Patti Cotton

Executive Coach & Career Strategist

mentoring

The High Costs of Not Delegating

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The High Costs of Not Delegating
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You are buried at work. You keep digging through urgent problems and you are frustrated. It doesn’t stop.

Will you ever reach a point where you can focus on the things that matter most?

And how much stress are you carrying because of this? What is its impact to you? To the organization?

The bottom line is that you will always be confronted with the urgent and unexpected. So, if you are saying things to yourself like, “Once I get this out of the way, I’ll be able to..,” think, again. You have a choice: you can decide to keep doing what you are doing and anticipate the same results, or you can make the hard decision to stop the madness and make a change.

In the high-stakes world of leadership, delegating effectively is one of the most powerful things you can do to work more effectively and make greater impact.

When you consider the high return, what is holding you back?

In working with senior leaders, I have found that the top five reasons they struggle with delegation all come back to fear.

What are you afraid of?

Here are five client scenarios. Each made the shift from overloaded and overwhelmed to focus, ease, and what matters most.

  1. Perfectionism and Control

Sarah, the CEO of a fast-growing tech startup, was known for her meticulous attention to detail. Her perfectionism drove the company’s high standards but also meant she often redid work done by her team.

When Sarah called me, her need for control had set her up to crash.

“I spend countless hours tweaking presentations and reports. It doesn’t seem like anyone else can meet my standard of excellence. I find myself working late into the night, and I can’t focus on the strategic initiatives we have targeted that will propel the company forward.”

After talking with her, it was also clear that beyond her overwhelm and stress, her team felt like they could never do anything right. Motivation was low.

“I’m just not sure my team is capable of getting it done properly,” Sarah said.

“Let’s put this to the test,” I responded.

I asked Sarah to begin delegating less critical tasks with regular oversight so that she could assess this. As she did so, she noticed her reports were eager to help and more engaged. This process built a foundation of trust for her in her team’s capabilities.

Sarah learned that part of the reason others were not meeting her expectations was that she needed to communicate them more clearly and to provide feedback to help the team improve. Over time, this approach helped them to learn how she wanted things done, and it freed her to concentrate on more significant responsibilities, enhancing her leadership effectiveness. Her team felt more valued and empowered, leading to greater talent retention. A win-win.

  1. Lack of Trust

James, a CFO, struggled to delegate financial reporting tasks. Missed deadlines and errors made by his team had eroded his trust in their abilities. He would end up handling most of the reporting himself, leading to immense pressure and stress.

“I feel like I babysit and chase when I delegate,” James said. “Wondering if someone will deliver on time and have it right – well, I just don’t have the patience.”

James’s lack of trust stifled his team’s growth and development. Talented employees felt frustrated and disengaged, as they were not given opportunities to take on challenging tasks. This mistrust also hampered the team’s ability to innovate and adapt to new challenges.

As James and I talked through the situation, I discovered that he had not set up an accountability process with his team. For example, when he gave a directive, he did not provide clarity. Further, he did not give a deadline as to when he expected to see drafts. And finally, he admitted that some of the team was overdue for training that would support their ability to perform at higher levels.

The problem was not his team – it was the need for a shared process.

Building trust required transparency and gradual delegation. James let the team know that he wanted to empower them to do more, and that he would be providing training, as well as a better way to communicate clearly about deadlines and review drafts. He started by delegating parts of the financial reports, closely monitoring progress, and providing constructive feedback. As he took this approach, and invested in training and development, it enhanced his team’s competence, gradually rebuilding his confidence in their abilities.

  1. Fear of Losing Authority

Laura, a senior VP, believed that holding onto critical tasks reinforced her authority within the organization. She feared that delegating would make her seem less indispensable and diminish her influence.

Laura’s reluctance to delegate limited her team’s ability to grow and take on more responsibility. It also prevented her from focusing on strategic initiatives that required her expertise. Over time, this behavior led to a stagnant team and missed opportunities for the company.

Things came to a head when the CEO called Laura in. As she reported to me later, her CEO had noticed the underperforming team – not her ability to achieve a lot. Further, he felt she was not focusing on what mattered most. That’s when they decided to call me in to help.

In working with Laura, it was clear that she needed to shift her perspective on leadership. This took time, but it allowed Laura to gain the confidence and clarity she needed to focus on what mattered most in her position. And by delegating effectively, she was able to focus on more strategic initiatives, demonstrating her leadership in driving the company’s vision forward. Mentoring her team and empowering them to succeed enhanced their capabilities and also reinforced her role as a visionary leader.

  1. Time Constraints

Mark was a COO who was always pressed for time. He believed it was quicker to complete tasks himself rather than delegate and review them. This mindset left him overwhelmed and unable to focus on strategic priorities.

Not surprisingly, Mark’s inability to delegate effectively led to chronic stress and burnout. He was constantly firefighting, unable to step back and take a strategic view of the business. His team, meanwhile, remained underdeveloped and dependent on his constant input.

Mark actually had to take a 3-month sabbatical for severe stress. During this time, he did a lot soul-searching and reached out for help. When he was ready to get back to work, we talked frankly about him taking time to invest in developing his team’s skills. Although this initially filled most of his calendar, it paid off in the long run as his team became more self-sufficient and acquired a greater understanding and ability to contribute. Clear communication of expectations and regular check-ins ensured tasks were completed to a high standard without his constant oversight.

  1. Previous Negative Experiences

Nathan, a VP of Sales, had a bad experience with delegation in the past where a critical task was mishandled, leading to the loss of a significant client. This experience has made him wary of delegating again.

Nathan’s reluctance to delegate hinders his team’s development and creates a bottleneck in decision-making processes. His inability to delegate critical tasks means he is perpetually overworked, and his team is left feeling undervalued and under-challenged.

Nathan can start afresh by identifying team members’ strengths and delegating tasks that align with their skills. Implementing a robust review process and maintaining open lines of communication can mitigate risks and rebuild his confidence in delegation. Learning from past experiences and making necessary adjustments can turn previous failures into opportunities for growth.

The Impact on the Team

In all these client experiences, it is important to note that, when there is a lack of appropriate delegation, team members can feel unrecognized, devalued, and disengaged. This is demotivating. Underperformance certainly follows, in addition to the lack of contribution they are able to make because they are not included.

Longer term, team members that are not provided with someone who cares about their development, and not provided the stretch experiences to learn and grow, will miss career opportunities, which is life changing.

The Broader Impact on the Company

The reluctance to delegate not only affects individual executives and their teams but also has broader implications for the entire company. Here are some of the key impacts:

  • Decreased Innovation: When executives hold onto tasks, their teams lack the opportunity to innovate and bring fresh ideas. This can lead to stagnation and a failure to keep up with competitors.
  • Inefficient Use of Resources: Executives spending time on tasks that could be delegated leads to inefficient use of high-level talent. This misallocation of resources can impede the company’s growth and agility.
  • Low Morale and High Turnover: Teams that feel underutilized and undervalued are more likely to experience low morale and high turnover. This not only disrupts operations but also incurs significant costs in recruiting and training new employees.
  • Strategic Neglect: Executives bogged down with day-to-day tasks often neglect strategic planning and long-term vision. This can lead to missed opportunities and a lack of direction for the company.

Moving Forward: Practical Steps for Effective Delegation

In sum, to foster a culture of effective delegation, executives can adopt the following strategies:

  1. Build Trust and Competence: Invest in training and development to enhance your team’s skills and build trust in their abilities.
  2. Communicate Clearly: Set clear expectations and provide the necessary resources and support for your team to succeed.
  3. Empower and Mentor: Shift from a control mindset to an empowerment mindset. Focus on mentoring and developing your team.
  4. Prioritize Strategic Focus: Delegate operational tasks to free up time for strategic initiatives that drive the company forward.
  5. Celebrate Success: Recognize and celebrate your team’s achievements to reinforce the value of delegation and boost morale.

By addressing the underlying reasons for hesitation and taking these first steps, executives can overcome their reluctance to delegate, leading to a more empowered team and a higher-performing, productive company. Delegation is not about losing control; it’s about multiplying your impact through the strengths of others.

© Patti Cotton and patticotton.com. All rights reserved. Unauthorized use and/or duplication of this material without express written permission from the author is strictly prohibited. Excerpts and links may be used, provided that attribution is made to Patti Cotton and patticotton.com, with links thereto.

Three Reasons to Stop Focusing on Your Strengths and Weaknesses

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Three Reasons to Stop Focusing on Your Strengths and Weaknesses

Are you focusing too much on your weaknesses – or just as bad, are you focusing too much on your strengths?

You can actually arrest your own leadership development by doing so.

Here’s why:

Before the rising of the popular strengths-based coaching approach, workplace mentoring and coaching focused on helping its workforce to strengthen identified weaknesses. But we discovered after some time that the results were poor. In fact, employees were showing negative outcomes.

Focusing on weaknesses in leadership development can result in the following:

  • It can give a false sense of ineptitude and negative self-image. By giving weaknesses too much attention, the executive in question may begin to feel inept. Little discussion is made about what is going well, and so a negative self-image may begin to form, diminishing confidence.
  • By neglecting to bring strengths into the process, an imbalanced approach to getting the work done may actually result in an even poorer performance.
  • The weakness in question needs to be relative to the role the executive plays. Is the weakness in question hindering performance or hampering company goals? Or is it simply a result of a list that has no relevance to the job?

Face it – it’s more fun to focus on strengths! But there’s a drawback to swinging over to focusing on strengths, as well.

Focusing on strengths in leadership development can result in the following:

  • It can give the executive a false sense of competence, paving the way to neglect what might be hampering his or her best work.
  • By neglecting to address what is not working, focusing on strengths can give just as imbalanced an approach as focusing on weaknesses. In fact, focusing too much on developing a strength can actually render that strength a weakness. For example, if an executive has great ambition, developing that to the point of exaggeration can actually send wrong messages and behaviors and derail a career.
  • The strength in question needs to be relative to the role an executive plays, or it doesn’t matter how special that strength is! Is the strength key to performance? Is it aligned with company goals?

A balanced approach to your personal and professional leadership development with methodologies that are evidence-based – proven to work – is the first step.

If you are working on this to improve your performance and your career trajectory, make sure that what you are doing is actually relevant and supportive of where you are – and where you want to go!

5 Tips to Mentor Your First-Time Manager

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How to Help Your New Manager Show Who is Boss

Mentoring Others to Take Charge

Your new manager is a talented individual. If they were not, you would not have hired them. Even though a new manager has excelled in their previous position, they may not yet have acquired the skills of managing people to meet success in the new role.

If you don’t jump in to provide mentoring and guidance, you’ll be losing much more than face. Around 60% of new managers fail. And you’ll recall that when a new manager does not work out, you will lose an average of 6-9 months of their salary in replacing them (recruitment, training, team productivity, and more), as well as a lot of time and energy. This means that if your person is making $40,000 per year, you will lose between $20,000-$30,000 in the process.

This is a much bigger ticket than investing in some sound managerial training for new managers, which usually costs around $2,000.00.

I have heard from many who tell me of their bad experiences with supervising new promotions. One of the top concerns you’ve expressed is how to help new managers adjust to managing people by displaying authority in an effective way.

How do you help your new manager learn to show how to lead – the right way?

Leaders have reported seeing some pretty sad and frustrating behaviors as the new manager attempts to assert their role – all the way from apologetic language and cloudy directives to arrogance and micro-managerial tones and approaches. Many new promotions want to assure their team members that they are still friends. Others feel they need to divorce themselves from the pack to lead. Neither is right. And the fallout from either approach is severe.

Learning to manage people takes time and experience.

Here is a 5-step checklist you can use to help your new manager to begin, and to reflect a healthier way of showing authority:

1. Teach them to set clear expectations.

As the leader, you have no doubt drawn up an action plan for the department with goals, measurables, and key milestones. Ask your new manager to review this, and to define expectations for their reports. Have them work with you to do this a few times so that they receive the benefit of your coaching. Helping a new manager go through this exercise will flex their ability to see the large picture and the moving pieces that help to compose it. It will also give you a sense of where they will need additional support as they gain greater understanding.

2. Teach them to be proactive.

Talk to them about setting up regular meetings with each of their reports to review expectations and to set up a system for each to report back to them on a regular basis. This one move will help to minimize the tendency for the new manager to micromanage since they will know when to expect the reports, and will also allow a private forum in which they can explore with team members what motivates each, how they can best lead, and to answer any concerns or questions.

3. Teach them to deal with conflict in a timely manner.

Conflict should not be allowed to take over, or it will decimate the department. It must be addressed in a timely manner, and your new manager needs to learn to handle it well by separating out emotions, stories, and issues. Further, what seems to be an issue may really be a symptom. For more on how to get to the real issue and help them develop their problem-solving skills, see the article “Taking Your Problem-Solving from Good to Great: The Missing Step.”

4. Teach them to be even-handed.

Help them to be fair in the way they deal with requests such as raises, bonuses, additional resources, and other perks. Show them how to evaluate requests by leaning on policy, procedure, and performance. This will help them to avoid team members who beg favoritism based on past relationships or future promises. It will also help them to support their decisions as they provide these opportunities to those who merit them.

5. Teach them to role model leadership.

They may not know it yet, but everyone is watching. Your new manager got the promotion, and others are curious to see whether they deserve it. They are wondering whether they can trust following them based on what they see in their decisions and actions. Is your new manager coming in late because they are now salaried and feel they have a license? When they have their lunch with the same team members on most days, does this send the wrong message to others? These are things we as leaders know will inhibit our ability to be trusted. A new manager should have that judgment, but some still need the guidance.

Think back to your earlier days when you were a new manager. What was the best advice you received that helped you establish success?

What impact are you having in life and business?
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Patti Cotton helps executives optimize their effectiveness in leading self, others, and the enterprise. Her areas of focus include confidence, leadership style, executive presence, effective communication, succession planning, and masterful execution. With over 25 years of leadership experience, both stateside and abroad, Patti works with individuals, teams, and organizations across industries, providing executive coaching, leadership development, succession planning, change, and conflict management. She is also a Fortune 500 speaker. For more information on how Patti Cotton can help you and your organization, click here.

Do You Have a Business Bucket List?

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Do You Have a Business Bucket List?

An interesting movie came out in 2007 called The Bucket List. It is a movie about two men coming to grips with the reality of cancer and then making the conscious decision to focus on living life fully in whatever time they had left.

Together, they formulated a bucket list. The rest of the movie details their compelling and insightful journey through that list.

That movie started a movement. Many of us were inspired to create our own personal bucket list, which is our way of deciding to do those things we have only before dreamed about and to value the things in life that really matter.

My question for you as a business owner, leader, and successful career person is this: Do you have a BUSINESS bucket list?

When we are young, our goals are different. They may be about career advancement, growing in our personal development, and increasing income. But as seasoned veterans in the business world, our focus begins to shift. We have advanced our careers, developed our skills to very high levels, and created good income. Some of us have created very profitable businesses.

But there is a yearning…a sense that something is missing. Thankful for the outward success, we now are looking for something deeper. We are looking for the purposeful meaning to our lives, and we want to know that what we have done has made an impact on the lives of others.

If you don’t have a business bucket list, I encourage you to create one today. Here are some questions to consider as you do:

  • What do you want to accomplish before you retire?
  • What do you need to plan for now that will help you have a meaningful retirement?
  • What kind of legacy do you want to leave?
  • Who would you like to mentor?
  • How would you like to “give back” or “pay forward?”
  • What would you like to do for those who come after you?
  • Are there business goals you want to meet in order to help you reach your personal goals?
  • How do you want to be remembered in business?
  • What impact do you want to make…on your family, community, business, and peers?

I have been approached several times in recent weeks about the subject of succession planning. For example, someone who started a successful family business wants to shore up planning so future generations will be able to carry on his legacy and be supported by it for generations to come. He wants to structure his business transition so that he can begin to travel more and work less. He wants to mentor the younger leaders so they are equipped to carry the business forward. He is beginning to formulate his “business bucket list.”

Are you ready to create yours?

Patti Cotton helps executives optimize their effectiveness in leading self, others, and the enterprise. Her areas of focus include confidence, leadership style, executive presence, effective communication, and masterful execution. With over 25 years of leadership experience, both stateside and abroad, Patti works with individuals, teams, and organizations across industries, providing executive coaching, leadership development, succession planning, change, and conflict management. She is also a Fortune 500 speaker. For more information on how Patti Cotton can help you and your organization, click here.