8 Problems of Delegation that Hold You Back: How to Overcome Them?

What is one of the most critical and challenging parts of the managerial role? I think every manager will agree that allocating and delegating tasks is the most challenging task, hands down. When you, as a manager, can delegate the task to the right team member, it gives you the freedom and bandwidth to explore and think outside the box. However, if delegation proves to be ineffective, your work as a manager doubles. So, it is essential to understand the problems that hold you back as a manager. In this blog post, we will highlight the main problems of delegation and offer practical tips on how you can avoid them. By understanding the problems of delegation, you will be able to delegate tasks more effectively and efficiently – key ingredients for a successful managerial career!

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8 Problems of Delegation that Hold You Back: How to Overcome Them?
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What is delegation, and why is it needed?

Delegation is an essential skill for leaders. It is the process of assigning tasks or responsibilities to other individuals. By designating someone else to carry out these duties, you free yourself up to focus on more important tasks. It can be a helpful strategy for keeping your workload manageable and minimizing stress in your life. It allows teams or individuals to work on more manageable and less time-consuming tasks. Delegation skills are needed because it allows managers to focus on more important tasks and helps increase overall productivity. When individuals can delegate effectively, they can better manage their time and resources more efficiently. Effective delegation allows people with different skill sets to work together cooperatively towards a common goal, which leads to improved communication and collaboration. Additionally, it reduces stress because each person has an understanding of their role within the overall scheme. Finally, delegating regularly builds stronger relationships with those around you and builds trust over time. This makes it easier for everyone when difficult decisions have to be made or new challenges arise down the road. All in all, effective delegation skills are needed to ensure that managers can focus on the right tasks while their teams continue to learn and build ownership. It enables a system that incorporates growth in every aspect. Read more about delegation and its benefits here: The Art Of Delegation: How To Master It As A Manager

What does effective delegation look like?

While delegation brings several benefits, it can create many troubles for managers and leaders when it is not done correctly. Hence, it is important to ensure that delegation practices of your team create efficiencies and not more problems to solve. In order to do so, we will start by highlighting a few key features of effective delegation, which are:

Your team members are comfortable with the task

Having your team members on the same page as you is the key to ensuring that your delegation skills are effective. Effective delegation happens when the team members fully understand the task, its requirements, and its goals. Moreover, they are motivated to face challenges and are sure of their abilities. Support in the form of necessary resources, decision-making power, and training is also vital. Those tasks that your team members can regularly perform, even without instructions, are best suited for delegating. It works best when their duties align with their strengths and allow them to generate a sense of achievement – making their experience much more meaningful.

You can trust your team

Delegating tasks to your team members requires a high level of trust. Effective delegation is all about delegating the right task at the right time to the right person, with clear expectations on both sides. You must be confident that your team members will complete the task as expected and meet your overall goals. Building trust takes time, but it is definitely worth investing in if you want successful delegation practices from your team. Suppose you are unsure of a team member’s competency. In that case, you will find yourself constantly worrying about tasks and might even begin to micromanage instead of providing guidance, which would set a harmful precedent. Hence, it is important to have faith in the abilities and values of your team when you delegate tasks. Therefore, choosing the right task to delegate also depends on the team. Read more: 10 powerful ways of building trust in the workplace that managers love

Your team gets the desired results

One of the keys to measuring the effectiveness of your delegation skills at work is that your team gets the desired results faster. By delegating, you are freeing your time to focus on more important matters. If you spend more time dealing with the task after handing it over to someone, it is a sign of failed delegation. Furthermore, delegation supports creativity and innovation as different people with different skills think differently and develop innovative solutions to problems they have never faced before – which can lead to better outcomes for your business overall. If you notice stagnation instead, it is a sign of improper delegation. Read more: Managers can make or break company growth.

You find time to focus on high-value-generating activities

When delegating, it is key that you don’t delegate everything. You need to have a clear list of the tasks your team members can and cannot do to avoid any unwanted messes or interruptions. Delegating only the right tasks will allow you to focus on high-value-generating activities such as developing new products, services, or ideas. On the other hand, some tasks, like performance reviews, etc., cannot be delegated and should only be performed by the manager. If delegation is done wrongly and all work stops when someone gets assigned a task they are not skilled enough, this can lead to frustration and conflict within the team, ultimately decreasing productivity. By using delegation wisely, you should be able to focus on higher value-generating activities.

Is your delegation ineffective?

Now that we understand what effective delegation looks like, we can check whether we are going on the right path or not. Identifying ineffective delegation is vital. If you find yourself saying yes to most of the questions below, it is high time that you change your delegation practices at work:

The tasks you delegate do not get completed
You complete the tasks yourself once deadlines have passed
You worry about the tasks you have delegated
Your team members are unenthusiastic about new tasks
Your team members feel burdened and unequipped
You take too many updates on tasks
Your team cannot understand the end-goal

To get a more detailed analysis of your delegation skills at work, we suggest Risely’s free effective delegation assessment. The free effective delegation assessment minutely analyzes the efficiency of your delegation in the workplace. It points out blind spots and areas that need intervention – helping you become a master of the art of delegation. Check it out here right now: Free effective delegation assessment for managers

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What are the common problems of delegation that impact managers?

Delegation can be a great way to save time and boost efficiency. However, it’s important to be aware of the pitfalls of delegation so that you can save time and maintain the quality of the work. Some of the common reasons for failure of delegation and steps to avoid them are listed here for managers:

Lack of clarity

If the team doesn’t understand why a task has been delegated, it can lead to frustration and conflict. This is because people take their tasks personally when they don’t feel like they’re part of the bigger picture. It also makes them think that their activities are inherently meaningless, in turn demotivating them further. Delegating tasks that are easily understood will help your team stay on track and optimize productivity. How to improve clarity in delegation?

Explain the purpose, method, and utility of the task to your team
Create a timeline that envisages long-term goals
Show them how their efforts add value to the team

Unprepared and unequipped teams

If your team members don’t have the necessary skills or equipment to complete the task, it can become very difficult for them. This is because they’ll be unable to complete the tasks independently. If tasks are delegated without proper preparation, your team will waste time figuring out how things work and get defeated before they even start. Conflicts and chaos from improper delegation can drive teams away from their goals. How to equip your teams for effective delegation?

Equip your team with the tools and resources they need
Provide training on task completion procedures
Be open to queries and provide guidance

Mismatching tasks and skillsets

If the tasks assigned to your team are too far apart from their skillset, it will be difficult for them to work rapidly. It is because they will have to spend significant time figuring out things from scratch, as the tasks vary highly from their routine work. Additionally, their skill sets will be less effective alone if the task needs multiple skills. If you delegate tasks that are too complex or challenging, your team members may become discouraged. How to ensure successful delegation?

Know the strengths and weaknesses of your team
Match task difficulty with team skills
Encourage cross-functional collaboration by creating a shared goal where different members can collaborate

Absence of continuous communication

If team members are left alone with a task without continuous support from the manager, they can end up feeling directionless and unmotivated. As their efforts are not recognized regularly enough, the employees might feel unvalued in the team. The problem can happen when team members do not communicate with each other too. If the team members don’t have regular communication with each other, tasks can become backlogged and forgotten. As tasks get pushed back further, it becomes increasingly difficult to coordinate work among the team members. How to improve communication in delegation?

Take regular updates and feedback, and ask questions
Make sure task deadlines are enforced regularly
Utilize effective communication tools that work both ways
Focus on positive communication to keep the team going

Micromanaging

This issue in delegation skills occurs in the opposite scenario of the above. It can become burdensome if the manager constantly checks in on the team members. Micromanagement often interrupts work and makes it difficult for team members to focus on their tasks. Additionally, this unnecessary supervision can create a sense of distrust among some employees, which might lead to contradicting or sabotaging efforts altogether. How to reduce micromanagement in delegation?

Maintain communication but respect boundaries
Establish limits to ownership of tasks that you follow as well
Balance autonomy, build accountability, and trust your team

Expecting perfection

Tasks that are delegated should not be expected to be perfect. As the task is given to a team member, they cannot control factors such as time and resources, which might affect the outcome of their work. Additionally, delegation skills alone will not solve the problem if team members do not share enthusiasm for the task. If everyone on the team is reserved about taking part in a delegated task, it can lead to stagnation and, ultimately, failure of the project. How to achieve success with delegation?

Encourage delegation but also provide feedback
Set and identify goals for the team that are achievable

Pushing too many tasks

If the team is not given enough time to complete a task, they might feel overwhelmed, which is an important sign of improper delegation. This management style often results in work piling up and ultimately creating more problems than it solves. Additionally, the team might become overworked and unproductive if too many tasks are delegated without adequate planning. How to find balance in delegation?

Understand the capacities of the team
Delegate tasks in manageable units
Take feedback from the team on tasks

Not allowing detours from the convention

The team might become bogged down in the typical way of doing things if they are not allowed to take any detours. It can lead to a sense of stagnation and, eventually, failure. Additionally, the leader needs to be clear about what is expected from the delegation and make sure that tasks are broken down into manageable units so that everyone understands their specific part of the overall project. How to become flexible in delegation?

Specify methods but encourage and allow innovation too
Identify the core values that cannot be abridged
Be open to new ideas and leave the rigidity

How to deal with challenges in delegation of authority?

Delegation is not a single-faceted picture but carries many levels. While delegation of tasks is the simplest and most common form, another area that managers need to focus on is delegation of authority. Often, managers face challenges in the delegation of authority due to these reasons:

Fear of losing control: Managers may worry that delegating tasks means relinquishing control over outcomes, leading to uncertainty and anxiety.
Lack of trust: Managers might be reluctant to delegate authority if they don’t trust their team members’ capabilities or commitment to the task.
Perfectionism: Some managers believe that only they can complete tasks to their desired level of perfection, leading them to hesitate in delegating.
Time constraints: Managers may feel it’s quicker to do tasks themselves rather than invest time explaining and monitoring others’ work.
Accountability concerns: Managers could be apprehensive about being held responsible for their team’s mistakes or poor performance when delegated tasks.

These challenges can further lead to negative impacts in many forms, such as:

Micromanagement: Managers may excessively monitor and control employees, inhibiting their autonomy and creativity.
Task hoarding: Managers might hold onto tasks they should delegate, leading to a backlog of work and decreased overall efficiency.
Underutilization of the team’s skills: When managers don’t delegate appropriately, employees’ skills and potential remain untapped.

How to deal with challenges in the delegation of authority?

Build trust: Develop trust in team members by providing clear expectations, support, and feedback to foster a sense of confidence in their abilities. Start with small, less critical tasks and gradually increase the level of responsibility as trust builds.
Identify the right tasks and candidates: Determine functions that are suitable for delegation based on employees’ skills and interests. Managers can create a priority list of core and subsidiary functions and decide what to delegate based on it.
Communicate effectively: Communicate tasks, deadlines, and expectations to avoid misunderstandings and ensure successful outcomes.
Provide training and resources: Offer training and resources to enhance employees’ skills and enable them to handle delegated tasks effectively. Activities such as job shadowing and mentorship before transferring responsibilities can help reduce anxieties on both ends.
Empower decision-making: Allow employees to make decisions within their delegated authority, encouraging a sense of ownership and responsibility.

All in all, overcoming challenges in delegating authority is an exercise of building trust among managers and their teams. Remember that mistakes are a part of the journey, and one of them should now make a permanent mark on your relationship with your team. Read more: The 5 Levels Of Delegation Of Power Every Manager Needs To Know

Conclusion

Effective delegation is one thing that can make or break your team. Many companies have been left behind in the race for success when they did not manage this issue well. Improper delegation plagues efficiency in otherwise successful teams. To overcome such issues, it is important to know the pitfalls while delegating tasks and responsibilities to new employees. Take time to take our free self-assessment on effective delegation now and prepare for improved performance with the free effective delegation toolkit too!

Deeksha Sharma

Deeksha, with a solid educational background in human resources, bridges the gap between your goals and you with valuable insights and strategies within leadership development. Her unique perspectives, powered by voracious reading, lead to thoughtful pieces that tie conventional know-how and innovative approaches together to enable success for management professionals.

Are you struggling to effectively delegate tasks and optimize efficiency in your team?

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Frequently Asked Questions

What are the challenges of delegation?

– Loss of control: Managers may fear losing control over tasks or outcomes when delegating to others.
– Quality concerns: There’s a risk of subpar results if employees lack the necessary skills or experience.
– Time investment: Initially, delegation might require more time to explain tasks and monitor progress.
– Accountability: Managers can be held accountable for their team’s actions, leading to reluctance in delegation.

What are the disadvantages of delegation?

The major disadvantage of delegation is that ineffective delegation can hamper the quality of work quite significantly. It can reduce productivity if untrained team members are held responsible for major tasks.

What causes failure of delegation?

The most common cause of failure of delegation is lack of training. Team members need to be trained and assessed before they are handed responsibilities independently. Managers should be aware of their skill sets before sharing tasks.

Why do you think managers have difficulty delegating? What can be done to overcome these difficulties?

Reasons for managers’ difficulty in delegating:
– Perfectionism: Fear of tasks not being executed to their high standards.
– Lack of trust: Managers may not trust their subordinates’ abilities or reliability.
– Micromanagement: A tendency to control every detail can hinder delegation.
– Insecurity: Fear of being outperformed by subordinates can lead to non-delegation.
Overcoming delegation difficulties:
– Training: Provide training and support to employees to boost their capabilities.
– Clear communication: Ensure tasks are well-defined and expectations are explicit.
– Gradual delegation: Start with less critical tasks to build trust and confidence.
– Trust building: Encourage open communication and demonstrate trust in team members’ abilities.

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Transition To Becoming A Good Leader: 8 Simple Steps for Managers

As a manager, you take charge of the team and set priorities, provide guidance to each one of them, and keep hold of the team’s respect. As a leader, you have the same duties, but your main focus is putting forth your vision and ensuring that it becomes beyond everyone’s reach. No wonder most organizations have a say when it comes to choosing leaders! But, to become a good leader with distinct skills and abilities is not a coincidence. Many factors contribute to this big picture. Here are some ways in which managers can transition toward becoming brilliant leaders.

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Transition To Becoming A Good Leader: 8 Simple Steps for Managers
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What is leadership?

A typical definition of leadership Is “To create an environment in which people can perform their best and achieve the goals that have been set for them.” Leadership is a process of social influence that maximizes the efforts of others to achieve a goal. A leadership position is all about being able to set the right vision, following that through with enthusiasm, and being a service provider apart from garnering respect. Leadership at the workplace refers to the process of developing individual, group, and organizational effectiveness. Leadership at the workplace is a set of skills developed through emotional intelligence and social awareness. It enables effective processes for various functions such as: creating a vision, putting the plan into action, and achieving goals (business objectives). It builds upon one’s strengths and qualities to create excellence in achievement. But, being a leader is not enough, one needs to be a good leader for it to be effective. Good leadership proves effective in motivating people and encouraging creativity and innovation. It defines the actions of creating a better future instead of achieving immediate results by exhibiting values that fundamentally adapt to movements active in different ways at each stage. Good and strong leadership can be defined as “Seeing what is possible, so your staff members maximize their potential for achievement.” A good leader is also an effective leader as he/ she can choose to relate differently with the people who may have commonly felt but differ in approach.

Why becoming a good leader is important for a manager?

A manager is a person in charge of managing a team or an organization. It involves following up on projects’ performance and leading them to their optimal levels. This means that managers not only follow but also manage employees’ tasks. They cannot fully control their subordinates but can make sure they do not fall behind targets by becoming a good leader of them. Therefore a transition of a manager into a good leader is important for the betterment of the team. A manager who is good at leading their team will have an easier time achieving their business objectives. They have a better chance of effectively motivating their employees to work towards common goals. Additionally, a manager who is a good leader will be able to delegate tasks appropriately and provide feedback that is both constructive and timely. Further, by being a good leader, a manager can ensure that their team feels an understanding of the company culture. With a better grasp of what it means to be part of the organization, employees will also feel comfortable making contributions to its success. All these points show the need for the transition of a manager to a good leader. But, the question is how to start. The answer to that is as follows-

How to start your transition from a manager to a good leader

There are several steps that a manager should take to become a good leader. Those steps include

1) Visualize what kind of a leader you want to be.

To start with your transition from a manager to a good leader, you should first visualize what kind of a leader you want to be. For that, you should first have a role model in mind whom you admire. To pursue the task of becoming a leader like that role model, you should first find answers to these questions:

How has that person served as a good leader for their team?
What do the employees love most about this individual?
What makes that person stand out from the rest?
How does this individual go about encouraging their team members to grow and excel in their careers?
What makes them good leaders?

Once you have answered all these questions, you can try to incorporate all the gained information into forming your leadership style. Further, you can confirm with your team members if they like the changes to be sure that you are on the right path.

2) Assess your strengths and improvement areas

Once you know what kind of leader is supposed to be, it is time for the second step, i.e., assessing your strengths and improvement areas. Before trying to become a good leader, the manager should evaluate his or her strengths and improvement areas. By getting this self-awareness, managers can carve their strengths to fit the image of a good leader. They can also start working on their improvement areas to be completely prepared for becoming a good leader.

3) Adopt a good communication style in dealing with employees and clients

To become a good leader, you have to adhere to some best practices in communicating with employees, clients, and other stakeholders. To become a good leader, you should learn to communicate effectively. A strong communication style greatly increases your noticeability as well as influence on others. It also has a positive impact on employee engagement. A good communication style can also eliminate the risks of miscommunication which can lead to conflict. Furthermore, a good communication style also makes it easier for you to negotiate and influence other people as well as benefit from their skill sets. All these points together make adopting a good communication style a very crucial step for a manager towards becoming a good leader.

4) Design a leadership development plan

Along with a good communication style, managers should also design a plan to cover the main areas in which they need improvements. By having a plan in hand, they can be clear about what exactly they should go ahead with, which will make the transition easy and effective. By having a plan in hand, managers can also be saved from distractions from their goal of becoming great leaders.

5) Implement the plan and track results

Managers can now start implementing the plan they have designed in the previous step. By doing so, managers can start their journey towards their goal of becoming good leaders day by day. They should also strictly track the results of implementing this plan to figure out if the plan is taking them in the right direction. The best way to do that is to maintain a checklist in which you do update daily progress towards the plan.

6) Remain committed to your leadership plan

Managers should never go back on the path after having a leadership development plan in place. Doing so can be counterproductive and meaningless from the very start of their career. It will not allow them to get recognition as true leaders at work. Therefore, once you have designed and implemented a plan, you should stay focused and committed to the same.

7) Continuously improve yourself and your team

Managers always need to constantly improve and keep on bringing their teams up for them to become good leaders. They should identify the points or areas where they and their team can improve. Managers can use the same as an opportunity to make changes within themselves. That will allow them to stay committed to leadership development. Through continuous improvement, managers can also find new ways of doing things that may bring more efficiency to tasks.

8) Practice, practice, and practice

Managers should never stop practicing leadership. The practice of achieving goals and helping team members improve will allow them to become the best leader one day. This can be done through mediating and identifying the weak spots in themselves and their teams. It also includes applying strategies, especially when it comes to maintaining cohesion within various departments at work. Teamwork is what people who are good leaders understand very well. Through the continuous practice of leadership, a manager can not only become a good leader but can also become a better leader than that eventually. Other than these steps, there are also some core skills and traits that a manager should develop to become a good leader. those are as follows-

Core skills and traits to work on in your transition from manager to a good leader.

There are some core skills and traits which are necessary for managers to develop to become good leaders. Those are as follows-

1) Building a vision for yourself and the team

Good leaders can build a good vision for the team and build their brand. Developing this shape can ensure that they have something that people admire and always look forward to. Good leaders create a vision, articulate the vision, passionately own the vision and drive it to completion at all times. Therefore, to become a good leader, the manager should have this trait.

2) Basic traits of good leaders such as integrity, coaching, being democratic, empathy, and mutual respect

Good leaders are always honest with the people around them. Good leaders also can coach and guide their employees when needed. They allow and entertain ideas from all of their team employees or team members. They also always show empathy towards their team and maintain mutual respect. These traits will allow them to be seen as a great leader by the people they manage. Also, by having these traits, they can achieve greater efficiency in their team.

3) Develop big picture thinking

A good leader is someone that can see the big picture for any problems. They intend this ability to lead them into a role of competitive advantage in particular work and future market developments. They challenge not only out of their realm but that of competitive boundaries.

4) Building trust and collaboration

Good leaders can build trust in the first place by being approachable, trustworthy, and good listeners. They make sure that the employees can trust them with their ideas, thoughts, and feedback. They also make sure that employees do trust in their way of doing things and making decisions. This trust further makes it easy to build collaboration between you and your team. This collaboration is also important for becoming a good leader.

5) Making tough decisions

Good leaders will not only make sure good employees and team members but also win the trust of their professional competencies. They can lead by having the necessary leadership qualities. These include leadership qualities such as assertiveness ability, courage, resilience, commitment, etc. A manager who cannot take tough decisions can never be a good leader.

6) Dealing with conflict

Good leaders can deal well with conflict because they understand it and manage it correctly. They only maintain a functional organization. They do not allow their employees’ feelings of dislike or resentment in the corporate atmosphere. A manager who doesn’t know how to deal with conflicts can never become a good leader, and dealing with conflicts is an integral part of leadership.

7) Setting boundaries and managing expectations

A good leader ensures that there are clear boundaries that are not crossed. They know how to manage expectations and should avoid major surprises, which can lead to confusion in the workplace. They must also learn to say no, which is critical for being a strong leader so that you can focus on what is most important to your success.

8) Being a role model for the team in terms of skill and behavior

A good leader sets a great example for their team. They use her skills and experience to help their employees in any possible way. They do have their skills and behavior so right in the place that every individual looks up to them for inspiration. Therefore to become a good leader, you must first become the change you want to see in your team. To have a better understanding of what leadership skills and leadership qualities are important for managers, you should visit our blog Effective Leadership Skills: 10 Tips for Managers. The understanding of important steps, required core skills, and required traits will not be enough for managers to be successful in this transition. They will have to avoid several common pitfalls which may deviate them from becoming a good leader. We’ll cover these pitfalls in our next section.

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What are the common pitfalls that impact most managers in this transition

The journey to transition from being a manager to being a leader is not a simple one. Often managers fall into several pitfalls. Most often, these pitfalls are simple and can be avoided by being self-aware.

One of the most common pitfalls that managers fall into is assuming too much authority or not delegating enough.

Many managers assume that they can lead their team by doing all the work. So, instead of being more effective at teaching, planning, or motivating their employees, they assume too much authority and try to do everything by themselves. They do not delegate enough tasks to those who have the appropriate skill set. This will not just exhaust them but will also badly affect the efficiency of the tasks. It can also reflect that they do not trust their employees or team members with these tasks. That can badly affect their motivation.

Another common pitfall that managers fall for is failing to build team morale and motivation.

Poor morale and motivation decrease the productivity of your teams. Even such small things as not being able to participate in certain team activities will impact the majority of employees and lower their motivation level. Managers should always look for different ways of building team morale and motivation. They should come up with different and innovative ideas which make their team motivated to work effectively. Managers who cannot motivate their team members can never become good leaders.

Sometimes, managers are not being able to set priorities or manage resources effectively

Transitioning to becoming good leaders becomes difficult when managers cannot prioritize their team’s tasks effectively. If the priorities of the teams are not set properly and if the resources are not managed properly, it can make the teams lose coordination within. This lack of coordination would create confusion in Team Management, thus causing many repercussions inside the organization as well. By mismanagement of resources, managers can also come out to be biased, and a biased manager can never be a good leader.

Becoming inflexible or unable to change course when needed

Being unable to change course can be a roadblock for any leader. If managers are not flexible enough, they can miss many opportunities which could have helped them towards their goals. They also may face multiple problems or mishappenings which could have been avoided with some flexibility or slight changes in the course of action. An inflexible or rigid manager can never become a good leader.

Failing to take feedback constructively

When managers fail to take feedback constructively from their employees, they are also unable to become good leaders. Failing on the aspect of taking feedback proves extreme failure in one method of becoming a good leader. This can become a greater source of a roadblock than any other incompetence or biases shown by them towards their team. There may be many unpredictable problems that can emerge if the managers fail to accept constructive criticism provided by their team.

Conclusion

If you are a manager, there is no question that you have to be a good leader. The difference between being a good leader and a bad one is often determined by your skills and traits. We believe that if all managers can follow the listed steps and can develop the listed skills and traits together with avoiding the common pitfalls, nothing can be a roadblock to their transition from a manager to a good and successful leaders.

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