How Clear is Your Team on What They Can Decide?
Welcome to another Toolkit Tuesday! Every week, our goal is to give you a practical leadership tool to put in your toolkit.
So There I Was...
... Flying a combat mission with door gunners responsible for protecting everyone on board. Before takeoff, I led our crew brief, covering responsibilities and the rules of engagement (ROE).
Once airborne, I’d say, “Guns armed up front,” and they’d reply, “Roger, left gun armed,” and “Roger, right gun armed.” That exchange wasn’t just protocol. It marked a shift. From that moment, they had both the responsibility and the authority to engage.
But sometimes junior gunners defaulted to training mode. Instead of firing, they’d announce, “Enemy 3 o’clock, 100 meters. Right gun hot, engaging.” Those words took three to four seconds. Enough time for an RPG to reach us.
After a few of those close calls, I made it clear. If they were within the ROE, the first thing I wanted to hear was that minigun ripping through the air. Talk to us after you shoot, not before. They knew I was going to back them 100% of the time they pulled the trigger, regardless of the outcome.
The Challenge
In leadership, whether in combat or business, delegation often falls short when we give responsibility without authority. That leads to hesitation, second-guessing and delayed execution. In critical moments, those delays can come at a serious cost.
As an example, you might tell a team member they are “owning the project,” but every decision still has to be run through you. Budget approvals, stakeholder updates, final calls. They carry the weight of the outcome but do not have the freedom to move. Just like the door gunners who waited for permission, your team ends up stuck, frustrated, and ineffective.
The Tool: Effective Delegation
The Effective Delegation tool helps leaders match authority with responsibility. When those two are not aligned, performance suffers.
Too much responsibility without authority leads to disempowerment
Too much authority without responsibility creates confusion or carelessness
True empowerment comes from aligning both
When I armed the guns up front, I did not just assign my door gunners a task. I gave them the authority to make the call. That is what made them effective under pressure.
Why This Matters Now
Your team may not be facing incoming fire but the stakes are still high. Product launches, client relationships and internal momentum can all stall when your team does not feel trusted to act.
If they have been trained and prepared, they should not have to come back to you for permission. Empower them to move. Then debrief and improve together.
The Result
When we got this right, the difference was obvious. The gunners responded without delay. We were faster, safer and more aligned as a crew. They were not just carrying out instructions. They were owning the outcome. That same shift is possible for your team.
Take Action
Identify an area where a team member has responsibility but limited authority. Have a conversation to clarify what decisions they can make without needing your approval. Align on expectations so they can move with confidence.
Want help building a culture of real empowerment? This is what we do at Khaki Consulting. We bring over 60 years of leadership experience and training, both in and out of the military, to help you build confident leaders, aligned teams and scalable systems that work under pressure.
Closing the Loop
Whether you are in a helicopter under fire or in a meeting under pressure, effective delegation protects your people and your mission. When you say “guns armed up front,” make sure they know they are truly cleared to engage. Because hesitation always has a cost.
Lead hard!
