Once again, you are redoing the work you asked someone else to do. You didn’t want to be a micromanager, so you gave a suggestion or two and expected them to “run with it.” But instead of something you can send on without effort, you are efforting once again to build something you send. Sound familiar? Your comments can feel like either a suggestion or a directive, and that can create a fog of misinterpretation for your team. Decisions stall, frustration mounts, and your most critical initiatives lose steam before they even start.
I saw this in my own leadership. I didn’t want to be “that boss.” You know, the one that dictates what you do at every step. So, I tried to be “cool.” “Hey, just think about this,” or “you don’t have to do it this way but here are some ideas.” Sounded great! Until I kept getting things back that were way off track. I mean, they were missing some of the most important elements of the entire project and way off my expectations. When I tried to course correct and give a lot of detail, the team’s eyes would glaze over and I could tell they were annoyed I was being overly prescriptive. It was a tough balance to figure out in my own career but when I finally struck the right balance it made a huge difference.
That’s why mastering Firm vs. Flexible guidance can be a game-changer.
Here’s how it works.
As a leader you define Firm criteria (your non-negotiables) and Flexible zones (where your team has freedom in execution), you cut through ambiguity, speed up execution, and ignite creativity within clear boundaries.
The Firm vs. Flexible framework is a game-changer for leaders who want to drive clarity, speed, and innovation. By explicitly distinguishing what is non-negotiable (Firm) from where the team has creative license (Flexible), it eliminates guesswork that often slows execution and muddles accountability. Teams no longer have to wonder whether a leader’s comment is a directive or a suggestion—expectations are made clear upfront. This clarity not only accelerates execution by providing safe guardrails but also builds trust and ownership. Team members can confidently make decisions within the flexible zones, knowing they are aligned with the leader’s intent. This autonomy increases engagement and fosters a sense of ownership in delivering results. Most powerfully, the framework fuels innovation—by clearly stating where flexibility exists, leaders empower teams to experiment, adapt, and bring forward bold solutions. It’s this blend of structure and freedom that unlocks both performance and creativity.
The Firm vs. Flexible Framework: A Five-Step Guide in Leadership Decision-Making
- List Non-Negotiables (Firm)
- As Brené Brown says, “Clarity is kindness.” It’s not micromanaging if there are clear guardrails. It saves the team time and effort cycles on areas that are non-negotiable.
- Examples: Launch date, budget cap, brand standards, regulations, client asks
- Ask Yourself: “If this (fill in the blank criteria) falls short, will we miss the deliverable?
- Define Freedom Zones (Flexible)
- These are the areas the team has room to experiment, innovate, and build their own thoughts. You are willing to surrender your own preferences or instincts to theirs. Don’t communicate, they have room to innovate if you actually have a clear point of view.
- Examples: Choice of software, meeting formats, team roles, work back schedules, design of the presentation, approaches to solve a problem
- Ask: “Where can my team bring their own thoughts and original ideas within the context of this project?
- Communicate Explicitly
- Use a two-column Firm vs. Flexible grid in kickoff meetings, project charters, and all written summaries.
- Examples:
| I am FIRM on… | I am FLEXIBLE on… |
|---|---|
| The client presentation being ready by Thursday | How you want to split the work |
| Staying under budget | Which vendor you choose |
| Following brand guidelines | The layout and design style |
| Getting legal approval before launch | Who owns each part of the review process |
| This being a cross-functional decision | How you gather the input |
| Receiving weekly progress updates | The format—email, slides, or a live demo |
| Finalizing the job offer this week | The compensation structure—let’s talk options |
- Reinforce with Accountability
- Celebrate the team by making sure you reinforce their innovation. If you say you are flexible and then you edit everything yourself, they will stop believing they have room to express creativity.
- Give the team specific and constructive feedback when they do not follow a firm criterion. If they miss the bar, tell them. Don’t just take over and say, “I will do it myself.” They will never learn to calibrate to your firm criteria over time.
- Close sprints by reviewing adherence to non-negotiables and celebrating creative flex-zone wins.
- Measure & Refine
- Adjust your Firm list if execution stalls or expand Flexible areas if innovation feels constrained. Be ready to adapt your criteria as your team comes into alignment with your expectations.
Common Pitfalls & Solutions
- Pitfall: Unclear Messaging
- Symptom: Teams aren’t sure if your statement is a suggestion or a directive.
- Solution: In every conversation, preface ideas with “I’m firm on…” or “I’m flexible on…” so your words convey exactly the intent.
- Pitfall: Too Many Non-Negotiables
- Symptom: Teams feel suffocated; creativity stalls.
- Solution: Audit your Firm list at specific milestones. Challenge each item: “Is this truly essential?”
- Pitfall: Vague Flex Zones
- Symptom: Teams default to requesting permission.
- Solution: Spell out specific examples of “where you can have freedom in execution.”
Real-World Example: From Control to Clarity
One of my clients stepped into a leadership role in an organization known for its command-and-control culture. Teams were used to waiting for marching orders—not driving innovation. She wanted to flip that dynamic and create a more collaborative, empowered environment.
We introduced the Firm vs. Flexible framework to help her set clear expectations without micromanaging. Her first test? A high-stakes data migration to meet new security protocols.
When her technical leadership team showed up with pens in hand, ready to take detailed instructions, she reinforced the framework by saying in her Digital Transformation Rollout:
- Firm: All customer data migrations must meet security protocols by June 10. We must have a workback schedule with regular checkpoints.
- Flexible: You decide how to run the process—what tools to use, how to divide roles, and who to involve across the organization. You also choose the cadence and format of the updates.
The result? The team hit the security deadline without last-minute scrambles, and they found smarter ways to automate the process—saving dozens of hours of manual work. What used to take weeks got done in days. The leader was excited they thought of ways to automate what she had not even considered. More importantly, the team felt trusted, clear on expectations, and energized to take ownership of the results.
Embedding the Model in Your Leadership DNA
- Lead by Example: When delegating or proposing ideas, explicitly state which parts are Firm and which are Flexible.
- Coach for Clarity: Reinforce this model in one-on-ones and team meetings—spotlight successes from both sides of the grid.
- Reflect & Adapt: Regularly review how your Firm vs. Flexible boundaries impact speed, quality, and team morale.
- Mean it: If you as a leader say something is flexible, then you have to accept the choice they make, unless something is truly wrong (because you failed to state a firm criteria).
Mastering Firm vs. Flexible is more than a framework—it’s a leadership habit that removes ambiguity, frees up your time, and unleashes your team’s full potential. Ready to integrate this practice into your daily routine? Explore the S.C.A.L.E.D. Leadership Development programs at ReaganCannon.com and let’s scale your leadership together.
Reagan’s Rule: Clarity beats chaos—outline what’s firm and where you’ll flex before the work begins to increase your team’s ownership.
