Delegation of tasks – A tool for Managerial effectiveness

It is mandatory for managers and leaders to learn Delegation Techniques

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Delegation is no more an optional choice !

  • Do you ever face a situation where you are over burdened with work ?
  • Do you run out of time to finish a given task?
  • Do you feel you have been over utilised by your people?
  • Do you wish to have free tie from your work ?

If answers are in Yes, than perhaps this is the time you need to learn a unique people skill/management skill called “Delegation Technique” or simply acquired ‘Delegation Skill”

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Delegation defined in simple words:

Delegation means to share your work or task with your team/junior or with available resources.

People often mis interpret the delegation. They simply says to delegate means to transfer the workload to someone else, however this is absolutely wrong.

Now simply understand, delegation is a tool available in the hands of managers and leaders to increase productivity. Utilizing resources and managing time will add to the over all performance. Therefore this tool has to be used very carefully. But the point is How to Delegate? Do we have any process for the same?

Simplified Delegation Process:

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Step1: Identify and distinguish the task/s to be delegated (remember not entire work load can be transferred)

Step2: Identify the ‘right’ resource who is competent enough to do your task just like you do.

Step3: Have a formal dialogue and set expectations with the person whom you are delegating the task.

Step4: Set critical evaluation parameters

Step5 : Set a review process or simple review cycle, when and how will you review the progress.

Step6: If need be put entire activity it on official record 

Step7: Delegate the task

Delegation is not complete until you do strong follow up, because even a great people flunk to finish the task if they are not being tracked or monitored. Follow up will ensure that your task is completed on time.

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Whom to Delegate?

There are people who are excellent in delegating the work, they are better at doing minimum and delegating maximum ! However that is individual trait and has no credentials. True delegation has a serious objective. The objective is of people development.

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When a manager wants his team member to take on additional task, he intends to develop their capabilities of taking higher responsibilities. The future growth, promotions are the mile stones where such delegation will make the person ‘ready’ enough to take the charge.

Identify the right talent whom you want to develop as your next line leader. Clearly saying do not delegate the task for the sake of convenience but with an intent to develop the person.

Practicing Delegation

One need to practice the delegation skill by delegating small chunk of task and initially little important tasks to be delegated, once you master the skill, you can delegate as complex tasks as possible, and people will happily accept the task on your behalf !

Though delegation has more nitty-gritty involved, but even if you read this and practice what is recommended here, you will be good enough to go ahead as a successful leader.

Managers and Leaders who wants to grow further have to learn to delegate. Delegation of task involves a careful considerations of the following things:

  1. The person whom you have identified to delegate the task must be competent enough to deliver the results.
  2. Selection of a person should not be biased or based on personal convenience.
  3. Person must have a sound track records as an employee and should not send a wrong message to the rest of the team member.
  4. Person’s willingness to grow needs to be checked and assessed properly, otherwise the result will be diluted and efforts will waste.
  5. Do not delegate the task which involves critical and confidential matters of the organization, unless the person has the proven integrity.

 

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International Business Etiquette

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Do you know the definition of Business Etiquette? Business etiquette is about building relationships with other people. Etiquette is not about rules & regulations but is about providing basic social comfort and creating an environment where others feel comfortable and secure, this is possible through better communication.

Social media communication platforms (i.e. Facebook, Linkedin) are evolving rapidly day by day, as the concept of social media etiquette becomes a crucial part of business. Business etiquette consists of two things. Firstly, thoughtful consideration of the interests and feelings of others and secondly, being able to minimise misunderstandings.  These are influenced by individual behaviour & demeanour. Business etiquette instructs this behaviour.

Business etiquette differs from region to region and from country to country. This creates a complex situation for people as it is hard to balance the focus on both international business etiquette and other business activities at the same time. Therefore, a wise step is to focus on some key pillars of business etiquette.

Here are some key business etiquette tips that mean real success to business:

‘ Thank You ’ Note

If you want to differentiate yourself from others then never forget to write a‘Thank You’ note to your job interviewer or your client. This will leave a good impression and also reflect well on your company.

Know the Names

Give others respect by knowing their names which will increase goodwill and communication. it is also worth management stepping back and acknowledging people individually for their good work as this will enhance their self esteem and increase motivation.

Observe the ‘Elevator Rule’

Be mindful of saying appropriate things at a job interview or client meeting. Don’t start discussing business with a client or interviewer as soon as you step out of the lift. By doing so, you avoid the risk of damaging your reputation.

Focus on the Face,  Not the Screen

Never forget to switch off your phone and try not to use any other device just to prove you are a multitasking individual. In fact, in the world of business this is considered bad manners. Concentrate on the meeting and listen to what people are saying.

Don’t Judge

Everyone is unique in their own way and uses a different approach to deal with situations. Therefore, if you disagree with another person’s approach instead of criticising try to understand it from their point of view. By doing so, you create a friendly environment. Always remember you get respect by giving respect.

Whether in business or between individuals, one concern is brand awareness. Individuals want to be noticed both socially and professionally. People want to be remembered by others.

However, in the digital landscape you have to be very careful when trying to pursue your brand awareness. Think carefully before doing. What we mean by this is that before creating a hashtag, posting on a Facebook wall or texting – think how the other person will feel when they receive your message.

Character, Behaviour, Honesty

Your character reflects your individuality and your behaviour exhibits your personality. Business etiquette encourages revealing your positive qualities. This helps your reputation.

Always be honest and remember that it takes a long time to develop trust and a good reputation and only one small mistake to lose it. Business etiquette provides a framework for stating the boundaries of terms & conditions, contracts and promises.

Sensitivity & Diplomacy

A key pillar of business etiquette is sensitivity, meaning giving careful thought to every business aspect before making a judgement. This gives a strong foundation to your business. Also, thoughtless words and actions lead to a negative outcome. Being aware of business etiquette encourages careful thought.

Elements of business etiquette

Business etiquette instructs on you how to present yourself professionally in different cultures. The keys for making a good impression are dressing appropriately, your body language, presenting your business cards, gift giving, conducting meetings and many other important elements.

Article curtsy: businessculture.org.

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Overcoming Social Phobia

What is Social phobia?

We as humans have always been social animals. We prefer to live in habitat. We usually find people with similarity in lifestyle, food habits, and similar choices. We make friends, we play together, stay together and share joy, and pain together. This eventually give birth to large societies. It can be further divided into religions and caste etc. But we are largely social animals.

But there are a few who prefer to stay alone, avoid mixing in the groups and tend to be less social. They will avoid situations where they are part of a group. Sometimes it is normal to be such selective, however If it is a regular routine of your life than chances are higher that you might developing social phobia.

 

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Some of the symptoms of Social Phobia

  • Prefer to stay alone for longer period
  • Hating the company of people
  • Living in own world of dreams all through the day and night
  • Avoid attending social gatherings such as marriages and other such gatherings.
  • Always look for escaping the groups and meetings.

How to overcome the social phobia

There are of course two ways to tackle this problem. Firstly, one should consult a psychologist and get treated. Second is for people who are at the border of the phobia can do self-counselling.

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Following are the key recommendations:

  1. Start trusting people (It has been observed that people with social phobia are usually not trusting). Believe that no one is there to harm you.
  2. Share your inner worries and fear with your friend and keep habit of sharing, slowly gradually make more friends.
  3. Develop self-confidence about your personality and have positive outlook about yourself.
  4. Keep yourself open to embrace new people and do a small self-talk before attending a social event.
  5. Do a small self pep-up talk before stepping out for social meetings.
  6. Accept there are different types of people and all are unique and so you too.

Things to avoid:

  1. Avoid being negative about any episode or person
  2. Stop being sarcastic about social system, fashion trends, people and their habits.
  3. Stop pampering yourself more than required.
  4. Avoid being too harsh or pushy about your opinion and views, remember views can be different
  5. Stop judging people’s intention and behavior.
  6. Do not run away from difficult situation, just do not run away.

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