My client, Iain, looked exasperated.

"In the last several one-on-ones I've had with Sam, she's repeatedly shown up without the project outline we agreed that she'd work on. I don't want to make a big deal about this, it's not the most important task I've given her and I know she's busy on other things. But having to repeatedly talk about this missed commitment every week with her for the past few months is beginning to depress me!"

The reluctance of a leader to hold others accountable can be a real obstacle to organizational success. This is particularly the case involving tasks that lack external deadlines, such as internal projects or strategic initiatives. When leaders shy away from holding their teams accountable, they not only erode their authority, but they also undermine the team's sense of commitment to goals more generally.

Understanding the Reluctance

If you face a similar situation, you might worry that enforcing deadlines on these kind of efforts will make you look authoritarian or overly directive. Or worse, it will conflict with values you prize such as creativity and autonomy. You may be thinking "Who am I to insist on this date? It's an arbitrary decision, no one else needs this at a specific time." This confused thinking can lead you to a hands-off approach, prioritizing personal rapport over professional needs. That often leads to missed deadlines and a weakened perception of leadership. Perhaps it might help you to consider that every committed date you encounter was "arbitrarily" established by some human being at some point in the chain. Now it's your turn to step up to that need.

Some Practical Steps

To avoid these pitfalls, pay particular attention to the initial delegation discussion:

1. Relevance of the Task: Decide whether a task is essential. If it's not actually necessary, don't ask anyone to do it! Otherwise you are wasting resources and diluting the team's focus.

2. Clarity in Delegation: Clearly define what is being asked. Is it drafting a plan, executing a pre-defined strategy, or assessing feasibility? The expectations should be explicitly stated to avoid confusion.

3. Choosing the Right Person: The individual should have the right skills and enough time to dedicate to the task.

4. Setting Expectations for Reporting: Establish clear expectations for progress updates, including interim checkpoint dates for parts of the task if applicable. Even if you would like to empower the team member to determine the final date, don't close this initial discussion without agreeing what date the team member will provide that final date.

The Impact of Missed Deadlines

Missed deadlines, even for internally driven tasks, create a ripple effect that diminishes team morale and organizational momentum. This not only affects current projects but also sets a precedent that may lead to future ineffectiveness.

Degrading Authority and Culture

Your authority depends upon your ability to inspire trust. It also depends upon your consistency in applying organizational standards. When commitments are taken lightly, your credibility and the organizational culture suffer, leading to a workplace where deadlines and responsibilities are viewed as flexible. Most professionals caught in this type of culture are hoping for the leader to take charge; rather than enjoying the seeming expansive autonomy, they are just as likely to be frustrated at seeing team members not being held accountable.

Administrative and Cognitive Load

Ignoring deadlines extends the lifespan of tasks, increasing both mental and administrative work. This continued attention to incomplete tasks diverts resources from new opportunities, impacting overall productivity and strategic focus.

Take-Aways

Leadership is about more than just assigning tasks; it's about creating a team environment that gives each individual member the best shot at succeeding and working productively. Think about it: Do you value having pleasant interactions with your team more than you value getting things done? Probably not. However, it's very easy to default to prioritizing smooth relationships over accountability without recognizing that's what you're doing. You can show you value individual autonomy and creativity by empowering team members with the structure and accountability you're best positioned to provide for them. Then they'll have what they need to succeed and perform their best.