.co.in
  34. 34. Our Services ➢ Puroga - Leadership Development ➢ Sankalp – Organizational Development ➢ Maanush – Building Performance Capability ➢ Kriya – Building Business Processes Capability ➢ Pariksha – Executive Talent Acquisition ➢ Janapariksha – Mass Recruitment ➢ Chaitanya – Competency Development ➢ HR In A Box – Complete HR Solutions for SME ➢ Shakthi – Compliance HR www.buildhr.co.in
  35. 35. Why HR In A Box? SMEs today face the constant struggle in determining whether their HR function is doing the right thing. To help them meet these basic requirements, we’d like to offer ‘HR IN A BOX’. Approach HR IN A BOX’ equips you to deal with HR right from simple to the most challenging questions on policies, procedures, practices and formats. . In addition, we also offer on-call expert support to manage the unique challenges pertaining to people at the top management, leadership and implementation level. We help you retain the focus clearly on people without requiring to spend much time on the HR processes. www.buildhr.co.in
  36. 36. BuildHr Management Consultants Private Limited 3A/8, Thangal Ulvai Street, Virugambakkam, Chennai 600092 Land line: 044 - 42016776, 044 - 23773743 Web : www.buildhr.co.in Lakshmi Narayan NJ Mobile: 91767 11312 lakshminarayan.nj@buildhr.co.in Our Coordinates www.buildhr.co.in
  37. 37. 38 www.buildhr.co.in

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