Delegation of Work and Coordination

B A (JMC) (3-YDC), SEMESTER SYSTEM

SEMESTER –IV

SEC III: PUBLIC RELATIONS AND EVENT MANAGEMENT

Unit-2: EVENT MANAGEMENT

LESSON – 32: DELEGATION OF WORK AND COORDINATION

 

Objectives:

1. Know what is delegation and coordination in Event Management
2. Understand the basic principles of Delegation
3. Learn types of Delegation of work
4. Know the importance of Delegation
5. Understand the benefits of Delegation

Introduction:

Delegation is the act of transferring of authority and responsibility from one individual to another. It generally happens top-down i.e. from a leader or manager to subordinates. It is not merely the assignment of tasks, but also the empowerment of individuals to make decisions and own their assigned duties. The strategic selection of tasks for delegation can be a game-changing approach in event planning. By identifying and entrusting tasks well-suited for others to handle, organisers can streamline and harmonise the event process for greater cohesion and efficiency. Coordination is the backbone of effective organization, ensuring seamless integration of multiple activities, resources, and stakeholders towards a common goal. It fosters collaboration, streamlines the processes, and optimizes resource allocation.

In this lesson we discuss about principles of delegation, steps in the process of delegation, types of delegation, importance of delegating work, benefits or delegation and coordination of work with reference to organising the events.  

Delegation of Work

Organising an event is not an easy task without the coordination, cooperation and support of a team of people who shoulder responsibilities. There are different jobs to be taken care of in organising an event. From pitching a story to the client, understanding the goals and objectives of the event, budget, venue, marketing, promotions, Public Relations, media management, registrations, logistics, compliance of rules and regulations etc. Different sets of skilled professionals are required to manage these functions. This kind of distribution of powers to different individuals and groups is called Delegation. It forms the foundation for a well-organised and productive event-planning process. By delegating tasks judiciously, event planners harness their team’s diverse talents and skills, fostering innovation and ensuring that each member’s strengths are leveraged for the benefit of the event.

According to Harvard Business Review, delegation involves "shaping the thoughts and ideas of others instead of dictating their plans." Perspectives on the definition of delegation vary, ranging from a simple distribution of workload to a strategic tool for organisational effectiveness.

In essence, not all tasks are created equal, and it is crucial to identify which ones can be effectively delegated to ensure optimal resource allocation. This considered approach to delegation allows planners to focus on high-impact, strategic activities while entrusting routine or specialised tasks to capable team members. It is a means of leveraging the diverse skill sets within the team to maximise efficiency and productivity.

Principles of delegation

In the process of delegation, certain principles will have to be considered.

1. Clarity: Clear articulation of responsibilities, inter-departmental relationships, and work significance empowers subordinates.  This shall lead to optimal performance and alignment with business objectives.
2. Transparency: Managers must articulate performance standards and objectives. This helps subordinates to grasp the expectations. Clarity regarding expected results lays the groundwork for task execution excellence.
3. Balancing: Achieving a delicate equilibrium between authority and responsibility is imperative for effective delegation. Subordinates must be vested with sufficient authority to fulfil their duties, while accountability establishes diligence and commitment towards goal achievement.
4. Responsibility: Managers retain ultimate accountability for outcomes. Simultaneously, subordinates are answerable for their performance.
5. Unity of command: A fundamental tenet is adhering to the unity of command. Fragmented directives from more than one manager can create too much confusion and inefficiency. There needs to be a cohesive reporting structure to streamline communication and enhance clarity.
6. Authority: Clear demarcation of authority prevents overlap and promotes efficiency. Managers must ensure subordinates possess well-defined authority, enabling proficient task execution.
7. Autonomy: Managers should exercise autonomy in decision-making within their designated authority.  This is for reserving referrals to superiors for matters exceeding individual jurisdiction.

Successful delegation hinges on adhering to fundamental principles such as clarity of objectives, matching tasks to skills, establishing accountability, maintaining open communication, and establishing a culture of trust and empowerment. Ignoring these principles can lead to confusion, inefficiency and eventual failure in task execution.

Process of Delegation:

The process of delegation starts from defining activities and selecting appropriate individuals or teams to establish accountability mechanisms. It demands clear communication, trust-building, monitoring and feedback. Here are some steps to be followed in the process of delegation. 

1. Suitability: Before delegating anything, assess its suitability for delegation. Consider the nature of the task and whether it aligns with the skills and expertise of the team members. Confirm that the task is well-defined and does not require specific expertise.
2. Selection: Choosing the right person or team for the delegated task is essential. Consider the strengths and weaknesses and skills of the person being delegated. Assess what they will gain from undertaking the task and what, as a leader, will gain from their involvement.
3. Abilities: Ensure that the individual or team selected for the delegated work has the necessary ability to carry it out effectively. Clarify their understanding of the task requirements and assess if any additional training or support is required to enhance their capabilities.
4. Communication: Management shall realise that communication is the key. Clearly explain why the activity is being delegated and why it is essential for the individual or team to undertake it. Emphasise the importance and relevance of the task within the broader context of the goals.
5. Results: Clearly define the expected results and outcomes of the delegated task. Establish measurable objectives and performance indicators to track progress and success after the end goal is achieved. Ensure that the individual or team understands the expectations and how their performance will be evaluated.
6. Resources: Discuss and agree on the resources required to accomplish the work effectively. This may include personnel, equipment, materials and other related resources. Ensure that adequate resources are allocated to support the successful completion of the task.
7. Deadlines: Establish clear deadlines for completion. Consider any dependencies or constraints. Communicate deadlines clearly and ensure that the individual or team understands the timeline for completing the task. Set review dates for ongoing activities to monitor progress and make adjustments, as needed.
8. Guidance: Support the individual or team throughout the delegated task by providing guidance, encouragement and resources as needed. Because the ultimate goal is achieving the desired goal where we do not interfere much. Otherwise, it would be miscommunicated as micro-management.
9. Feedback: Provide timely and constructive feedback on the performance and outcomes. Must acknowledge successes and achievements and address any areas for improvement openly. Use feedback as an opportunity for learning and development, both for the individual or team and for oneself as a leader.

Types of Delegation:

Delegation manifests in the forms like the task delegation, the authority delegation, and the result delegation.

1. Task Delegation: Task delegation involves assigning specific tasks or activities to individuals or teams based on their skills, expertise, and availability. This form of delegation focuses on the completion of particular tasks within a given timeframe and typically involves clear instructions and expectations. Suppose, the manager delegates the task of creating social media graphics for an upcoming campaign to a graphic designer, the designer is responsible for producing high-quality graphics according to the campaign brief and schedule.
2. Authority Delegation: Authority delegation grants decision-making power and autonomy to individuals or teams to make choices and act within the predefined boundaries. It involves transferring the authority to make decisions, approve actions, or allocate resources to others while retaining overall accountability. The best example of it would be the role of a project manager. They distribute authority to a team leader to make decisions regarding task prioritisation and resource allocation within their project. 
3. Result Delegation: Result delegation focuses on achieving specific outcomes or objectives while providing flexibility in how those outcomes are achieved. It involves defining the desired results or goals and empowering individuals or teams to determine the best approach to accomplish them.

Importance of delegating tasks:

Effective delegation also ensures that things keep running smoothly without any confusion. When responsibilities are shared with Assistants, it ensures that certain tasks do not rely solely on the Organiser. Another benefit of right delegation skills is that it boosts productivity and efficiency. Assistants are usually skilled and talented breed and their expertise can be utilised effectively. Delegating the tasks effectively is important for many reasons.

1. Delegating strategic calendar management: Imagine a busy Leader who oversees a team of sales staff realizes that managing the calendar and prioritizing tasks is taking much of his time. He decides to delegate these tasks to a capable assistant. This enables him focus on developing business strategies and meeting with key clients, while the assistant ensures that the team's calendars are organized and optimized.
2. Tasking the assistant with Email management: Emails can be handled by a different team during the event. Now the person in charge of responses to emails may have to look into some other work, it can be handled by one more assistant, whereas he can become responsible for watching the emails, filtering spam, and responding to routine inquiries. He can be also on the lookout for any urgent matters that need attention, making sure he does not miss anything crucial.
3. Travel arrangements & itinerary planning: The top management, is always on the go, jetting off to business meetings and conferences. With a jam-packed schedule and heaps of travel details to handle, he can decide to hand over travel arrangements and itinerary planning to a trusted assistant. This way, he takes care of booking flights, finding accommodations, arranging ground transportation, and putting together detailed itineraries for each trip.
4. Social media management: Now think of an event management company that wants to connect with more customers and boost its brand on social media. The client knows how crucial social media is but does not have the time or expertise to manage it effectively. Therefore, he decides to delegate social media management to a capable assistant. With a knack for digital marketing, he takes charge of creating and scheduling, engaging social media posts, keeping an eye on comments and messages, and even analysing the success of different campaigns.
5. Meeting coordination & preparation: In case of the Executive who has several meetings and conferences to attend and managing all the coordination and preparation is starting to become overwhelming, that is when he realizes it is time to delegate these tasks to his trusted assistant.  He assigns assistant the responsibility of scheduling the meetings, sending out invites and preparing agendas.
6. Research & information gathering: Here again the Executive who understands the importance of staying in the loop about industry trends and what competitors are up to. But researching and gathering all that information can be time-consuming. Therefore, he decides to get the help of his assistant. He passes him the responsibility of digging into research, summarizing findings, and compiling reports. With assistant’s skills and expertise in the field, he knows he can trust the assistant to deliver the relevant and reliable information.
7. Customer relationship management: A team of people are required to deal with customer relations. Customer relations management is a huge task. It has different portfolios like responding to inquiries, managing customer data, and following up. To ensure appropriate supervision, it is very much required to set up regular check-ins to review any questions or concerns that may arise. Monitoring customer interactions will help customers receive timely responses and that is mutually beneficial.
8. Budget monitoring & expense tracking: For delegating the job of financial dealings and budgeting, needs an expert with financial expertise. The task is to keep track of the budget and expenses. Since the Assistant has a background in finance and knows way around numbers, he gains access to all the financial records, budget spreadsheets, and expense-tracking tools. He will also handle reconciling financial statements, tracking expenses against the budget, and generating reports for review.
9. Vendor & supplier management: This is a huge task for the event organisers. It takes a group of people to handle different vendors. Transport, Audio visual aids, catering, supply of other infrastructure to the event venue needs to be managed by different people of the same group.

Effective delegation also ensures that things keep running smoothly even when in one’s absence. When responsibilities are shared with the assistants, it ensures that certain tasks do not rely solely on one person. So, if something unexpected comes up or swamped with work, the assistant can step in and keep things moving. Most of the organisations depend on the Managers capability in delegating effectively the responsibilities to the individuals and teams to assist.

Effective delegation tips:

1. Encourage team members to take pride in their delegated tasks as if they were their own. This will create a sense of personal responsibility and commitment to success.
2. Rotate delegation responsibilities among team members to provide diverse learning experiences and prevent burnout or boredom.
3. Trust the team members to make decisions within their delegated tasks. Empower them and promote autonomy.
4. Delegate tasks that stretch the capabilities of the team members. This would provide opportunities for skill development and career advancement.
5. Create an open environment where team members feel comfortable providing feedback on the delegation process.
6. Encourage a growth mind-set by viewing failures as learning opportunities rather than setbacks. This sets a foundation for resilience and innovation.
7. Ensure that delegated tasks align with both individual and organisational goals. Keep everyone focused on strategic priorities.
8. Encourage the team members to build relationships and networks within their delegated responsibilities.
9. Adapt the communication and leadership styles to suit the preferences and needs of each team member
10. Demonstrate effective delegation by being willing to delegate tasks oneself, setting a positive example for the team and promoting a culture of trust and empowerment.

The art of delegation is a pivotal skill in orchestrating a successful event, as it engages team members to amplify their strengths and contribute to collective goals. Let us also delve into the inherent benefits effective task delegation within the event planning domain.

Benefits of Delegation:

Incorporating effective delegation into the event planning framework brings many advantages. Among these, the merits of delegation encompass a significant boost in productivity as team members channel their efforts into their specialised areas of expertise. Additionally, it leads to a marked improvement in time management, enabling event planners to allocate their focus to high-level strategic planning. Much like how skilled workers allocate tasks to different team members for optimal efficiency, effective delegation optimises the use of each team member’s skills and knowledge. This targeted approach enhances productivity, ensuring that tasks are accomplished efficiently and with a high level of expertise. Furthermore, by delegating tasks, event planners free up valuable time and mental bandwidth, which allows for a more comprehensive and strategic approach. This newfound time can be dedicated to overarching event strategy, ensuring that every aspect of the event is meticulously planned and executed.

Best delegation practices:

Some of the best practices for delegating the tasks are:

1. Define the scope and goals of the event: Before assigning any tasks or roles to the team, one need to have a clear vision of what is the purpose, theme, and target audience of the event. What are the key deliverables, milestones, and deadlines? How to measure the success of the event? By defining the scope and goals of the event, can align the team with a common direction and avoid confusion or conflicts later on.
2. Identify the skills and strengths of the team: Once the picture of the event is clear to assess the skills and strengths of the team members, what are their areas of expertise, experience, and interest? What are their preferred working styles, communication modes, and feedback preferences? How do they cope with stress, uncertainty, and change? By identifying the skills and strengths of the team, one will be able to delegate tasks and responsibilities that match their capabilities and motivations and leverage their potential.
3. Communicate expectations and responsibilities: After assigning tasks and responsibilities to the team, need to communicate them clearly and consistently. What are the specific outcomes, standards, and deadlines for each task? What are the roles and responsibilities of each team member, and how do they relate to each other? What are the resources, tools, and support available for each task? By communicating expectations and responsibilities, set clear boundaries, avoid duplication or overlap, and ensure accountability and transparency.
4. Provide feedback and recognition: During the event planning process, it is required to provide feedback and recognition to the team members. How are they performing on their tasks, and what are the areas of improvement or challenge? How are they contributing to the overall success of the event and what are the achievements or learnings they can celebrate? How are they feeling about their work, and what are the issues or concerns they need to address? By providing feedback and recognition, it is easy to monitor progress, identify problems, and acknowledge efforts and results.
5. Encourage collaboration and trust: Throughout the event planning process, need to encourage collaboration and trust among the team members. How can they share information, ideas, and resources with each other? How can they communicate, coordinate, and cooperate effectively and efficiently? How can they support, respect, and appreciate each other? How can they resolve conflicts, handle disagreements, and give constructive criticism? By encouraging collaboration and trust, it is possible to foster a positive and productive team culture and enhance the quality and impact of the event.
6. Delegating tasks for maximum efficiency and productivity: In the dynamic realm of event planning, strategic task delegation is pivotal for enhancing productivity and efficiency. This analysis explores the intricacies of assigning responsibilities, aiming to create a seamlessly coordinated event where each team member contributes significantly and embraces empowerment and accountability.
7. Identify core objectives and outcomes: Initiating a project with a well-defined understanding of its objectives is paramount for achieving a cohesive and successful endeavour. This clarity serves as a guiding light for all team members, ensuring that every task undertaken directly contributes to the realisation of the overarching vision. It acts as a unifying force, aligning individual efforts with the collective goal. When all stakeholders share this common understanding, it establishes a powerful framework for task coordination.
8. Match the tasks with strengths: Efficiency maximisation is intricately tied to the strategic alignment of tasks with individual team members’ specific strengths and proficiencies. Achieving this balance involves empowering others by assigning responsibilities that align with their capabilities and expertise. By entrusting tasks to team members who are well-suited to handle them, will bolster overall productivity and cultivate a sense of ownership and empowerment among your colleagues. This approach not only improves the efficiency of task execution but also enhances job satisfaction and motivation within the team.
9. Establish clear communication channels:  Effective delegation relies heavily on unambiguous communication. It is imperative to provide well-articulated instructions and set clear expectations when leading a team to ensure everyone is on the same page. Ambiguity in communication can lead to confusion, misunderstandings, and inefficiency. By maintaining a clear and open communication culture, work will be enabled harmoniously with the team to consistently deliver a flawless event with the required coordination.
10. Implement tools for tracking and feedback: Sustaining a high-performance standard during the event planning process necessitates harnessing the power of technology for organisational support. Utilising various digital tools, such as project management software and real-time communication platforms, proves instrumental in maintaining efficiency and facilitating productive feedback loops. Project management software empowers event planners to streamline task allocation, track progress, and manage deadlines efficiently. Incorporating some technological solutions into the event planning endeavours aligns with the goal of achieving excellence. Efficient event planning with technology ensures that every aspect of the work maintains a high-performance standard.
11. Inculcate a culture of accountability: Delegating tasks goes beyond simply shifting duties. It involves nurturing a deep sense of ownership within the team. Creating an environment where team members are held accountable transforms their responsibilities into a powerful source of empowerment. This, in turn, motivates individuals to excel in their assigned roles.

Summary:

Organising an event is not an easy task without the cooperation and support of a team of people who shoulder responsibilities. There are different jobs to be taken care of in an event. From pitching a story to the client, understanding the goals and objectives of the event, budget, venue, marketing, promotions, PR, media, registrations, logistics, compliances etc. Different sets of skilled professionals are required to manage these functions. This kind of distributing powers to different groups is called Delegation. Each of the group need to work in coordination with each other. Delegation is the act of transferring of authority and responsibility from one individual to another. It generally happens top-down as per the levels of management from a leader or manager to assistants. It is not merely the assignment of tasks. It is also the empowerment of individuals to make decisions and take ownership of their assigned duties. In the dynamic realm of event planning, strategic task delegation is pivotal for enhancing productivity and efficiency. Delegating tasks effectively to assistants is important for many reasons. Organiser must recruit different teams to take care of different assignments like, finance, vendors, communication, guests, travel, hospitality, emails requirements, follow-ups, check- ins and out and coordinate with them.  

Frequently Asked Questions (FAQs):

1.        What is Delegation and Coordination of events mean?

2.        What are the principles of Delegation?

3.        What are the processes of Delegation?

4.        What are the benefits of Delegating work?

5.        What are the best practices of Delegation?

 Model answers to FAQs:

1. There are different jobs to be taken care of in an event. From pitching a story to the client, understanding the goals and objectives of the event, budget, venue, marketing, promotions, PR, Media, Registrations, logistics etc. Different sets of skilled professionals are required to manage these functions. This kind of distributing powers to different groups is called Delegation. Each of the group need to work in coordination with each other. Delegation is the act of transferring of authority and responsibility from one individual to another. It generally happens top-down as per the levels of management from a leader or manager to subordinates. It is not merely the assignment of tasks, but also the empowerment of individuals to make decisions and take ownership of their assigned duties.
2. Clear articulation of responsibilities, interdepartmental relationships, and work significance empowers subordinates.  That leads to optimal performance and alignment with business objectives. Achieving a delicate equilibrium between authority and responsibility is imperative for effective delegation. A fundamental tenet is adhering to the unity of command. Fragmented directives from more than one manager can create too much confusion and inefficiency. Ensure that the individual or team selected for the work has the necessary ability to carry it out effectively. Clarify their understanding of the task requirements and assess if any additional training or support is required to enhance their capabilities.
3. The process of delegation in business starts from defining activities and selecting appropriate individuals or teams to establishing accountability mechanisms. It demands clear communication, trust-building, and ongoing monitoring and feedback. Before delegating anything, need to assess its suitability for delegation. Consider the nature of the task and whether it aligns with the skills and expertise of the team members. Effective leaders know communication is key. Clearly explain why the activity is being delegated and why it is essential for the individual or team to undertake it. Emphasise the importance and relevance of the task within the broader context of company goals.
4. Incorporating effective delegation into the event planning framework brings many advantages. Among these, the merits of delegation encompass a significant boost in productivity as team members channel their efforts into their specialised areas of expertise. Additionally, it leads to a marked improvement in time management, enabling event planners to allocate their focus to high-level strategic planning. Much like how skilled workers allocate tasks to different team members for optimal efficiency, effective delegation optimises the use of each team member’s skills and knowledge. This targeted approach enhances productivity, ensuring that tasks are accomplished efficiently and with a high level of expertise. Furthermore, by delegating tasks, event planners free up valuable time and mental bandwidth, much like focusing on the bigger picture in writing, which allows for a more comprehensive and strategic approach.
5. Before assigning any tasks or roles to the team, one need to have a clear vision of what is the purpose, theme, and target audience of the event. By identifying the skills and strengths of the team, one will be able to delegate tasks and responsibilities that match their capabilities and motivations and leverage their potential.  Initiating a project with a well-defined understanding of its objectives is paramount for achieving a cohesive and successful endeavour. It is imperative to provide well-articulated instructions and set clear expectations when leading a team to ensure everyone is on the same page. Ambiguity in communication can lead to confusion, misunderstandings, and inefficiency.

Multiple Choice Question (MCQs):

1. A delicate equilibrium between_ _ _ _ & _ _ _ _ _ is imperative for effective delegation.

a)      Delegation and Coordination

b)      Authority and Responsibility

c)      Understanding and empowering

d)      Hope and Trust

2. Delegating tasks goes beyond shifting duties. It involves_ _ _ _ & _ _ _ _within the team.

a)      Nurturing & ownership

b)      Dedication & responsibility

c)      Finance & budget

d)      Marketing & PR

3. Managers should exercise _ _ _ _ _ _ _ _ in decision-making within their designated authority

a)      Authority

b)      Powers

c)      Dependency

d)      Autonomy

4. Delegation happens _ __ _ _ _ _ as per the levels of management.

a)      Sidewise

b)      Down to top  

c)      East to west

d)      Top to down

5. _ _ _ _ _ _ _ _in communication can lead to confusion, misunderstandings and inefficiency.

a)      Lucidity

b)      Certainty

c)      Ambiguity

d)      Precision

Keys to MCQs: 1(b) 2(a) 3 (d) 4(d) 5(c)

Glossary:

Delegation: It is the process of assigning tasks or responsibilities to others, typically subordinates or team members, while maintaining accountability and oversight.

Coordination: It is the process of organising and integration multiple activities, resources or stakeholders to achieve a common goal or objective.

Demarcation: It means limitation of authority prevents overlap and promotes efficiency. Managers must ensure subordinates possess well-defined authority, enabling proficient task execution. Any tasks exceeding their scope should be escalated to top-level management.

Authority: It refers to the legitimate power or right to command, direct or influence others, often derived from position, expertise or social norms

CRM: It is a strategic approach to managing interactions with current and potential customers, leveraging technology to enhance customer experiences, build loyalty and drive business growth.

Unity of Command: It refers to the principle of having a single supervisor or manager responsible for an individual’s work, ensuring clarity, focus and accountability

Collaboration: Collaboration is the process of working together with others to achieve a common goal, sharing resources, expertise and responsibilities.

Recognition: It is the acknowledgment and appreciation of individual or team achievements, contributions and efforts reinforcing desired behaviours and motivating performance.

Ambiguity: Refers to the state of being unclear or open to multiple interpretations, often leading to confusion, uncertainty or miscommunication.  

Foster: To promote, support and nurture growth, development and wellbeing

Key words: planning, teams, responsibilities, executives, vendors, communication.

 

Y. Babji,

Editor, Public Relations Voice

Academic Counsellor, Public Relations (since 1989)

AP Open University/Dr BR Ambedkar Open University