The 5 Levels of Delegation
Purpose
Not all delegation is created equal. This framework helps you clarify how much ownership you're handing off, from simple execution to full decision-making. Too many business owners get stuck in "do exactly what I say" mode, which isn't really delegation at all—it's just giving orders.
Instructions
Use this to clarify expectations when assigning tasks
Have a quick conversation with your team member about which level you're delegating
Start by pushing tasks to Level 3, then work your way to 4 or 5 for team leads
Review this framework with your team so everyone understands the levels
Most tasks should live at Level 3 or higher—if you're stuck at Levels 1-2, you're micromanaging
The 5 Levels of Delegation
Level 1: Do exactly what I say
Example: "Send this email using this exact script."
When to use: New employees, critical communications, legal/compliance tasks
The trap: Staying here too long creates dependent employees who can't think for themselves.
Level 2: Make small adjustments if needed
Example: "Draft this proposal using my outline, but tweak the tone for the client."
When to use: When someone knows the process but you want specific style/approach
The trap: Being unclear about what "small adjustments" means—be specific about boundaries.
Level 3: Handle it, then check back with me
Example: "Create this proposal and send it to me for approval before sending."
When to use: Most regular tasks, when building trust with team members
The trap: Taking too long to review or nitpicking good work—this kills motivation.
Level 4: Own the task with periodic updates
Example: "You're in charge of client onboarding. Loop me in with weekly updates."
When to use: Experienced team members, ongoing projects
The trap: Not being clear about what "periodic updates" means—set specific check-in schedules.
Level 5: Full ownership + decision-making
Example: "You run our social media completely. I trust your calls on content and strategy."
When to use: Senior team members, areas outside your expertise
The trap: Completely disconnecting—even Level 5 delegation needs occasional check-ins.
Making It Work
Start every delegation conversation with: "I'm delegating this at Level [X], which means..."
Common mistakes:
Saying Level 3 but treating it like Level 1
Not being clear about deadlines and check-in points
Delegating the task but not the authority to make decisions
Jumping someone from Level 1 to Level 5 too quickly
Signs it's working:
Your team asks fewer "what should I do?" questions
People bring you solutions, not problems
You have more time to focus on strategy and growth
Your team members are developing new skills
When to level up: When someone consistently succeeds at their current level and is ready for more responsibility.
When to level down: When mistakes are happening or someone feels overwhelmed—it's not a punishment, it's support.
Remember: The goal isn't to get everyone to Level 5. The goal is to match the delegation level to the person, the task, and the situation. Some things should stay at Level 1 forever, and that's perfectly fine.