M3.21 Organising and Delegating

Effective and efficient use of the team’s knowledge & skills while planning to achieve work objectives Organizing is the managerial function of arranging people and resources to work towards a goal. In order to achieve objectives in an effective and efficient manner it is important to have a good knowledge of the team’s skills.

Issues such as lack of motivation in the team, fearing of undervaluation or a poor attitude to work could fail the task and at the same time enthusiastic, motivated and given responsibility for their work team, can reach the targets and successful results. Overall objectives of the firm could be failed if the wrong person is chosen, therefore the individual goals of the employees have to be set in order to their respective skills. In other words a successful manager is one who selects the right people for the right jobs, and assigns them to tasks that are suitable with their skills and proficiencies.

To do so five steps are required: Break down the team’s goal into specific, individual tasks; Rank activities by their dead lines, priorities & importance; Analyse skills needed for each task; Consider the competencies of each team member; Match each individual to the respective task. Schedule and allocate work to the team An easy way of doing this would be to write down the competencies needed for each task on one note and to put all the competencies of each team member in the table or matrix. Then finally people can be easily matched to their respective roles.

Most-likely in real life situations difficulties like overlaps and lots of gaps could occur, but this technique could be a great starting point in allocating work to the team. HR planning can be used to assure output & quality However it is possible to minimise or even to avoid situations where overlaps and gaps occur in a team’s work allocation. To do so, a manager needs to oversee & organise human resources. He needs to consider forecasts of future work loads, productivity and staff turnover. It is also imperative to be able to anticipate change rather than waiting for a problem to arise first.

Simple manoeuvres like training employees or recruiting staff with core competencies could be executed in order to meet new firm’s requirements. The benefits of human resources planning are primarily on the work quality or output. It helps in the scheduling and allocating of jobs to the right personnel. Also it helps the organisation to manage changes in demand variations and recruitment by providing information about how the current human resources of the organisation are contributing to the successes or failures of key business objectives. Delegating to achieve workspace objectives Example of delegation & empowerment

I am a prime example as I work for myself. In other words I’m a sole trader and I have only one employee. It is very rare that I have to delegate responsibilitie. But once a year, a couple of weeks before the 1st of July and about a month after, to meet the demand of the business I have to hire some extra personnel. Since those six weeks is a relatively short period of time and the amount of work in this period is very high, delegating to achieve objectives turn into the normal and essential every day practice in conducting my business. Each year, on the 1st of July, thousands of students move into their new homes.

It’s the busiest day of the year for all the rental companies, individual landlords and of course businesses like mine. I provide a complete service to all landlords of which includes general maintenance, cleaning, furniture sales and deliveries, facilities management and much much more. Normally to meet the demand of cleaning I have to create two or three new teams. The management of those teams is to delegate to my only employee. By delegate I mean that I give him the responsibility to act on my behalf, as well as authority over the other teams and their expenses.

It is easy for me to decide what to delegate and who to select for the task, because I have only one member of staff and the “cleaning operation” is something that doesn’t require any specific knowledge. Dead lines and required quality standards of cleaning, of every property individually, are agreed with customers before all works commence. Therefore, when the time for delegation arrives, all objectives are set with strategies in place and all that’s remaining is to monitor the process and to learn from the mistakes for the next year.

He also has control over the other staff and decisions they make, as well as the financial side of the project. Every year seems to become busier than previous years, therefore, empowerment perfectly serves as a development of my staff. Technique to monitor the outcomes of delegation Even if I have a good team and they are happy to take responsibilities, as a business owner, I’m the one who takes all fire and blame for their mistakes. It is increasingly more difficult to get payment for the job that has been done, however, if it is not upto the agreed standard then this is always a consistent problem.

Therefore to ensure the successful completion of the set objectives, task monitoring is a must in my business. I have to make sure that I will be able to monitor the progress of all tasks and their execution and know if the tasks have been successfully completed. In my opinion the key factor in monitoring the outcomes is communication. Regular updates allow me to get the clear picture of the situation on the sites. That helps me to see the potential problems at an early stage.

After work, once every single property has been finished, it is my job to thoroughly inspect the work conducted. Over the years of working with people I have learned how important it is to be grateful for their business. Every day after all work has been completed, I like to gather all teams together to thank them for their hard work and at the same time I take that opportunity to review the progress, see if any of the team members have anything to say about how we are doing and I’m very happy to hear some criticism towards management.

By taking these simple steps I have control over the manager who is delegated to the tasks and also over the people who carry out the work. Effectiveness of feedback, recognition & reward Effective management of employees allows to accomplish goals at work. And to be effective it’s important to promote employee engagement, motivation, development and employee retention. All this comes from feedbacks, recognition and rewards. Since only one member of staff is delegated to give feedback I always take the informal approach.

Simple conversation about what went wrong and what was done good. Thankfully for me i have somebody I can trust and most of the time the feedback is positive followed by recognition and reward. Recognition for effective performance and is a powerful motivator and just like I’ve mention before to demonstrate appreciation and to say ‘thank you’ for contributions that people make at work is one of the cheapest and best ways of reward. Barriers and support of delegation Delegation is a good technique to free some of my time and still to get good results.

However, sometimes as a result, this leads to the issue of barriers being bulit. Sometimes it is easier to do the job by myself and sometimes it’s even faster. Some tasks can be accomplished only by me, because of the legal requirements. Work with customers, orders and payments is something very important and business wouldn’t exist if these fields wouldn’t get special attention. Therefore it cannot be delegated to somebody else. Of course if my company would have a monopoly I could put customer care to the back of the que, but it’s not the case in my circumstance.

My day-to-day task is to communicate with customers, update them and sometime advice them. By doing so I take responsibility that could not be passed onto somebody else. Even if there are many reasons not to delegate, even more could be found to support delegation. It benefits all organisations and it is vital to promote it by providing resources and support. Effectiveness of communication through the informed and more competent staff can be well increased. Skills development, time management, performance and many other important fields in management can be effectively increased.