Student Organization Handbook

Delegating Responsibility

Delegation is the key to a successful organization. Sharing responsibilities keeps members interested and enthusiastic about the group. Do not be reluctant to delegate tasks to members. {Your way may not always be the right way.} By not delegating tasks, members begin to feel unimportant and apathetic. There are several good reasons to delegate not only for the members but for the leader as well.

BENEFITS FOR THE MEMBER

BENEFITS FOR THE LEADER

• Gaining satisfaction watching members grow and develop.
• Not being spread too thin and, therefore, being less likely to burn out.
• Acquiring more experience in executive and administrative functions.

THE TIME TO DELEGATE

• When there is a lot of work and all the details have to be divided.
• When a member has particular qualifications for or interest in a task.
• When someone can benefit from the responsibility.
• When routine matters need attention.

INAPPROPRIATE TIME TO DELEGATE

• When the task is something that you would not want to do.
• When someone is unqualified for the task.
• When the work is your own specific responsibility.
• When the task is big or an unsolved problem.
• When an issue deals with the personal feelings of another.
• When there are confidentiality concerns.

WAYS TO DELEGATE

• Ask for volunteers by show of hands or passing a sign-up sheet around. However, be cautious. This method can be impersonal and could make someone feel obligated to help because no one else signed up to help.
• Appoint someone. Some members lack self-confidence and won't volunteer; appointing them demonstrates confidence in their ability.
• Assign through a committee. This takes the pressure off an individual and reinforces organizational structure.
• Option: fit of the person with the task. It is most effective.
• Try to spread the enjoyable and responsible tasks around, giving more members status and value.
• Plead, threaten, intimidate, flatter, guilt trip not generally recommended.

HOW TO KNOW IF THE WORK IS BEING DONE EFFECTIVELY?

• "My way or the highway" is not effective delegation. Accomplishment of the objective is what matters. Be willing to sacrifice a way of doing something in order to effectively delegate.
  
• Periodically follow-up to ensure that your members are succeeding, to answer any questions, to offer some helpful advice, and to discuss and deal with any problems before the task is completed.
  
• Be sure that members do not consider the meetings as a lack of confidence in their performance or a way of taking over.

FAILURE, IT IS AN EVIL WORD BUT IT HAPPENS
Members fail at fulfilling responsibilities sometimes. Some possible reasons include:

• Disinterested in the task in the first place
• Unqualified or overqualified
• Overloaded with responsibilities
• Did not understand the task; responsibility was not clearly communicated
• Other people or circumstances prevented their success
• Sufficient resources were not provided for their success
• Dislike delegation process of responsibilities
  
• When a member fails, find out why.
• Hold the member accountable only if he/she is responsible.

DO NOT EVER NOT DEAL WITH FAILURE:

• It can break down an organization.
• The organization gets the message that it is okay to fail and that fulfilling responsibilities is not that important.
• The organization loses respect for the leader who failed to deal with failure.
• The individual gets the message that it is okay to fail; that is, failing is not big deal.
• The individual may develop the habit of failing.
• The individual loses the opportunity to learn some important lessons from failure.
• The leader loses the respect of the group and maybe even the member who failed.