Situational Leadership — Daily playbook

Welcome — Use this playbook in three minutes or less

This playbook helps you choose and apply the right leadership style in routine management moments. It gives a fast pre-1:1 checklist, clear decision rules for diagnosing capability and motivation, compact phrasing you can use immediately, quick escalation options when gaps persist, and a short weekly practice plan so adaptive leadership becomes a habit.

3-minute pre-1:1 checklist (what to do before you start)

1. Purpose (30 seconds) — Remind yourself why this conversation matters (outcome, relationship, risk). Keep it to one sentence: e.g., "Clarify deliverable and next steps for Project X."
2. Diagnose (60 seconds) — Quickly assess two things about the person and task: capability (skill, experience) and motivation (willingness, confidence, competing priorities). Rate each as high or low in your head.
3. Decide style (30 seconds) — Map the assessment to a style (see decision guide below).
4. Set outcomes (30 seconds) — Decide the concrete outcome for this conversation (deliverable, deadline, support request) and your preferred follow-up cadence.

Tip: Keep a one-sentence internal hypothesis (e.g., "Low skill, high will — needs coaching & clear steps"). It helps you stay consistent during the talk.

Decision guide — match style to situation

Use capability vs motivation to choose a style. Think: skill = can they do it? Willingness = do they want to or feel confident?

• Low capability / Low motivation — Use Direction (clear, specific steps, close follow-up).
• Low capability / High motivation — Use Coaching (teach, ask diagnostic questions, set short experiments).
• High capability / Low motivation — Use Supporting (listen, remove obstacles, align incentives and meaning).
• High capability / High motivation — Use Delegating (set outcomes, grant autonomy, agree on review points).

Fast scripts — short phrasing you can use right now

Each script has three short parts: intention (why we're talking), action or question, and clear next step.

Directing (when clarity and short-term execution matter)

Use when the person lacks the skill or knowledge and you must move quickly.

Script: "I want us to finish X by [date]. Here are the steps I want you to take: 1) [step A], 2) [step B]. If you run into [likely problem], do [fallback]. I'll check in on [day/time]."

Coaching (build skill while keeping momentum)

Use when they're willing but need guidance or practice.

Script: "You're doing a good job with X. Can you walk me through how you plan to handle [task]?" (listen) "A tweak you might try is [suggestion]. Can you try that and report back by [date]?"

Supporting (remove barriers, restore motivation)

Use when they can do the work but are blocked or unmotivated.

Script: "I can see you're handling a lot. What's the biggest barrier to moving forward with X?" (listen & reflect) "How would I best support you—more resources, different priorities, or help with stakeholder conversations?" Agree a specific support action and follow-up.

Delegating (autonomy with clear guardrails)

Use when they have competence and motivation.

Script: "I trust you to own X. The outcome I'd like is [result], and the constraints are [budget/time/quality]. Check in with me on [date] or earlier if risk appears."

Quick escalation path (if capability or motivation gap persists)

If the issue isn't resolved after two to three conversations or experiments, follow a short escalation sequence focused on clarity, development, and alignment:

1. Revisit expectations — Restate outcomes and success criteria in writing. Offer examples of acceptable work.
2. Support and training — Pair with a peer mentor, assign a short course, or create a focused skill sprint (1–2 week experiment).
3. Reassign or reframe — If capability mismatch continues, consider a role change or adjusted responsibilities that better match strengths.
4. Performance plan — If behavior or delivery does not improve after clear support and timelines, document expectations and next steps per your organizational process.

Script for a difficult escalation conversation: "We tried [supports] and expected improvement by [date]. I haven't seen the change I need. I want to know what's different from your view and agree on a clear plan for the next [time period]."

Leader's pocket card — one-page quick reference

• Pre-1:1: Purpose → Diagnose (skill/will) → Pick style → Set outcome
• Low skill + Low will = Direct
• Low skill + High will = Coach
• High skill + Low will = Support
• High skill + High will = Delegate
• Follow-up: agree date, measure, and fallback

Weekly practice plan — 4 short weeks to build the habit

Small, measurable steps you can complete in under an hour per week.

1. Week 1 — Observe & record: During three interactions, quickly note capability and motivation and the style you used. Score how well it worked (1–5).
2. Week 2 — Try deliberate switches: In two conversations deliberately use a different style than you'd usually default to. Note what changed and ask one person for quick feedback afterward.
3. Week 3 — Practice scripting: Use the short scripts for three conversations. After each, record one sentence: what happened and why you chose the style.
4. Week 4 — Reflect & plan: Review your notes. Pick one behavior to keep practicing (e.g., "use 'supporting' for disengaged experts") and set a measurable goal for the next month.

Journal prompts: What patterns did I notice? When did style choice change the outcome most? What will I try differently next week?

Common mistakes to avoid

• Defaulting to the style you prefer rather than the one the situation needs.
• Over-analyzing during the conversation — decide quickly and be consistent.
• Mixing styles in one short interaction (e.g., half-direct, half-coach) which creates confusion.
• Using coaching without giving clear next steps; learning needs short experiments tied to outcomes.

How to measure progress

Track simple signals: percentage of conversations with an agreed follow-up, team delivery against commitments, and short anonymous feedback about clarity and support. Your weekly notes become the single-source practice log.

Preserved essentials from the original playbook

• Short pre-1:1 checklist: diagnose, decide style, set outcomes — now expanded into explicit steps.
• Sample phrasing for coaching, delegating, directing, and supporting — provided as usable short scripts above.
• Quick escalation paths when capability or motivation gap persists — clarified sequence and scripts.
• Weekly practice plan — turned into a four-week micro-practice with measurable actions.

Next steps you can take now

• Save this playbook and use the pocket card before your next three 1:1s.
• Try the Week 1 practice this week and keep one-line notes for each conversation.
• Share this playbook with a peer and compare observations after two weeks.