A
manager alone cannot perform all the tasks assigned to him. In order to
meet the targets, the manager should delegate authority. Delegation of
Authority means division of authority and powers downwards to the
subordinate. Delegation is about entrusting someone else to do parts of
your job. Delegation of authority can be defined as subdivision and
sub-allocation of powers to the subordinates in order to achieve
effective results.
Elements of Delegation
- Authority - in context of a business organization,
authority can be defined as the power and right of a person to use and
allocate the resources efficiently, to take decisions and to give orders
so as to achieve the organizational objectives. Authority must be well-
defined. All people who have the authority should know what is the
scope of their authority is and they shouldn’t misutilize it. Authority
is the right to give commands, orders and get the things done. The top
level management has greatest authority. Authority always flows from top
to bottom. It explains how a superior gets work done from his
subordinate by clearly explaining what is expected of him and how he
should go about it. Authority should be accompanied with an equal amount
of responsibility. Delegating the authority to someone else doesn’t
imply escaping from accountability. Accountability still rest with the
person having the utmost authority.
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- Responsibility - is the duty of the person to complete
the task assigned to him. A person who is given the responsibility
should ensure that he accomplishes the tasks assigned to him. If the
tasks for which he was held responsible are not completed, then he
should not give explanations or excuses. Responsibility without adequate
authority leads to discontent and dissatisfaction among the person.
Responsibility flows from bottom to top. The middle level and lower
level management holds more responsibility. The person held responsible
for a job is answerable for it. If he performs the tasks assigned as
expected, he is bound for praises. While if he doesn’t accomplish tasks
assigned as expected, then also he is answerable for that.
- Accountability - means giving explanations for
any variance in the actual performance from the expectations set.
Accountability can not be delegated. For example, if ’A’ is given a task
with sufficient authority, and ’A’ delegates this task to B and asks
him to ensure that task is done well, responsibility rest with ’B’, but
accountability still rest with ’A’. The top level management is most
accountable. Being accountable means being innovative as the person will
think beyond his scope of job. Accountability, in short, means being
answerable for the end result. Accountability can’t be escaped. It
arises from responsibility.
For achieving delegation, a manager has to work in a system and has to perform following steps : -
- Assignment of tasks and duties
- Granting of authority
- Creating responsibility and accountability
Delegation of authority is the base of superior-subordinate relationship, it involves following steps:-
- Assignment of Duties - The delegator first tries to
define the task and duties to the subordinate. He also has to define the
result expected from the subordinates. Clarity of duty as well as
result expected has to be the first step in delegation.
- Granting of authority - Subdivision of authority
takes place when a superior divides and shares his authority with the
subordinate. It is for this reason, every subordinate should be given
enough independence to carry the task given to him by his superiors. The
managers at all levels delegate authority and power which is attached
to their job positions. The subdivision of powers is very important to
get effective results.
- Creating Responsibility and Accountability - The
delegation process does not end once powers are granted to the
subordinates. They at the same time have to be obligatory towards the
duties assigned to them. Responsibility is said to be the factor or
obligation of an individual to carry out his duties in best of his
ability as per the directions of superior. Responsibility is very
important. Therefore, it is that which gives effectiveness to authority.
At the same time, responsibility is absolute and cannot be shifted.
Accountability, on the others hand, is the obligation of the individual
to carry out his duties as per the standards of performance. Therefore,
it is said that authority is delegated, responsibility is created and
accountability is imposed. Accountability arises out of responsibility
and responsibility arises out of authority. Therefore, it becomes
important that with every authority position an equal and opposite
responsibility should be attached.
Therefore every manager,i.e.,the delegator has to follow a system to
finish up the delegation process. Equally important is the delegatee’s
role which means his responsibility and accountability is attached with
the authority over to here.
Relationship between Authority and Responsibility
Authority is the legal right of person or superior to command his
subordinates while accountability is the obligation of individual to
carry out his duties as per standards of performance Authority flows
from the superiors to subordinates,in which orders and instructions are
given to subordinates to complete the task. It is only through
authority, a manager exercises control. In a way through exercising the
control the superior is demanding accountability from subordinates. If
the marketing manager directs the sales supervisor for 50 units of sale
to be undertaken in a month. If the above standards are not
accomplished, it is the marketing manager who will be accountable to the
chief executive officer. Therefore, we can say that authority flows
from top to bottom and responsibility flows from bottom to top.
Accountability is a result of responsibility and responsibility is
result of authority. Therefore, for every authority an equal
accountability is attached.
Differences between Authority and Responsibility
| Authority |
Responsibility |
| It is the legal right of a person or a superior to command his subordinates. |
It is the obligation of subordinate to perform the work assigned to him. |
| Authority is attached to the position of a superior in concern. |
Responsibility arises out of superior-subordinate relationship in which subordinate agrees to carry out duty given to him. |
| Authority can be delegated by a superior to a subordinate |
Responsibility cannot be shifted and is absolute |
| It flows from top to bottom. |
It flows from bottom to top. |
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