Effective delegation checklist: Getting ready to delegate

What managers should do before delegating his powers in general and his tasks in particular? Before delegating the powers managers must consider the following checklist:

1. Determining the goal of delegation

It needs precisely to define what powers are due to be delegated and why. For example, the head of purchasing department decided to delegate a part of his powers in order to concentrate on strategic goals of the department. The aim of this delegation is to optimize activities of his department, increase its productivity and develop new skills among the staff.

Task list:

• Make decision
• Notify the employee of future delegation beforehand
2. Informing the employee

The head of purchasing department needs to have a conversation with the employee (who is to be assigned to delegated tasks), then precisely explain new responsibilities and listen to the employees questions and requests. If the employee is initiative and creative person then the performance of his new duties will be motivated by his wish to work and build career.

Task list:

• Prepare instructions
• Make conversation with the employee
• Set permissions to the group "Delegated tasks"

When they discuss and agreed all points of delegation the head can give the employee permissions to the group Delegated tasks.

3. Explaining the employee his new duties and rights

Further it is necessary to take up powers (rights) of the employee and resources. First the head of the department can ask the subordinate what he requires to perform the task successfully. If the subordinate doesn't require anything, the department head should propose it. Then they should make written confirmation in which terms and responsibilities are determined.

Task list:

• Explain duties
• Document employee's duties and rights
4. Providing the employee with all necessary documents

It is very important to provide to the employee with access to all necessary documents (licenses, patents, contracts, payment documents, specifications, declarations, etc.) as at work with current and new suppliers, it can be demanded official documents (invoices, contracts) drawn up in proper way. As to the legal side of delegation the head and his subordinate can sign the document Form of delegation that stipulates all responsibilities, rights and duties of the employee.

Task list:

• Prepare documents concerned to all purchase orders and suppliers
• Prepare the form of delegation

VIP Task Manager allows the department head to build delegation checklist and effectively transfer tasks to the subordinate. The department head can create the following four groups: "Determining the goal of delegation", "Informing the employee", "Explaining the employee his new duties and right", "Providing the employee with all necessary documents".

In every group he can put task list and set task priorities, due dates, statuses, estimated time and actual time, etc. In order to make task more detailed, notes can be added in the tasks. For example, the group "3.Explaining the employee his new duties and rights" has the task "1.Prepare documents concerned to all purchase orders and suppliers". This task includes notes that explain several actions to execute the task: provide employee with access to all purchase orders in computer, sort urgent and normal purchase orders, give all payment documents. The "Preview mode" can be helpful to display the tasks with notes in Task List view.

When the checklist is created VIP Task Manager allows to print out it and export to MS Excel. The department head can get the printed copy of checklist when he is not running VIP Task Manager and so efficiently keep working on delegation of powers.