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,Possible Examination Questions & Answers – Willmary Murtz Notes
PUB3701 - Public Management Skills - September 2019
1. Describe the concept “Delegation” and provide example to illustrate the
Delegation Process.
Delegation refers to actions whereby a higher authority passes on some of the powers vested in
him or her to a subordinate so that such subordinate may make decisions and deal with matters
without having to repeatedly refer such matters to such higher authority for decision-making.
Delegation means passing on authority to another person to act in the name of the person who has
passed on the authority, for example where the head of a department grants discretion to another
person to take the initiative in searching for alternatives and confers the responsibility for performing
the delegated function to that person.
Remember that although responsibility can be delegated, this does not imply that accountability is
also being delegated. The person who has delegated powers remains accountable for the actions
of the subordinates.
Delegation therefore refers to actions whereby someone with higher authority transfers his or her
powers to a subordinate so that the subordinate can make his or her own decisions and act to deal
with matters without constantly having to refer such matters to a higher authority for decision-
making.
2. Name the Requirements for Effective Delegation
1. Public managers need to plan delegation of powers very carefully to avoid inappropriate division of
work, which may mean that the work is being done by the wrong people; this implies that powers
might be delegated to inappropriate people.
2. Public managers should guard against keeping the pleasant jobs for themselves and delegating to
their subordinates the unpleasant, “difficult’’ jobs or tasks that require much effort. It is necessary to
maintain a balance between pleasant and less pleasant duties when delegating.
3. Adequate and appropriate powers need to be delegated to subordinates, together with delegating
the task, so that they will be able to perform the task properly.
4. Managers should explain the task delegated to subordinates and should pass on all information that
they may need to do the job.
5. Managers should guard against being too prescriptive about how to do the task that has been
delegated. They should encourage subordinates to take the initiative.
6. When delegating, managers should take into account the workload that subordinates will be able to
handle; they should not overload them.
7. Once a task has been delegated to subordinates, managers should continue giving support
wherever necessary and should not withdraw completely from the task.
8. Managers should continually monitor and evaluate the progress of a task that has been delegated.
Where a manager is not sure how often to monitor and evaluate a task, he or she should discuss
the matter with subordinates in order to avoid future misunderstandings.
9. Information on mistakes that subordinates have made should not be withheld from them for any
reason, but should be brought to their attention at the earliest opportunity to avoid repetition of
mistakes.
10. Managers should not neglect giving recognition for a job well done. Even if there have been some
mistakes in doing the job, managers should at least thank their subordinates for their efforts.
, Possible Examination Questions & Answers – Willmary Murtz Notes
PUB3701 - Public Management Skills - September 2019
3. Describe the concept “Communication”. Provide examples.
The aim of communication is to convey information – in the form of verbal statements, written
reports, visual images or even gestures – to another person with the purpose of eliciting a
response.
Communication implies more than the transfer of information and includes receipt of information,
which means that the message elicits a response.
Communication is therefore a process whereby goals are conveyed accurately in order to ensure
that feedback on the results will show that the actions taken have achieved such goals.
The success of communication between public managers and their subordinates concerning
matters such as work programmes, incentives and discipline will be determined largely by the
arrangements made for effective communication in the institution.
Arrangements to facilitate both top-down and bottom up communication demand specific abilities on
the part of managers.
Public managers need to be skilled in exercising control to ensure that the
following objectives of control are achieved, namely to promote:
– responsibility
– regularity
– effectiveness
– efficiency
– economy
6. Discuss 5 Characteristics of effective Public Managers. Provide examples.
Characteristics of Effective Managers
1. They create a pleasant work environment and place their subordinates in positions that make it
possible for them to succeed. They also give direction and support.
2. They work with and through other people. They utilise the skills and abilities of subordinates by
getting them to perform the tasks necessary to realise the stated objectives.
3. They provide the opportunities and encouragement for subordinates to achieve improved
performance.
4. They use limited resources optimally. They prioritise objectives or projects and allocate resources in
a balanced manner so as to achieve the best results with the limited resources.
5. They are leaders with vision and judgement to identify and do the right things. They participate
actively and communicate their vision to their subordinates
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