15 – Use an example to describe how you would delegate a facilities management task to a team member for their personal development. Your answer must show how you would manage risk associated with delegation and ensure a positive outcome.
A manager in an organization has several roles and responsibilities. To relieve the manager’s workload, subordinates are given tasks and authority to carry out the manager’s tasks.
The management does not fully delegate authority to his subordinates. To fulfil the task allocated to subordinates, the manager only shares some responsibilities and authority.
Delegation begins with senior management, who is responsible for all objectives.
Delegation is the process through which formal authority is transferred from a superior to his subordinates.
In addition to responsibility, the manager shares authority, i.e. the authority to make choices, with subordinates to ensure that responsibilities are accomplished effectively.
This is still not an example, or a case study, of where you have delegated a task to a team member.e.g. One of my tasks is to monitor expenditure on the … budget. I have delegated this task to… They have to .., issue reports…To ensure that they do this…, training, reporting structure…Etc. Try to find a specific example and examine that.
The Delegation Process five phases:
1 – Preparing
In my closing patrol of the classrooms and windows as I entered the classrooms I would monitor the amount of covid 19 products such as sanitizer, viral spray and hand towels. Than I would take notes and report to the morning team.
2 – Planning
Due to the heavy workload, I had to delegate to the morning team the task that involves the replenishment of covid 19 products for the classrooms.
3 – Discussing
They can manage to replenish the products before all the staff begin having lessons. If by any reason this wasn’t possible we would discuss it and act accordingly.
4 – Monitoring
I would monitor the stock of the range of products availability and report to the school Facilities Manager in order for this products been ordered to maintain sufficient levels that would last for the next month or so.
5 – Appreciating
I would know if the products were allocated to the specific locations when I would be doing my closing patrol of the building and also by the Help Desk request, or more specifically by the absence of requests.
I would appreciate their work by praising them with team building words such as, good work team, we are in this together.
Individuals are more willing to embrace responsibility, which helps worker growth and motivation. It’s part of the empowering process.
Delegation motivates subordinates as they feel honored to be given authority and responsibility. A morale booster
It helps employees grow professionally by taking on more complex assignments enhancing work satisfaction.
Because delegation demonstrates the manager’s trust, it instils a sense of self-importance and recognition in the subordinate, motivating him.
Making choices and addressing difficulties allows subordinates to grow in their managing abilities.
Improved task allocation in the group as each employee is given the authority to act, rapid decision making occurs.
It is challenging to uncover major concerns since many subordinates make judgments because central management is removed from the actual operations where decisions are made.
Lack of coordination among these subordinates may confuse, making it challenging to manage procedures and policies.
It may be difficult to completely match the job with the subordinate’s capability.
A team manager may assign authority but not a liability to a team member (accountability). In this case, the team manager reports to their superior, not the team member.
It’s risky to delegate. The manager’s confidence determines a teammates independence. Supervisors (or new managers) take less chances with a new or inexperienced staff. To avoid the pitfalls of delegation, follow these rules:
Clearly express your findings. Acknowledge that a particular degree of performance is required (e.g. what, when, how). Make enough resources available (time, funding, equipment). Agree on straightforward reporting processes.
The delegator must assist. To contact the delegator if they have any issues. Remind them that early mistakes will be lessons. Task completion should be recognized early (e.g., in the yearly performance appraisal).
The manager’s overall tasks may be divided into sections to manage and delegate to others. So the first step is to establish subordinate assignments. The skills of each subordinate should be matched.
Delegation of authority is the second step. In other words, the authority should fluctuate with the work.
Subordinates commit to doing their tasks appropriately. The subordinates assigned the work has a moral responsibility to do it to their best abilities. They’re responsible for the task’s completion and output quality.
By accepting a task, a subordinate assures his superior to do his best. Managers are ultimately responsible to their superiors for the task’s successful completion.
Sources:
Website:
Videos
https://www.youtube.com/watch?v=aZK3zS7l848 – The Art of Delegation
https://www.youtube.com/watch?v=YzNwTk4sWwE – How to Delegate Like a Millionaire Entrepreneur
https://www.youtube.com/watch?v=krJN4Ks8-6c – Let Go To Grow: Mastering the Art of Delegation Presented by Lisa Montanaro
https://www.youtube.com/watch?v=9tipp7Jm2Vw – Delegation (Pros, Cons & Evaluation)
https://www.youtube.com/watch?v=D4scqUG9f3s – How to delegate something large – without risk
https://www.youtube.com/watch?v=zkF6d3WrFJM&t=21s – Managing People explained in 6 minutes – by Chris Croft
https://www.youtube.com/watch?v=zupvnzYGXZ8&list=WL&index=101&t=7s – Management By Wandering Around
https://www.youtube.com/watch?v=A9o5K8vSq18 – Leadership Empowerment
https://www.youtube.com/watch?v=qzoIAJYPQwo&t=1145s – Seth Godin – Leadership vs. Management – What it means to make a difference
https://www.youtube.com/watch?v=V3VYtT4Fw2g&list=WL&index=119&t=5s – What is Leadership? Leadership Explained
FM reading material:
Reading resource: Total Facilities Management, 4th Edition (B Atkin and A Brooks, 2015)
– Chapter 4 “Human resources management” All sectionsp59-66
| – Chapter 40 | “Management of the Facilities Management Function” | All sections |
- FM4.10 Fact Sheet No 1
Reading resource: Facilities Manager’s Desk Reference (J Wiggins, 2014)
- Chapter 4“Delivering FM – FM strategy” Sections 4.1 to 4.16p26-33
Reading resource: Total Facilities Management, 4th Edition (B Atkin and A Brooks, 2015)
| Chapter 3 | “Facilities management strategy” | All sections | p42-57 |
