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Liberty County Superior Court

Probate Court

201 S Main St #2200, Hinesville,

GA 31313

MEMO

To: The Manager

From: Shekima Jacob

Date: 5/09/2017

Subject: Response on Delegation of Duties

Delegation revolves around working with the subordinate staff to determine the direction, responsibilities, and authority. The process allows others to take up roles through completion of specific tasks. Even though the leader delegates, the primary responsibility, and accountability remain with the one who delegates. Many business people and entrepreneurs have a problem in their determination of whether or not to delegate. The problem gets more serious when the employees seem overwhelmed with their current roles. The decision of whether the manager should or should not delegate some duties can be a difficult one considering that they have to take responsibility for the outcomes. Furthermore, the scepticism and worry of the task not being done well mostly discourages many managers not to delegate. The three scenarios in question present such situations that need critical thinking and appropriate decisions. As the leader and manager in and a firm, the main aim is to ensure progress, growth, and development of the business.

Response to Scenario 1

This role cannot be delegated. As a manager in an internal revenue office, credit functions are very vital to the make or break of the firm’s operations. Considering that the available personnel to possibly think of delegating to is new to the firm, it’s a no for delegation. First, the role is complex as it relates to the credit functions and computerized accounting software’s. The book keeper may have some information on the same but not sufficient enough to make recommendations. The persons to delegate to are not competent enough. The bookkeeper does not have the experience in accounting to be able to make a viable recommendation concerning the purchase of a new accounting software package. The bookkeeper has useful accounting skills and knowledge that may be very useful when delegating some actual work in future. Since they are also involved in the development of a system that takes care of financial transactions, their input will be useful concerning this matter. The manager can seek their views concerning the matter but delegating the whole role to them may be disastrous. The manager should only seek the book keeper’s comments and seek clarification but not delegate.

The other candidate available for possible delegation is the new accounts clerk. The first reason the manager should not delegate this role to them is that they are new. In being new, the core competencies are not clear except for what is on paper and their demonstrated abilities during interviews. The accounts clerk also has valuable tips and information that may add to the manager’s recommendations but not take up the comprehensive tasks. It is not recommended to delegate to the new accounts clerk because they are not familiar with the company’s operations, needs, and gaps, even though they may be knowing the general accounts requirements. Furthermore, the skills, competencies, and abilities of the new accounts clerk need to be tested before they can take up such roles as recommending.

The manager should not delegate the role because of the source of the assignment. It most of the time appears rude when a senior employee delegates a role only to find out you delegated it to juniors. The director would make decisions on their own but choose to consult the manager. Such a move of the manager being asked to give their recommendations should be considered an opportunity for growth and make the right recommendations that will help push the department's performance higher and the firm as a whole. If the manager delegated the role and the director later finds out, it may be detrimental the director’s trust towards the manager. Simply speaking, the role has already been delegated, and there’s no need to delegate it again. Instead of delegating the manager should consult the bookkeeper and the new accounts clerk in coming up with the recommendations.

Response to Scenario 2

As a manager of the federal bureau of investigation supervising the ten veteran field agents is very important and close to my heart. However, in the present circumstances where such two programs have been rolled out at the same time, it seems delegation is inevitable. I would delegate the role of supervising the veteran field agents to one of my most experienced members or to the agent that shows most leadership traits so that I can focus on the fiscal audit process.

The field veteran agents have already imbibed my working style and are aware of my expectations. Considering that I have worked with them for some time now, they understand the process, requirements and how we run things and I believe that they will be able to still be effective even under the temporary supervision of someone else. The person I delegate to will be someone of a substantial wealth of experience. The life of the field agents and the citizens they look after depends on the decisions they make in the field and the supervisor's direction. By choosing someone who is experienced with the field agent work, it will help greatly for the right decisions. The person’s ability to think on their feet, their comprehension of field operations and all the basic regulations will not be in question. The role will be delegated to one person who will reliably play the role with occasional consultations for major, key or unclear issues.

Both the role of supervising field agents and answering to the fiscal audit demands are very important in the docket of a manager. The reason for not delegating the fiscal audit role is that as a manager, whatever report and information that will reflect in the audit must be accurate and relevant. Considering that both the roles point to me, an audit will require due diligence, great understanding and that may not be achieved in that short time if I delegate it to someone else. Most of what is required will need my approval and consent hence the responsibility may weigh heavily back if the information that comes out is inaccurate.

Moreover, as a manager, I am experienced and understand what happens in the audits more than anyone else. Therefore being in the role will help ensure that things are done properly, and an accurate decision made for the Bureau comprehensively. The fiscal audit is also a short term activity. By working on it myself, I will reduce the number of mistakes that would otherwise be made by someone delegated to hence save a lot of repeats and clarifications. The activity will take the shortest time possible since under my leadership I will ensure that everything is in place to ensure the process is successful. Supervising the field agents, on the other hand, has to do with people who understand their roles and all that is involved hence delegating it will be better than delegate the fiscal audit. By delegating the supervising of the field agents and working on the fiscal audits demands of my capacity as the manager will help ensure that all deadlines are met before or on time. It will also help develop the person I will assign the role to get better at the job and for possible future considerations for promotions. Ensuring the fiscal audit continues well will also make sure the bureau gets better and all the needs and requirements are met for the smooth running of daily operations.

Response to Scenario 3

Since our organization deals with coordinating resources and efforts of animal shelters and rescue organizations within the city, I will prioritize these primary obligations of the NGO. I will delegate several duties to the available staff and recall the one on vacation. First, will be to reduce the shift supervisors to one per shift. From this, I will have two extra personnel. I will also speak to the employee on vacation to come back for a while with a proposal of later adding their days of vacation to their advantage. From the three personnel, that is the two supervisors, and the one field worker recalled from vacation I will delegate several duties.

The field worker will be in charge of responding to the backlog of the unanswered field calls on anima-related issues. By the fact that they are a field worker, they understand much of the issues in question. I will guide them to being effective in their responses and work closely with them to ensure they do the work well. If the worker is not able or unwilling to take up the role, I will exchange them with a suitable field worker for the role. The worker will then go work to the field until the crisis is resolved. By doing this, I will note their suitability of becoming supervisors in future as need arise

Secondly, I will pick on of the supervisors and ask them to work on the monthly report to the city council. As a supervisor, it will be manageable for them to make an accurate report and follow the required regulations. Being a supervisor also means they understand the purpose and implications of such reports and with my guidance, I believe they will do a perfect job. The quality of the work of the supervisor will be a good pointer on how well they can help add value to the NGO and consideration for similar future roles.

I will ask the second supervisor to take up the role I do in following up with the other supervisor and ensuring that everything is done properly. Furthermore, this supervisor will also act as some personnel available to take care of other roles in case the workload becomes too much for the other employees. I will then work on responding to the funding organization to their decision. This is because as an NGO we depend on such funding and without it, most operations may stagnate or come to a halt. I need to take up this role myself because of the sensitivity level it carries. It will determine whether we get the funding and future funding or not. Once I finish with responding to them, I will follow up with the supervisor working on the monthly report to ensure it is done properly. Whenever it is finished, I will check with the other supervisor, taking up the overall managerial role to ensure things are okay and if not find a solution. Finally, will check on the sick employees and if they are well asking them to come to work. Operations will be restored to normalcy, and the NGO’s operations will be uninterrupted.