A Personal Tale of Letting Go (and Why It Matters)

In my first start-up, I believed I had mastered delegation. I assigned tasks, explained the expectations, and sent my team off with a (slightly nervous) smile. Yet every evening, without fail, they returned with questions, dilemmas, or half-finished work. One by one, they placed their „monkeys“—the unresolved bits of their tasks—onto my shoulders before heading home. By nightfall, I was buried under a restless pile of their doubts, unfinished plans, and loose ends.

The truth? I wasn’t delegating. I was simply distributing work while keeping all responsibility firmly in my grip. My team knew that if anything became difficult, I would step in. And so, the cycle continued—I was both the zookeeper and the one unlocking the cages. Something had to change.

Then I discovered the Five Levels of Delegation. It was a revelation. Delegation wasn’t just about assigning tasks—it was about trust, ownership, and ultimately, reclaiming my evenings. Let’s explore these five levels, because, trust me, they’re the best way to keep those „monkeys“ where they belong.

The Five Levels of Delegation

Michael Hyatt’s Five Levels of Delegation framework is a simple way to give people more freedom to act. It ranges from complete control to full independence, allowing leaders to build trust gradually while keeping responsibility clear. Here’s how it works:

  1. Instruction – The training wheels phase. The leader gives detailed instructions, outlining what needs to be done, how, and when. The team member has minimal autonomy. This is ideal for new hires or precision-based tasks.
  2. Recommendation – The team member analyzes a problem and suggests solutions, but the final decision rests with the leader. A great way to test judgment without losing control.
  3. Research & Decision – The team member researches options and makes a decision, with a final check-in. This step helps people think for themselves while keeping an eye on things. Seeing my team bring new ideas to the table changed everything. They gained confidence, and I saw solutions I wouldn’t have considered myself.
  4. Action & Report – The team member makes decisions and takes action but reports back immediately. It’s a safety net while encouraging initiative. I remember the first time I used this approach—it was eye-opening. My team felt ownership of their decisions, and I saw real growth in their confidence.
  5. Full Delegation – The leader steps back entirely, giving the team full responsibility for decisions and execution. The ultimate goal: full trust and real ownership. Reaching this level with key team members felt like a breakthrough. The weight on my shoulders lightened, and they stepped up with their best work.

5 Levels of Delegation

“The best executive is the one who has sense enough to pick good men to do what he wants done, and self-restraint to keep from meddling with them while they do it.”

– Theodore Roosevelt

Delegation isn’t about dumping work on others; it’s about empowering your team to take on meaningful responsibilities while freeing yourself to focus on what only you can do. Each level serves a purpose, helping both you and your team gain clarity, build confidence, and develop independence.

"I never stopped trying to

become qualified for the job"

- Darwin Smith

MY LEARNINGS

My Learnings: Empowerment Over Micromanagement

Mastering these levels transformed my leadership style. By handing over tasks with clear expectations, my team became more proactive, confident, and resourceful. They weren’t just completing tasks; they were owning outcomes. And those evening monkeys? They found new, responsible homes.

Looking back, I realize that delegation wasn’t just about efficiency. It was about trust, clarity, and shared responsibility. As Theodore Roosevelt once said: “The best executive is the one who has sense enough to pick good men to do what he wants done, and self-restraint to keep from meddling with them while they do it.” Wise words that continue to resonate.

Practical Questions to Consider for leaders

To master delegation, it helps to reflect on how you approach it now and where you’d like to improve. Here are a few questions to guide you:

  • What tasks do you struggle to delegate? Why?
  • Have you provided enough clarity when delegating?
  • How comfortable are you with handing over control? What would increase your comfort level?
  • Which level of delegation do you use most often, and how can you experiment with the next level?

Further readings:

  • „Management Time: Who’s Got the Monkey?“ by William Oncken Jr. and Donald L. Wass – This classic Harvard Business Review article provides foundational insights into managing „monkeys“ (tasks) and ensuring responsibilities remain with the right person. The article is available on HBR’s website here
  • „The One Minute Manager Meets the Monkey“ by Ken Blanchard, William Oncken Jr., and Hal Burrows – This book extends the monkey management metaphor, focusing on how managers can effectively delegate and maintain control without becoming overwhelmed by their team’s tasks. It’s available on major book retailers like Amazon.
  • „How to Delegate: Empowering Your Team“ – A video on Michael Hyatt’s Full Focus platform, explaining Hyatt’s Five Levels of Delegation and how to apply them for effective leadership. You can find resources on this topic at FullFocus​
  • David Marquet’s TED Talk: „Greatness by Giving Control“ – Captain Marquet discusses his approach to empowerment, relevant to delegation, where he emphasises giving control to others based on their competence. Watch it on TED.

Delegation