The Library Leader's Cheat Sheet for Clear Delegation
You know when you delegate a project or program to a high-performer on your team, thinking you've been crystal clear, but then three weeks later, you're both frustrated because they keep asking permission for every. single. decision?
Or worse—you tell a manager on your team to "handle the vendor issue," and they straight-up cancel a contract without checking with you first. You're blindsided. They're confused. And now everyone's annoyed and avoiding eye contact in the break room.
How could this have been avoided?
That's where Michael Hyatt's Five Levels of Delegation from his book, "Free to Focus," come in! By the end of this post, you'll know exactly how to delegate clearly, eliminate the constant back-and-forth with your team, and finally get tasks off your plate for good. Let's dive in.
The Five Levels (And Why They Matter)
What makes this framework so powerful is the shared language it creates for delegation. Rather than generic phrases like "Can you handle this?" that leave room for confusion (and let's be honest, passive-aggressive resentment), leaders can name the specific level of authority they're delegating.
Here's the quick rundown:
Level 1: "Do Exactly As I Say" – You've made all the decisions; they just need to execute precisely. Think: implementing a board-mandated policy change with specific language that can't be altered, or handling federal grant reports that must be submitted in an exact format. (Yes, this level exists for a reason, and no, it doesn't make you a control freak!)
Level 2: "Research and Report Back" – They gather information and present options, but you make the final call. Example: "Research three database options, compare pricing and features, and present your findings. Then I'll decide which direction we take." Basically, you're outsourcing the homework but keeping the answer key.
Level 3: "Make a Recommendation" – They research, analyze, AND tell you what they think you should do. You still approve it, but you're tapping into their judgment. Like: "Review next year’s programming budget proposals and recommend how we should allocate funds across branches." This is where you get to see how they think—and it's glorious!
Level 4: "Decide, Act, Then Tell Me" – They make the decision, execute it, and update you after the fact. No approval needed—just keeping you informed. For instance: "Handle patron complaints about noise levels or minor policy stuff as you see fit. Just let me know what happened at our weekly check-in." This is the "I trust you completely, just don't let me get blindsided" level.
Level 5: "It's Completely In Your Hands" – Full ownership. They don't even need to report back unless they want your input. Think: giving your social media manager complete control over content, posting schedule, and engagement strategy. You literally might not know what they're doing until you see it in your feed. And that's okay!
Each level is completely valid and useful in different situations. The key is being clear about which one you're using.
Matching the Level to the Situation
So how do you know which level to use? Here's what I tell the library leaders I coach:
Start with Level 1 or 2 for brand new responsibilities. When someone's learning a new area, they need structure and clarity. Give them the exact steps or have them research and report back so they get familiar with your thinking process. It's like training wheels—necessary at first, annoying if you never take them off.
Move to Level 3 for most regular decisions. This is your sweet spot for developing leaders. They're building judgment and strategic thinking, but you're maintaining appropriate oversight for budget, staffing, and strategic decisions that ultimately land on your desk. Plus, you get to say thoughtful things like "Tell me more about your thinking here" and actually mean it.
Shift to Level 4 for routine operations they own. Once someone's proven their judgment in an area, move them to "decide and tell me." This is where you reclaim massive amounts of time and mental energy. (Translation: You can finally eat lunch without checking your phone every three minutes.)
Reserve Level 5 for true expertise and full ownership. This is for your highly experienced professionals handling their domain—like your branch manager running their location's programming, or your IT person managing tech decisions within their budget. Let them fly, friends. They've earned it.
The other factor? Risk. Higher-stakes decisions (large budget items, personnel issues, policy changes affecting multiple departments) typically stay at Levels 2-3 even with experienced staff. Lower-risk routine operations can move to Levels 4-5 faster. It's not about trust—it's about appropriate levels of responsibility.
And here's something nobody talks about: you can progressively move people through levels. Once a team member handles Level 3 delegation well, you can move to Level 4 on similar decisions next time. "You knocked that last budget recommendation out of the park, so next quarter you can just decide and let me know." That's how you build staff capability (and also how you finally get to leave at 5 p.m.).
The One Conversation That Changes Everything
The magic happens when you actually name the delegation level out loud. This is literally a three-minute conversation that will save you hours of frustration:
Step 1: Name the task and level
"I'd like you to handle the fall adult programming line-up. This is a Level 4 delegation." (I recommend downloading Michael Hyatt’s cheat sheet and sharing it with your team so everyone is on the same page and you're not constantly defining terms like you're teaching a graduate seminar.)
Step 2: Explain what that means
"That means you'll plan the theme, book presenters, manage the budget, and coordinate staff. Make the decisions you need to make, and just keep me updated so I know how it's going. You don't need my approval before moving forward." See? Simple. Clear. No mind-reading required.
Step 3: Clarify boundaries
"Your budget is $3,000. If something would take you over budget or if you get significant community pushback on a program, loop me in. Otherwise, it's yours." This is where you draw the you-can-handle-this-but-if-the-building's-on-fire-please-tell-me" line.
That's it. Three steps and everyone knows exactly what's expected.
The best part? This eliminates the constant check-ins from team members afraid of overstepping—and prevents unwanted surprises when they make decisions that should've been escalated. Clear delegation levels mean no confusion, no passive-aggressive "I thought you knew" conversations, and no emergency meetings to fix preventable problems.
Your Challenge This Week
Okay, here's your homework: Pick ONE task or project sitting on your desk right now that needs to be delegated.
Ask yourself:
What delegation level is appropriate for this task or project?
Who on my team has the skills and capacity to handle it at that level?
When can I meet with this person to hand off the task or project? (Get it on the calendar!)
Then actually delegate it. Use the three-step framework. Name the level. Explain what it means. Clarify the boundaries.
I promise this one shift—getting specific about delegation levels—will change how your team operates. No more mind-reading. No more frustration. No more wondering if you should've been clearer or if they should've asked more questions. Just clear expectations and the time and mental space you've been desperately needing.
You became a library leader to make an impact in your community, not to be the bottleneck for every decision. The Five Levels of Delegation are how you finally let go of the stuff that doesn't need to be on your plate while building a team of capable, confident decision-makers.
Want help building delegation skills and other leadership strategies that actually work for your library? Let's talk. I offer complimentary consultation calls where we'll discuss your specific challenges and explore whether coaching is the right fit. Even if it's not, you'll walk away with at least one concrete strategy you can implement immediately. Schedule your free consultation today and start leading with greater clarity and confidence.
