5 Key Tips to Avoid Micromanagement at Work

I was discussing this subject at length with a co-worker last week, particularly focusing on the negative impact on morale and productivity that this can have.  We have all micromanaged at some time or other and have probably also had to suffer working for one.  If however this is a trend that you have or you are a line manager of  someone who habitually micromanages, here are some useful things I want to share for you to apply to break out of the habit.

Tip 1: Define clear roles and responsibilities

One of the root causes of micromanaging is a lack of clarity around roles and responsibilities. When team members don't know what's expected of them, or when there's overlap or ambiguity in responsibilities, it can lead to confusion and the temptation to micromanage.

To avoid this, take the time to define clear roles and responsibilities for each team member. Make sure everyone understands their specific tasks and how they fit into the bigger picture. This will help to build trust and confidence in your team, and reduce the need for micromanaging.

Have a look at my blog post on The 2 Up Principle to help message the bigger picture for your team.  This should help give you the confidence that your team can use their initiative in line with what you and your boss are trying to achieve.

Tip 2: Set clear expectations and goals

Another root cause of micromanaging is a lack of clear expectations and goals. When team members don't know what they're working towards, or what success looks like, it can be difficult for them to stay focused and motivated. This can lead to the temptation to micromanage, to ensure that things are on track.

To avoid this, make sure you set clear expectations and goals for your team. Define what success looks like, and communicate this clearly to everyone. This will help to keep everyone on the same page and reduce the need for micromanaging.

Once you have clearly identified what "done" means (the Why and What of what you want achieved), let them work out the How to achieve it.    To help you with this, have a look at Stephanie Ockerman's post about Getting to Done.

Tip 3: Empower your team

Micromanaging can also be caused by a lack of trust in your team. When you don't trust your team to make the right decisions or handle tasks on their own, it can be tempting to micromanage to ensure everything is done "right".

To avoid this, empower your team by giving them the tools, resources, and support they need to do their jobs effectively. Give them autonomy to make decisions and take ownership of their work. This will help to build trust and confidence in your team, and reduce the need for micromanaging.

Anyone I have worked with will know that I absolutely look for misalignment in people's responsibilities and authorities in an organisation when I come in.  It is really low hanging fruit and I recommend if you are new in the job, check what your predecessor set up so you don't inherit problems which may bite you  in the future.

Tip 4: Provide feedback and coaching

Micromanaging can also be a result of a lack of feedback and coaching. When team members don't receive regular feedback on their performance, or don't have access to coaching and development opportunities, it can be difficult for them to grow and improve. This can lead to the temptation to micromanage to ensure things are done "right".

To avoid this, make sure you provide regular feedback and coaching to your team. Give them opportunities to learn and grow, and provide support and guidance when needed. This will help to build confidence in your team and reduce the need for micromanaging.

Take the time to lead some small workshop or team building games.  This will not only help your team, but also builds trust between you and them and develops your Emotional Intelligence (EQ) - a key requirement if you want to be a good leader.

Tip 5: Lead by example

Finally, micromanaging can be caused by a lack of leadership. When leaders don't model the behaviour they want to see in their team, it can be difficult for team members to know how to behave. This can lead to the temptation to micromanage to ensure things are done "right".

To avoid this, have a soul searching look in a mirror and then lead by example. Model the behaviour you want to see in your team, and be transparent and communicative in your approach. This will help to build trust and confidence in your team and reduce the need for micromanaging.

One of Your Team is a Micromanager

So far we have looked at how to avoid becoming a micromanager but what do you do if you want to change the engrained micromanaging habits of one or your team. Let's have a look:

Tip 1: Give constructive feedback

One way to help a micromanager is to give them constructive feedback. Don't be the sort of ineffective leader that avoids difficult conversations - this is important so think carefully about tone and location and go for it. Let them know how their behavior is impacting the team and offer suggestions for how they can improve. Be specific in your feedback and give examples of when their micromanaging was unnecessary or counterproductive.

Tip 2: Focus on results, not process

When you delegate tasks to a micromanager, focus on the results you want to achieve, rather than the process of how to get there. This will give them more flexibility and freedom to work on their own and avoid micromanaging.

Tip 3: Encourage risk-taking

To help a micromanager accept more risk when tasking subordinates, encourage them to take calculated risks. Explain the potential benefits of taking risks and offer support to help them mitigate any potential downsides. Encourage them to think creatively and explore new ways of doing things.

A useful tool to use to get them to think about their team, the tasks they have and the level of supervision needed is the Situational Leadership model. Look at this link to the Center of Leadership Studies to learn more.

Tip 4: Assign more responsibility

Another way to help a micromanager is to assign them more responsibility. This will give them a broader perspective and force them to delegate more. Encourage them to delegate tasks to their team and give them the resources and support they need to do so.

Keep a careful eye out on this and monitor that this doesn't lead to your manager reverting back to micromanaging but at the same time burning out by still trying to achieve everything.  It calls for your EQ skills to be well honed too in order to know when to step in and how to reset back to better delegation.

Tip 5: Offer coaching and development

Finally, offer coaching and development opportunities to help a micromanager develop their leadership skills. Offer training on delegation, communication, and trust-building. Encourage them to seek feedback and work on improving their behaviour.

Remember, we are trying to change well ingrained habits and they take persistence and time to break out of.

To Round Up

Micromanaging drains resources, kills morale and reduces productivity.  Once established it is a very difficult habit to get out of but it can be achieved and when successful,  it makes your and everyone else's work environment so much more enjoyable.

So that is it, 5 top tips to help you identify and self rectify being a micromanager and also 5 top tips to help you mentor one of your team out of being one. Good luck on tackling micromanagement and improving your leadership skills.