When coaching session fellow leaders, one of the recurring questions I get is about building high-performance teams — so I decided to dedicate a series of newsletter issues to the topic, basically a free course.

• You can find Chapter 1 here. (intro)

• You can find Chapter 2 here. (creating a shared sense of purpose)

• You can find Chapter 3 here. (streamlining communication)

Last time we talked about communication. Today, we’ll continue with a game-changer: instead of centralizing decision-making, empowering your team members to make their own decisions on multiple levels.

Why Not Centralize?

Centralizing decision-making, where only a few people at the top make all the decisions, can cause many problems for teams, especially in fast-moving fields like software engineering. Let’s break down why this approach can hold a team back.

1. It Slows Things Down

When only a few people can make decisions, everything has to wait for their say-so. This can slow down projects because the team has to wait for approval before moving forward. In areas like software development, where things change quickly, these delays can mean missing out on opportunities or falling behind competitors.

2. It Makes Team Members Less Motivated

When team members don’t get to have a say in decisions, they might start to feel like their opinions and skills don’t matter. This can make them less interested in their work and less likely to put in extra effort. People like to feel that they have some control over their work and can make decisions that matter. Without this, they might not be as happy or as productive.

3. It Stops New Ideas

New and creative ideas often come from people being able to share different viewpoints and try new things. With all decisions coming from the top, there’s a tendency to stick to what’s always been done. This can prevent the team from coming up with innovative solutions or trying out new approaches that could be more effective.

4. It Overloads Leaders and Wastes Team Skills

Leaders who have to make all the decisions can get overwhelmed. They have so much to think about that they might start making worse decisions because they’re just too tired or too busy. At the same time, this approach doesn’t make good use of the whole team’s skills and knowledge. Everyone on the team has different experiences and ideas that could help make better decisions. Not using this wide range of knowledge is a missed opportunity.

Why Some Leaders Keep Decision-Making to Themselves

Even though we’ve seen that making all the decisions by yourself isn’t always best for the team, plenty of leaders still do it. Let’s look at the main reasons why leaders might choose to keep the decision-making power to themselves:

1. They Want to Be in Control

Leaders often feel like they need to have control over everything to make sure things go right. They think that by making all the decisions, they can keep a close eye on the team’s work and make sure everything meets the standards. This is their way of trying to ensure that the team doesn’t make mistakes that could hurt the project.

2. They’re Trying to Avoid Mistakes

Leaders might believe that because they’ve been around longer or know more, they’re better at avoiding problems. They keep decision-making with themselves to prevent what they see as potential mistakes from less experienced team members. It’s about playing it safe and not wanting to take risks that might lead to failure.

3. Sometimes It’s Faster

There are times when having just one person make decisions can actually be quicker. In urgent situations where there’s no time to chat and agree as a team, it makes sense for the leader to decide what to do next. This is usually in emergencies or when something critical is at stake and needs a fast response.

4. It Makes Things Simpler for Them

For some leaders, making all the decisions makes their job seem simpler. It’s clear who’s in charge and what’s happening. This can make it easier to manage things, especially in big teams or when there are many opinions about what to do next.

5. They Might Not Trust the Team Enough

Sometimes, leaders don’t let others make decisions because they don’t fully trust their team’s judgment. Or, they might think the team doesn’t have enough experience to make good decisions. It’s not always about not trusting the team’s intentions, but more about worrying that they might not be ready to handle big decisions.

How To Transition To Distributed Decision-Making?

Shifting from making all the decisions yourself to letting your team have a say is a big move that can really help your team do better, come up with cooler ideas, and feel more involved. Here’s a simple plan on how to make that shift without causing too much fuss:

1. Explain Why Things Need to Change

• Figure Out Why: First off, look at how things are going right now and why it might be better if more people helped make decisions. Maybe it’ll make your team faster, more creative, or happier at work.

• Talk About It: Tell your team what you’re thinking and why you believe this change is a good idea. Being open about what you hope to achieve and the hurdles you might face together builds trust.

2. Help Your Team Get Ready

• Teach Them What They Need to Know: Offer training or resources to help your team get better at making decisions. This could be about thinking things through, solving problems, or learning more about the technical side or business side of things.

• Give Them Support: Set up mentoring or coaching, so your team can get advice and feedback from people who’ve been through this before. This helps them feel more confident and knowledgeable.

3. Set Up a System That Works

• Make the Rules Clear: Lay out who can decide what. This means making sure everyone knows what they’re allowed to decide on their own and what needs more discussion.

• Use a Good Process: Pick a way of making decisions that lets everyone get their say in a structured way, like RACI charts, so it’s clear who needs to do what.

4. Build Trust and Own Your Choices

• Try Things Out: Let people know it’s okay to try new things and make decisions, even if not everything works out perfectly every time. Learning from mistakes is key.

• Celebrate the Wins and Learn from What Doesn’t Work: When things go right, make a big deal out of it. If things don’t go as planned, talk about what happened and how to do better next time without pointing fingers.

5. Keep Checking and Tweaking

• See How It’s Going: Keep an eye on how these changes are doing. Ask your team for their thoughts on what’s good and what could be better, and be ready to make changes if you need to.

• Keep Getting Better: Remember, moving to a team decision-making approach is an ongoing thing. Always look for ways to make deciding things together even smoother.

6. Use Tools and Data

• Get the Right Tools: Bring in tools and software that help your team work together better, share info easily, and make decisions together.

• Base Decisions on Facts: Make sure your team has access to data and analytics tools. This helps ensure decisions are based on real info, not just guesses.

Following these steps in a straightforward way can help you move to a team-based way of making decisions. This gives your team more power and taps into everyone’s skills and ideas, leading to better results and a happier, more involved team.

🔥 Speaking of essential engineering leadership skills — my friend and ex-colleague, Raphaela is running an exciting coaching program tailored to new engineering managers which helps them grow authentically, confidently and effectively into their new leadership role.

(psst, psst, even if you’re not looking for a coach at the moment, you’ll love these small bites of leadership wisdom)

🤩 Stay tuned for the next issue in the series, where we discuss recognizing and rewarding achievements.

In wrapping up, remember that transitioning from solo decision-making to a team-focused approach isn’t just about changing how decisions are made; it’s about unlocking the full potential of your team. We’ve talked about laying out the why, boosting your team’s skills, setting up a clear system, building trust, staying flexible, and leveraging the right tools. This journey towards collaborative decision-making is an investment in your team’s future, fostering a culture of innovation, agility, and shared ownership that can propel your projects to new heights.

👂 Have you tried these strategies? What worked, what didn’t? Share your stories and insights in the comments below.

💬 Let’s turn this conversation into a collective brainstorming session, where we can all learn from each other and build stronger, more empowered teams together.