Ineffective Task Delegation For The Apprentice At Bird Management.

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Maranatha Christian University

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ABSTRACT

Tugas Akhir ini bertujuan untuk membahas masalah yang dihadapi penulis saat magang di BIRD Management. Masalah yang dihadapi adalah mengenai pemberian tugas yang tidak efektif bagi pemagang. Masalah ini sangat menarik untuk dibahas karena walaupun penyelia penulis adalah seorang profesional, masalah ini masih terjadi.

Dalam Tugas Akhir ini, dianalisa sebab dan akibat dari masalah yang dihadapi. Penyebab pemberian tugas yang tidak efektif bagi pemagang disebabkan ketidaksesuaian penugasan dengan perjanjian magang, dan penyelia penulis sering memberikan instruksi yang tidak jelas. Akibatnyaadalah magang menjadi membosankan, penulis bingung dalam mengerjakan tugas, dan penulis tidak mendapatkan perkembangan signifikan seperti apa yang diharapkan sebelumnya. Ada beberapa solusi dari masalah di atas yang dapat diterapkan dengan menelaah dampaknya baik positif maupun negatif; seperti pemagang menjadi proaktif,

Departemen Public Relations menyiapkan sebuah buku manual untuk pemagang, dan pemagang meminta briefing dengan penyelia.

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FLOWCHART

Cause 1: Only a few tasks are appropriate to my apprenticeship agreement. Cause 2: My supervisor often gives me unclear instructions.

Problem:

The ineffective tasks delegation for the apprentice in BIRD Management

Effect 1: Apprenticeship becomes boring.

Effect 2: I get confused in doing my tasks.

Effect 3: I get no

significant improvement from what I expected before.

Potential Negative Effects: 1. It is time-consuming. 2. It uses more energy. something or learn more.

Potential Solution II: 1. The apprentice learns about the company’s values and practices first-hand.

2. The supervisor can convey her expectations directly to the apprentice. Potential Negative Effects:

1. It is too rigid.

2. It has to be updated regularly.

Potential Positive Effects: 1. Description of the tasks is clear.

2. It makes the apprentice familiar with the

department’s policy

Potential Negative Effects: 1. Supervisor is unavailable. 2. Briefing is not likely to be

a supervisor’s priority.

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CHAPTER I

INTRODUCTION

A. Background of the Study

For officers who work at a company, effective tasks delegation is a

must. Tasks delegation cannot be effective when there is lack of effective

internal communication. This situation can cause misunderstanding.

Ineffectivetask delegation for the apprentice is my chosen topic, based on

my experience when I was doing apprenticeship as Public Relations

Corporate at BIRD Management. BIRD manages THE MAJESTY, Grand

Setiabudi, and GALERI Ciumbuleuit.

I am convinced that effective tasks delegation involves effective internal

communication. The apprentice will not enjoy the apprenticeship and be

able to do the tasks correctly if the tasks delegation is not effective. The

apprentice will most likely feel bored and potentially do the task the wrong

way if there is no effective internal communication before delegating tasks.

Thus, before analysing the relations between effective tasks delegation

and effective internal communication, it is important to explain the

definition of communication. Communication involves listening and

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organization’s compelling need for change and an employee’s compelling

for security” (44). From this quote, I believe that internal communication

can bring a lot of positive effects which have a big impact on one’s

performance. It can make the apprentice feel extricable when a problem

happens. Good communication can also make tasks delegation more

effective.

Effective communication in delegating tasks to an apprentice only

works when both supervisor and apprentice are involved. The problem is

sometimes the supervisor feels that she does not have time for

communication or she thinks discussing anything with the apprentice is not

needed. Effective communication itself is “about telling people where they

are going (message, top down), welding the different parts of the

organization into one team (delivery, horizontal) and getting information on

how well communication is working (feedback, bottom up)” (Mounter 52). I

agree with the statement above that effective communication can give

some information in a cycle from top-down, horizontal, and bottom-up.

Having discussed effective internal communication, I am going to talk

about effective task delegation. According to Bob Dickson, delegating

tasks can both foster a "team environment" and help the apprentice

increase his level of performance that increases his responsibility,

leadership and project management skills; moreover, he will feel important

too in a company (par. 2).I strongly agree with Dickson. If the level of

delegated task is appropriate to the skills level of the apprentice, it will

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Based on my observation when I did my apprenticeship at BIRD

Management from June until July 2009, I found the problem that its

management had no effective task delegation. There were only several

tasks appropriate to the apprenticeship agreement made before the

apprenticeship began; moreover, my supervisor often gave me unclear

instructions which made me confused. Therefore, it made me bored, I got

confused when I was doing my tasks, and I had no significant

improvement in doing my tasks.

This problem is very interesting to discuss because although my

supervisor is a professional, this problem still happens. For this reason, I

am going to analyse how to apply effective task delegation by reading

books and accessing electronic resources, as well as referring to my

observation journal during my apprenticeship at BIRD Management. Then,

I am going to present the possible solutions on how to handle this

problem, with both positive and negative effects. Furthermore, I am going

to choose the best solution of all the solutions presented.

B. Identification of the Problem

The problem to be discussed in this term paper is identified in the

points below:

1. Why is effective task delegation needed?

2. What is the relation between effective task delegation and effective

internal communication?

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C. Objectives and Benefits of the Study

The objectives of this term paper are to know the effects of effective

task delegation, to understand the relation between effective task

delegation and effective internal communication, as well as to apply

effective internal communication so that task delegation is more effective.

For Public Relations Corporate of BIRD Management, this term paper

can help them to handle its ineffective task delegation, based on my

suggestions as a former apprentice in their workplace. In addition, I hope

delegating tasks to an apprentice can be more effective so that teamwork

can be better, to avoid misunderstanding, and so that the apprentice can

use and develop skills effectively.

For the readers, this term paper can give some useful information

about ineffective task delegation so that they can prevent it, or they can

handle this problem seriously if it happens to them. For me, this term

paper can help me identify some information about effective task

delegation and effective internal communication, as well as analyse some

potential solutions to face ineffective task delegation, which will help me to

cope with a similar or the same problem in the future.

D. Description of the Institution

BIG (Bandung Inti Graha) Company is a large company in Bandung

which was founded in 2001. From property, BIG developed to a service

and hospitality industry. BIG company has a subsidiary, named BIRD

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apartments. However, at the current time BIRD has become a hotel &

apartment management consultant. Based on the contract which was

made before, BIRD is still managing THE MAJESTY, Grand Setiabudi,

which was founded in 2004, and GALERI Ciumbuleuit, until now. BIRD is

also managing BTC, JATOS, and Solo Grand Mall.

During the apprenticeship, I was assigned to Grand Setiabudi. Grand

Setiabudi is located at Dr. Setiabudi Street No. 130- 134, Bandung. Grand

Setiabudi was founded to support the Bandung tourism industry by giving

comfort to guests, tenants, and officers.

The missions of Grand Setiabudi Hotel & Apartment are listed as

follows:

1. To glorify God’s name

2. To make Grand Setiabudi Hotel & Apartment a clean, safe, neat, and

friendly area.

3. To have all workers blessed and able to apply “EMPLOYEESHIP” as

the working culture of the company, in order to:

- reach satisfaction of the guests,

- operate Grand Setiabudi Hotel & Apartment, a four-star standard

quality residence, in order to be a profitable business

- make the workers feel safe in the workplace as well as encouraged

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E. Method of the Study

To get the information needed, I refer to my apprenticeship journal,

which I wrote every day while doing my apprenticeship for 32 days. I also

consulted somebooks and some articles from the Internet to get valid

theories about effective task delegation and effective internal

communication.

F. Limitation of the Study

This study is focused on the interaction between me and my

supervisor, who always gave me unclear instructions to do the delegated

tasks in Public Relations Department at BIRD Management. This

observation is done specifically at Grand Setiabudi, as a company under

BIRD Management. In this term paper, I will simply explain the causes,

effects, and solutions based on my internship done from 23rd June until 8th

August 2009.

G. Organization of the Term Paper

This term paper starts with an Abstract, which briefly gives a statement

about this term paper in Indonesian. Second, Declaration of Originality

contains a statement of the writer about the originality of the term paper.

Third, Acknowledgements contains the gratitude of the writer to all parties

who have helped him in making this term paper. Fourth, Table of Contents

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The main content of this term paper consists of four chapters. The first

chapter is Introduction. It is divided into seven parts. The first part is

Background of the Study, which discusses the chosen topic and the

reason behind it. The second part is Identification of the Problem, which

states the situations and problems which are going to be analysed, in

question form. The third part is Objectives and Benefits of the Study,

which states the aims that I want to reach at the end of this term paper.

The fourth part is Description of the Institution, which gives a brief history,

and also the vision and mission of the institution. The fifth is Method of the

Study, which explains the process of data gathering. The sixth is Limitation

of the Study, which states the limit of the discussed topic. The seventh is

Organization of the Term Paper, which depicts the chapters and parts of

the term paper briefly.

The second chapter is Problem Analysis, which analyses the causes

and the effects of the problem. It also uses observation result and data

from my apprenticeship journal, and relevant theories to support the

analysis.

The third chapter is Potential Solutions, which presents some possible

solutions, with both positive and negative effects. The fourth chapter is

Conclusion, which states the best solution, with logical and responsible

reasons, and explains the application of it.

Bibliography contains the information of publications for all sources

cited in Chapter II, Chapter III, and Chapter IV, and Appendix which

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CHAPTER IV

CONCLUSION

Based on my analysis in the previous chapters, I can sum up that

effective task delegation needs effective task communication which

involves the supervisor and the apprentice. Ineffective tasks delegation for

the apprentice is chosen for my topic, as it was my problem during my

experience of apprenticeship as Public Relations Corporate at BIRD

Management. The causes of my problem are only a few of the tasks are

appropriate to my apprenticeship agreement, and my supervisor often

gives me unclear instructions. Then, the effects are apprenticeship

becomes boring, I get confused when doing my tasks, and I get no

significant improvement from what I expected before. The potential

solutions of my problem are being proactive, preparing a detailed manual

of Public Relations Department for the apprentice, and having the

supervisor brief the apprentice.

In this chapter I am going to present the chosen solution. Based on my

analysis, I choose the first and third solutions, namely being proactive and

having the supervisor brief the apprentice. I believe that being proactive

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because I cannot depend on the manual of Public Relations Department

for knowledge of the company policy. Not all companies have written rules

like that. Some of them only have non-written rules. Moreover, being

proactive, in my opinion, helps to determine if we are to be successful in

our apprenticeship. I believe that we have to choose our destiny. Being

proactive also helps me to gain new knowledge and experience as well as

coping with problems that can occur. For example, sometimes we cannot

hope that the tasks are appropriate to the agreement and the supervisor

does not give the instructions clearly about the delegated tasks. Being

proactive will make us ask our supervisor about our actual tasks,

especially those which are appropriate for our skills, and what exactly she

wants us to do.

Having the supervisor brief the apprentice is a good way to have an

introduction before apprenticeship. There are a lot of things that can be

shared. It can also give a vivid description about the apprenticeship and

what goals are going to be established by the supervisor. Besides, having

the supervisor brief the apprentice can make them know each other before

starting the apprenticeship; moreover, it is more effective because the

apprentice can ask the supervisor about the related department and the

supervisor can ask directly about the apprentice’s previous experience.

I can sum up that effective task delegation is needed so that the

apprentice can enjoy the apprenticeship and the delegated tasks will

become clearer so that the apprentice can do the tasks correctly. As I

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way to reach the objective of apprenticeship, which is to help the

apprentice get new insights in the particular field. Moreover, effective

internal communication can make effective task delegation happen, which

motivates the apprentice to increase his performance, which is important

to the company and to himself as far as skill improvement is concerned.

The supervisor should have a conversation with the apprentice before

delegating the tasks to discuss the apprenticeship agreement, which

should be made based on the skills of the apprentice. I hope this potential

solution can make the apprentice’s task delegation more effective, and

that the apprentice can face the ineffective task delegation well, if a similar

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BIBLIOGRAPHY

Printed Sources

Baldoni, John. “Are You Asking the Right Question?” Face-to-Face

Communication for Clarity and Impact 2004: 48.

Gary, Loren. “How to Bring About Change by Paying Attention to What

You and Others Say.” Face-to-Face Communication for Clarity and

Impact 2004: 30.

Kinni, Theodore. “Is One-Dimensional Communication Limiting Your

Leadership?” Face-to-Face Communication for Clarity and Impact

2004: 56.

Mounter, Pamela. “Internal Communication.” Public Relations in Practice

2004: 44, 52.

Electronic Sources

“Company Policy.” 2009 ed. 7th_{November 2009}

<http://www.hrpolicyanswers.com/company-policy/company-policy.html>.

“Company Policy Manual.” NUPP Inc. 2009 ed. 7th November 2009

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Dickson, Bob. “6 Tips To Effective Delegation.” Brazen Careerist. 2009 ed.

20th September 2009

<http://www.brazencareerist.com/2008/12/17/6-tips-to-effective-delegation%5D>.

“Erupting Mind Self Improvement Tips.” Free Self Improvement Tips,

Advice & Ideas. 2009 ed. 8th October 2009

<http://www.eruptingmind.com/complete-and-total-boredom/>.

“Manual For the Internship Supervisor.“ Education and Culture DG. 2009

ed. 7th November 2009 <http://www.internship2industry.eu>.

“Our Concept of Critical Thinking.” The Critical Thinking Community. 2009

ed. 4 February 2010

<http://www.criticalthinking.org/aboutCT/ourConceptCT.cfm>.

"Proactive." The Oxford Pocket Dictionary of Current English. 2009.

Encyclopedia.com. 15th Nov. 2009 <http://www.encyclopedia.com>.

“Supervisor –A Responsible Position.” BYN Swedish Construction

Industry Training Board. 2009 ed. 25th November 2009

<http://www.copilote.org/materiale/bibliotheque/supervisor_a_responsi

ble_position_en.pdf>.

“The Top Ten Most Important Things I Learned.” SlideShare Inc. 2009 ed.

28th September 2009