It is important to understand the links and the differences between these three important concepts in organizational structures – authority, responsibility and accountability.
These three elements are closely interrelated and work together to achieve organizational goals:
- Authority grants the power to make decisions and delegate tasks.
- Responsibility assigns the obligation to carry out those decisions and tasks.
- Accountability ensures that individuals are answerable for the results of their actions and decisions.
Let’s take a look at them in details.
AUTHORITY
Definition: Authority refers to the right to make decisions, delegate tasks and give orders.
Source: Authority is legitimized power. It can come from formal positions within the organizational hierarchy, expertise or special skills. And power is the ability to influence others.
Examples: If you have authority, you have the ability to carry out the task. Managers have the authority to assign tasks to employees, while doctors have the authority to make medical decisions for their patients.
Importance: Authority ensures decisions are made and actions are taken to achieve organizational goals.
Delegation: Authority can be delegated to subordinates, or passed down the chain of command, who now have the authority to undertake certain jobs, perform certain tasks, and make decisions necessary for these jobs to be completed.
RESPONSIBILITY
Definition: Responsibility is the obligation to perform assigned tasks, duties and roles to the best of one’s ability. Being accountable for an action.
Source: Comes from the acceptance of a task or role within the organization.
Examples: Employees are responsible for completing their assigned tasks, while managers are responsible for the performance of their teams. The overall responsibility for the work of all of the employees in a certain department lies with the manager. It is because each and every supervisor is responsible for his subordinates.
Importance: Encourages individual commitment and effort, leading to better quality work and higher productivity.
Delegation: Responsibility cannot be delegated because it is always a part of formal status of being a manager or supervisor. It is because the manager chooses to undertake the task of managing a group of workers.
ACCOUNTABILITY
Definition: Subordinates are accountable to their supervisors. They have obligation to answer for the results of their actions and decisions. Accountability shows who is held responsible for each particular job.
Source: Accountability comes from the relationship between individuals and their superiors within the organization. A subordinate performs a delegated task considering that he will be held accountable for his actions.
Examples: Employees are accountable to their managers for their performance, while managers are accountable to their superiors for the performance of their teams. Sales representatives are responsible for their performance to Marketing Director.
Importance: Accountability promotes transparency, discourages wrongdoing and ensures that individuals are held responsible for their actions.
Consequences: When the job is not done, or is done poorly, then the worker is accountable to his immediate manager or supervisor. He will be held responsible and most likely disciplined for an inadequate performance.
Enforcement: Controlling accountability can be achieved by monitoring of performance against pre-established targets, performing regular appraisal of workers and adopting Management By Objectives (MBO) techniques.
Examples of authority, responsibility and accountability
The specific roles and responsibilities of individuals may vary depending on the size and type of organization.
Example 1: A manager has the authority to assign a project to a team. The team members have the responsibility to complete the project according to the manager's instructions. The manager is accountable to their superior for the successful completion of the project.
Example 2: A doctor has the authority to prescribe medication to a patient. The patient has the responsibility to take the medication as prescribed. The doctor is accountable to their medical licensing board for their professional conduct.
Additional points about authority, responsibility and accountability
The effectiveness of these elements depends on clear communication, trust, and respect for authority. Effective organizational structures should ensure clear lines of authority. Everyone knows who they report to and who has the authority to make decisions.
Also, appropriate delegation of responsibility. Tasks are assigned to individuals based on their skills and capabilities.
Finally, fair and transparent accountability. Individuals are held responsible for their actions and decisions in a consistent and objective manner.
In summary, organizations should regularly review and adjust their structures to ensure they are aligned with their goals and objectives. By balancing authority, responsibility, and accountability, organizations can create a structure that promotes efficiency, effectiveness, and employee motivation.
