Important Topics for PMP exam - Part 3

Delegation is one of the important topics and features regularly in PMP exam. I will try to throw some light on this topic today.

What is delegation?
This is a process of distributing the work (authority) to the individuals working on the project without getting away from the responsibility. When the work is delegated, it is expected that the person accepting the work is reliable and will be held accountable for the end results of the assignments. However, the final responsibility still lies with the project manager.

Delegation is not about dumping the work or passing the buck. It should be noted that when the work is being delegated the right authority to complete that work is also delegated but a control is maintained.

Why Delegate?
Vijay Verma, the author of "The Human Aspects of Project Management: Organizing Projects for Success" says -

"Effective delegation is essential in a project environment because of tight schedules and scarce resources. It is important to delegate work in order to increase effectiveness and efficiency in managing a project, reducing the crisis atmosphere. Delegated tasks provide stimulus and opportunities to project team members, improving their participation and interest in the project and possibly opening new horizons for them. In addition, delegation creates more free time for the project manager to work on the most important and critical tasks, as well as, simply, more time to think. Creative thinking by the project manager and interested, challenged project team members helps to avoid the "one-person band" syndrome."

The different aspects to consider while delegating are - to motivate the team, to boost up their morale, to provide them with the challenges, to create successors. Delegation is not about relieving your workload but to allow employees grow professionally. Effective delegation is used to benefit both yourself and the team you are working with.

Following points should be kept in mind while delegating -

1. What should be delegated - Not every task a project manager does should be (can be) delegated. Project manager must evaluate the risks before delegating the tasks. The manager should delegate the tasks to free up his time to concentrate on priority activities - routines tasks can be delegated, technical tasks requiring expertise can be delegated, future roadmap planning should not be delegated, key team member selection should not be delegated.
   
2. Clarity of the results - As a manager you must establish the end results out of those tasks. The means to achieve the end results should be left for the individual to decide. Emphasize the goals not the processes or procedures. If for some reason, specific method has to be adopted, it should be informed right at the start of the assignment.
   
3. Defining the responsibility - You as a manager should determine employee's level of responsibility and ensure employee understands this as well.
   
4. Delegating the authority - Major failures in task delegation happens due to lack of authority delegation. Task delegation is done but authority delegation does not happen. Hence, for every small decision employee runs to the supervisor for the approval. Authority required for successful accomplishments of the tasks should also be delegated.
   
5. Establishing the timelines - A clear and agreed upon timeline must be published and milestones should be monitored in project progress reviews.
6. Support & feedback - It encourages the employee taking up the tasks if timely feedback is provided alongwith the continuous support. If required, training should also be provided to achieve the set goals.

For further reading, please refer to "The Human Aspects of Project Management: Organizing Projects for Success" by Vijay Verma (to read this requires PMI membership). Others can buy this book here.

Also visit:
Important Topics for PMP exam - Part 1
Important Topics for PMP exam - Part 2