There are five behavioral steps in the differentiation of the effective delegator and the ineffective delegator. In this case, the manager of a contracts group, Ricky Lee, who is part of a large regional office supply distributor realized his limitations in terms of capacity when he received a new assignment. Ricky lee knew he needed to delegate this assignment in order to meet his current project deadline and also meet the needs of his boss.
The first step Ricky needs to do is assess his employees and determine who has demonstrated a clear understanding of negotiating contracts, and also who has proven excellent results in negotiating with manufacturers. When Ricky identifies an employee who has knowledge, and demonstrated success contract negotiation like his employee, Bill Harmon, Ricky needs to evaluate if Bills workload would allow him to take on a new project.
The next step Ricky needs to do is have a private conversation with Bill and clearly outline the parameters and scope of this project. Ricky needs to make sure that Bill understands what is expected by clarifying and asking open-ended questions. Ricky needs to make sure Bill does not have any unanswered questions regarding the development of the department’s new procedures manual for negotiating contracts with office product’s manufacturers. Therefore, Ricky will allow Bill to participate in the decisions since he will be held accountable for this task.
Ricky needs to clearly explain that this needs to be completed by the end of the month, and make sure that Bill feels comfortable and accepting of the time commitment. Ricky needs to make sure that Bill has the ability to work this project as he see fit, however his authority is limited to only the parameters of the project. Bills needs to understand this his authority to all other aspects of his job or the job of other works has not changed. Ricky needs to ensure that Bill understands and accepts that his range and discretion are limited to the scope of the project only.
In allowing the employee to participate, Ricky must understand that Bill may have his personal self-interests and biases that may cause a potential problem in not committing fully or deterring him from taking on the delegation of the new assignment. Ricky will need to listen to learn and use open-ended questions to redirect the personal biases and self-interests. Some employees find themselves facing challenges because they immediately think about themselves and have a tendency to exhibit impartial judgment, which is not always fair in a workplace environment.
Employees have to do what’s right for them, but also remember that this is a business. When presenting open-ended questions, this provides Ricky the opportunity to answer all of Bill’s questions or concerns in a positive manner. Ricky is able to provide Bill with all of the answers and support and even resources that Bill needs. For instance, if Bill says “I do not have the the first written copy of the resource manual and I am not sure who has it. ” Ricky may respond, “Well Bill, I have it in my office and I will commit to have it to you by 12pm.
” This provides Bill with the resource he needs and Ricky may ask some more open-ended questions using who, what, where, when, and why to get Bill to open up about any questions or concerns. Personal biases influence the way another person may think about a particular object, place, or person. The employees who are judgmental may focus on ways to degrade their peers or have difficulty in taking on a new task. This creates a negative culture and does not motivate a team to perform to its fullest. Many employees can see being bias in a workplace both negatively and positively.
They are normally personal biases which are formed through a person that may have been predisposed during childhood, environment, through another person’s own biases without researching, and/or experiences. The Assignment that Bill Harmon has agreed to take on will outline the steps followed in negotiating contracts with office products’ manufacturers who supply the organization’s products. It is important to inform everyone involved of the delegation. Anne Zumwalt and any other managers that may be involved with this project or directly affected by the outcome will be informed of Bill’s commitment to take on this new task.
It is important that Ricky informs all employees affected by this delegation of Bill taking on this project and to inform employees on how much authority Bill has committed to. This provides a sense of pride and ownership over the project for Bill and he is fully aware that he will be held accountable for the end-product. When setting the parameters of this project with Bill it will be important to determine how Bill and Ricky will establish feedback channels. Bill must know how to communicate with Ricky about the project.
It is important to know the stages that Bill may provide feedback to Ricky. Ricky should also inform Bill on how he intends on monitoring the project and how often he will be checking in. Bill should provide commitment and understanding on exact deadlines (end of the month on a specific date) and expectations. It is crucial that Bill knows if any problems should arise then Ricky should be contacted as soon as possible so they are able to work through it in the most proactive and efficient way.