Delegation: The 6 Levels of Authority

One of the most common misconceptions I encounter among early to mid-career managers is the belief that delegation is all or nothing. Either you hand off the entire task and hope for the best, or you do it yourself to save time and ensure quality. This mindset often stems from a fear that the team is not ready or that the process of delegation takes too long.

Recently, I worked with a group of managers who shared these exact concerns. They felt overloaded and hesitant to delegate because their team didn’t yet have the capability. But through our conversation, they had a powerful realization:  to build capability, they need to delegate.

That’s where the 6 Levels of Authority come in. This framework provides a structured way to delegate based on the task, the individual’s experience, and the level of risk. It allows managers to assign work while staying appropriately involved and supportive. Each level represents a different degree of autonomy and accountability, offering a path for growth.

Here’s a breakdown of the six levels:

Level 1: Do exactly what I ask
At this level, you are giving a specific task and detailed instructions. The person follows your guidance without making decisions. This level is useful when someone is new, or when the task is high risk and precision is critical. It is not about micromanagement, but about laying the foundation for learning.

Level 2: Gather information and report back
Here, the individual is responsible for collecting relevant data or insights and reporting them to you. You still make the decision, but they are actively engaged in the groundwork. This builds understanding of the task or issue and introduces them to the context for decision-making.

Level 3: Provide options and recommendations
At this level, the person brings you multiple options along with their preferred recommendation and rationale. You retain the final decision, but they are developing the critical thinking skills needed for future autonomy.

Level 4: Decide, then check with me before acting
Now the individual is expected to make a decision, but must review it with you before acting. This level builds confidence and accountability, while still providing a safety net. It is especially useful for stretching team members who are close to working independently but still need feedback and validation.

Level 5: Make the decision, take action and inform me
Here, the individual is fully empowered to make the decision and act. They are expected to inform you afterward, ensuring transparency. This level reflects a high degree of trust and capability. It also reduces your involvement in day-to-day decisions.

Level 6: Make the decision and no need to report
This is full delegation. You trust the person to take action and only escalate if needed. This level is appropriate when someone is highly experienced and the task is routine or low-risk. It allows you to focus on strategic priorities while the team runs effectively.

Using these levels transforms delegation from a one-time handoff into a development strategy. It creates a clear roadmap for growing your team’s capability in a way that aligns with their current skill and confidence.