Delegating an employee new duties

Delegating Employee New or Additional Duties

Letters Kate

When an employer is required to assign some additional duties to the employee, he communicates with the employee. Communicating with the employee through a letter or memo is a good way to hold the employee accountable for whatever he has done. It also ensures that the employee understands all the newly assigned work.

Whenever you are going to assign new work, make sure that you do it straightforwardly and communicate all the necessary details to the employee. You should tell the employee why you are delegating additional duties to him and what is the background of this delegation.

It is recommended to add all the additional duties details in bullet points as they are easy to remember and also increase the readability of the text.

Once you have delegated the additional duties, you can send this memo or letter to the employee. You are not required to summarise everything again as conciseness is required.

What are the benefits?

Here are the key benefits:

  1. There are different situations in which the employees are delegated new or additional duties. This lightens the workload that the company faces because of the absence of some employees.
  2. The employees are challenged by delegating responsibilities and they are expected to show their all capabilities. In other words, delegating new or additional duties to increase the productivity of the employees.
  3. The employee gets an opportunity to develop new skills so that he can cope with the demand for new skills.
  4. The delegated duties require the subordinates to participate in the work. This gives the subordinate a feeling of ownership and they can contribute positively to make the delegated duties successfully performed.
  5. These delegated tasks make the employee more responsive towards the clients of the company.

The employee should always be aware of the consequences of showing good performance. This will improve his performance. Make sure that you tell the employee about the reason for delegating new responsibilities and the benefits he and the company are going to achieve because of this.

Sample Letters

#1

Considering your excellent work performance, I am pleased to inform you that the management has decided to entrust you with an additional task. You are going to be in charge of the XYZ project that involves our new product launch.

Your responsibilities will include market research, competitor analysis, and creating an effective marketing plan. First, you need to create your team by choosing capable members from your department. Next, work on your plan of action and start working on it by the earliest. Keep the management in the loop and provide us with weekly progress reports.

Feel free to reach out in case of any queries.

#2

This is to notify you that you will be taking over the XYZ project since the previous project leader had to go on an urgent medical leave. We, therefore, need someone capable enough to lead the project. Since your skills and qualifications match our criteria for the project, we are confident you can carry out the responsibility and achieve the results we are looking for.

We have arranged a meeting tomorrow at 11 AM to brief you about the progress of the project. You will also be able to meet the team members and coordinate your plan with them.

We would appreciate your prompt attention to this matter.

#3

Since XYZ is going on leave from the 13th of April, we need someone to take over her duties for the next 2 weeks. Since you are familiar with her job tasks, I am confident you are the right person to fill her position during her absence.

Since you will be handling additional duties along with your work tasks, XYZ will be available as your temporary assistant. Please let us know if you agree to the arrangement.

We look forward to your cooperation.

#4

Since the company’s downsizing due to financial constraints, we expect our existing employees to take up extra responsibilities to maintain a smooth workflow. Keeping this in mind, you are being assigned the following additional duties.

  1. Preparing the monthly progress report for the XYZ department.
  2. Making on-site visits twice a week and forwarding the observations to ABC.
  3. Reporting to our Headquarters at (location) once a month with the progress report and briefings for the coming month.
  4. Coordinating the assigned tasks with the rest of the team members and ensuring timely completion of all tasks.

We understand that streamlining the additional duties might take a little time. However, we would appreciate it if you could show commitment and efficiency. We need to work as a team to contribute towards the overall success of the organization.

Thank you for your cooperation.

#5

We are pleased to inform you that we have managed to earn the approval of our new clients for the XYZ project. We, therefore, need you onboard to work with our team on this important project. We are confident that your skills and expertise will be valuable for the success of this assignment.

Please attend the meeting tomorrow at 10 AM with the ABC team to receive briefings about your role and responsibilities for the project. You may discuss your queries and gain clarity about your tasks.

We look forward to your contributions.

#6

Delegating New Duties

You have been a great asset to our company since the time you joined us. You never let us make complaints about your incomplete work or unprofessional attitude throughout your job span. Seeing your hard work and the great exertion you put into your tasks, the company has decided to assign you new duties by canceling out the old ones.

You did a great job in processing all the tasks the company ever assigned you. Now we want you to move to a higher level and take up the charge of new responsibilities. We have great hopes and expectations associated with your enthusiastic and highly responsible nature. You are advised to see me at 3 pm so that I can brief you further about your new, improved, and challenging responsibilities.

We hope you will give your best as ever. Thank you!

Delegating an employee new duties

Letter File: 45 KB

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#7

Delegating Additional Duties

You have been an active part of our organization for a half-decade. Throughout the years of your service, you have been rightly creative, and your amenities to the firm are fittingly appreciated & recognized. You work tirelessly by investing extra hours in your service & it happens many days a month for what the management is proud of you. This has been your practice for quite some time.

Keeping in view your exceptional official record, the company has decided to give you some additional responsibilities to perform. You will be answerable for the department of [name of the department] as well. On your demand, we can provide you with assistance from the training area as well. The board has faith in your competent nature & believes that you can handle the additional duty with composure.

The first few days into the additional duty may be chaotic but with time, you may find it comfy to deal with your surplus errands & may learn from it. Meet me in the office at 1 pm today & there I will explain to you your new role in this regard. We wish you all the best for your upcoming undertakings & challenges you may face.

Delegating an employee additional duties

Letter File: 93 KB

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