Coordination and delegation

Unit 3 –Planning and Control
8/20/2020 Anju George , Associate Professor. 1

Introduction
 Co-ordination is the essence of nursing
management. Even though planning is well
executed for the achievement of an
organization goal and if the activities are not
coordinated properly the goal achievement
becomes difficult.
 Co-ordination means working together.

Definition
 Co-ordination is the process of achieving unity of
action among interdependent activities. Co-
ordination is required whenever two or more
interdependent individuals, groups, or department
must work together to achieve a common goal.
- Dessler
G,2002

Features of coordination
 Group effort
◦ Coordination is relevant to group effort and leads to integration of
nursing activities in the nursing organization to render the best
possible nursing care.
 Essence of management
◦ It is inherent in the managerial job.
 Conscious activity
◦ Various skills are required to have coordination within the department.

 Responsibility of management
◦ It is the responsibility of each manger to ensure co-
ordination in the organization.
 Continuous and dynamic process
◦ It is a ongoing and forcefully process which has to be
achieved through managerial functions.
 Unity of actions
◦ All the activities in the department are unified in pursuit of a
common goal.

 Unity of purpose
◦ This involves fixing the time and manner of performing various activities in the
organization.
 Integration of activities
◦ Coordination is achieved through combination of various activities.
 Pervasive function
◦ It is required at every level and by every manager.
 Common purpose
◦ Coordination has a common purpose of getting organizational objectives
accomplished.

Purposes of co-ordination
 All departments are dependent on each
other to carry out their activities. To
manage these dependencies in order to
achieve the organizational objective co-
ordination is necessary.

Need and importance of co-ordination.
 It helps to improve the efficiency of operations by avoiding the overlapping of efforts
and duplication of work.
 Effective coordination of staff leads to better clinical outcomes.
 It reduces conflicts among people because of understanding and helps people to
improve team spirit and morale of employees.
 It allows people to move equally for the attainment of goals.
 It facilitates stability and growth of an organization
 It provides framework for strategic decision making on issues of common concern.
 It avoids duplication of services in meeting client needs.

Elements of co-ordination
• Create balance between resources of
different departments and individuals.Balancing
• Adjust the time schedule of different
activities so that they support and reinforce
each other.
Timing
• It is involving unification of the diverse
interests under the common purpose .Integrating

Principles of co-ordination
• Coordination best achieved through
direct personal contact.
• The most ideal way to convey ideas and
to avoid misunderstanding.
Direct Personal
• Well coordinated plans when put
into action are always successful.Early beginning
• All given factors in a given situation are
interdependent and interrelated.
Coordination becomes easy when people
understand this .
Reciprocity
• It is a never ending process.
Continuity

Types of coordination
Internal : when the
coordination is
between different units
within an organization
.Eg:-
External : when the
coordination is
between the
organization and an
external environment
.Eg:-
On the
basis of
scope Vertical: when the
coordination is
between different
levels within an
organization .Eg:-
Horizontal or lateral:
when the coordination
is between different
departments or units at
the same level. .Eg:-
On the
basis of
hierarchy

Preconditions to coordination
Participation
• Organizations need to
participate in deciding their
policies, procedures,
strategies that will affect
their operations.
• It will help to create an
atmosphere of respect and
goodwill for the
employees.
Impartiality
• Coordination should
advocate the principle of
impartiality.
Transparency
• The flow of information
must be smooth and
decision making process
must be open to all.

Barriers to effective co-
ordination.
 Lack of ad-hoc communication .
 Lack of contact among employees.
 Time to initiate contact or communication .
 Communication differences or preferences.
 Lack of trust .
 Personal work style differences.
 Different background of members.
 Not realizing the need to communicate.

Skills to achieve effective
coordination.
 Sound planning.
 Effective communication.
 Effective leadership and supervision .
 Proper delegation.
 Voluntary coordination.
 Evaluation skills.
 Coordination through committees.
 Meetings.

 Delegation is one of the most
important management skills
 Delegation is a two-way process
 As a manager, your job is to get work
done through others.

 Transferring to a competent individual the authority to perform
a selected nursing task in a selected situation.
- The national council of state boards of nursing (1995)
 Delegation is the process by which responsibility and
authority for performing a task is transferred to another
individual who accepts that authority and accountability.
- Sullivan (2007)

Terminologies
DELEGATOR:
The one who posses authority to delegate or one
who makes an assignment /delegation.
DELEGATEE:
The one who receives direction for what to do from the
delegator.

1. Cost savings
2. Time savings
3. Professional growth of the manager
4. Professional growth of the employees
5. Helps the chief executive to devote more time to decision making, policy
formulation and planning
6. Brings flexibility in the organization
7. Training to subordinates
8. Decrease the burden of tasks
9. Avoids delay
10. Develops sense of responsibility in subordinates
11. Helps in succession

Principles of delegation
1. Begin with the end in mind
2. Delegate completely
3. Allow participation in the delegation of
assignment
4. Establish authority & responsibility
5. Work with in organizational structure
6. Provide adequate support for delegated task8/20/2020 Anju George , Associate Professor. 20
Contn…

Principles contd
7. Delegate consistently
8. Avoid upward delegation
9. Clarify consequences Focus accountability on
results
10. Express progress reports
11. Communicate clearly and completely

ACCOUNTABILITY:
it is the condition of
being answerable
Delegation
depends up on a
balance of
responsibility,
accountability
and authority
RESPONSIBILITY:
it is the condition
of accepting
important duties /
obligations
AUTHORITY:
it is the rights
and power to
determine ,
influence and
evaluate
Foundation/ elements of
delegation

DELEGATION MAKES
RESPONSIBILITY MEANINGFUL
DELEGATION
ASSIGNS
RESPONSIBILITY
DELEGATION
CREATES
ACCOUNTABILITY
DELEGATION
EXTENDS
AUTHORITY

Kinds of delegation
Full delegation
Partial delegation
Formal delegation
Informal delegation
Conditional delegation

STEPS FOR DELEGATION
Plan ahead
Identify skill &
educational
level
Select most
capable
personnel
Communicate
goal very
clearly
Set deadlines
& monitor
progress
Empower the
delegate
Provide role
model & set
guidelines
Evaluate the
job
performance
Reward
accomplishme
nt

1. Delegation is not a system that reduces
responsibility. It is the way to make
responsibility meaningful.
◦ Nurse manager must delegate responsibility for
bedside care to appropriate staff.
◦ RN have authority to carry out nsg orders,
supervise asst. personnel.

2. Responsibility and authority should be
delegated equally
 RN responsible to patient care & out come
 RN sets limits within which she have authority
to use appropriate resources
 Allow the care giver to decide how to achieve
the goal.

3. The process of delegation allows the
RNs to assign responsibility with the
resource group.
 RN plans:
◦ what kind of care needed ?
◦ who need additional work?
◦ what assistance needed?
◦ what outcome expected?

4.The concept of empowerment applies to all
members of the resource group.
◦ Empowerment requires assertiveness
◦ It involves making people to do critical issues,
autonomy over the task and resources.
◦ Providing visibility of others & recognition of their
efforts.

5. The care giver must take an active
role in accepting the delegated
patient care

ASSIGN A
TASK
PROVIDE A
RATIONALE
EXPLAIN
EXPECTED
OUTCOMES
FULL
DELEGATION
EMPOWERMENT
ACHIEVED

Right person Right task
Right
circumstances
Right direct &
communication
Right
supervision &
evaluation

 Communicate effectively
 Create environment of trust & co operation
 Create environment of teaching & learning
 Promote client satisfaction
 Provide feedback, follow up, evaluation

Barriers of effective
delegationI. Superior related factors
◦ Love for authority
◦ Lack of faith in subordinates
◦ Fear of exposure
◦ Fear of subordinates
◦ Strict control
◦ Personality of superior
◦ Personal perfectionism

II . Subordinate related factors
◦ Fear of harsh criticism from the superior
◦ Lack of self confidence
◦ Lack of proper training
◦ Inadequate positive incentives
◦ Easy availability of superior for taking decisions

Barrier contd
III. Organizational factors
◦ Small size of organization
◦ Policies of centralization
◦ Availability of managerial personnel
◦ Absence of team spirit
◦ Lack of proper communication system
◦ Lack of proper control system.

• Over
delegation
Error
• Under
delegation
Error
• Improper
delegation
Error

1. Under delegation
 Manager over worked & overwhelmed
 Cause : Misinterpretation of himself
Desire of do the whole job by self
I can do job faster than any one
Lack of trust over the sub ordinates
Fear that subordinates wont like me
Effects: subordinates become bored, lazy and ineffective

2. Over delegation
◦ Manager has poor monitoring of time, wrong
person, spend more time to just trying to
organized
◦ The manager feel insecure in their ability to
perform a task.

Assigning task & responsibilities beyond
capabilities
Work to be done by the
manager
Wrong time Wrong task
Wrong
person
Wrong
reason

 The nurse manager fails to recognize and in
corporate the principles of effective delegation
 The nurse manager don’t recognize the habits
ingrained from old practice patterns prevent
improvement in delegation skills.
 The nurse manager are unwilling or unable to view
delegation from the perspective of the delegation.

Advantages
 It serves as a vehicle of co-ordination.
 It develops increase sense of responsibility.
 It reduces the executive burden.
 It minimizes delay.
 It ensures effective control (by providing authority).
 It multiplies the limited personal capacity of the
supervisor.
 It permits subordinates to develop their capacity.
 It increases subordinates job satisfaction.

 Frailty of human life
 Eye wash delegation
 Unfamiliarity with art of delegation
 Incapacity of subordinates
Disadvantages

Effects of delegation
Good delegation
 saves time,
 develops people,
 grooms a
successor
 motivates.
Poor delegation will
cause
 frustration,
 demotivates
 confuses the other
person
 fails to achieve the
task or purpose itself.

 when delegating work give the person a whole task to do
 staff person understands exactly what you want them to do
 If you have a picture of what a successful outcome share your
picture with the staff person
 Identify the key points of the project or dates when you want
feedback about progress

 Identify the measurements or the outcome you
will use to determine that the project was
successfully completed
 Determine, in advance, how you will thank and
reward the staff person for their successful
completion of the task

CONCLUSION
 Even "Super-You" needs help and support. There is no
shame in asking for assistance. Push aside the pride and
show respect for the talent others can bring to the table.
And, remember that there is no such thing as a single-
handed success: When you include and acknowledge all
those in your corner, you propel yourself, your
teammates and your supporters to greater heights.
- Author Unknown

Coordination and delegation

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