How can you recognise this moment? Why does it happen? And most importantly – how do you restore balance and lead again with energy and inspiration? Let’s go through this step by step.

Signs that managing a team has become too difficult

Stressful periods are normal, but if they become constant, it's a warning sign. Here are some common symptoms to watch out for:

• You’re constantly “putting out fires” –  instead of thinking strategically, you’re stuck dealing with endless small tasks
• Decision-making becomes exhausting – even minor issues feel overwhelming
• A tendency toward micromanagement – you struggle to let go of control and delegate important tasks to others
• The team loses motivation – initiative fades, productivity drops, and the risk of turnover increases
• Your own wellbeing suffers – you neglect sleep, personal life, and health

If you recognise yourself in even a few of these points, it’s not a sign of weakness. It’s a signal that it’s time to change your approach.

Why it happens: the hidden causes of overload

Overload doesn’t appear out of nowhere. Most often, it’s the result of a combination of external factors and internal beliefs:

• Inability to delegate: the fear that tasks won’t be done “correctly” makes you keep everything under control
• Unclear roles within the team: if employees don’t know what they’re responsible for, they come to you with every question
• Rapid growth or change: new goals, people, and processes can throw even an experienced manager off balance
• Emotional exhaustion: constantly supporting the team, resolving conflicts, and maintaining a healthy atmosphere consume a lot of internal resources
• Perfectionism: the desire to do everything perfectly often means doing everything yourself

How to change the situation: strategies that truly work

Below are several proven practices that help leaders regain control without sacrificing the quality of management.

1. Create small autonomous groups

Leadership expert Ron Carucci advises: If you manage more than 10 people, divide the team into small groups of 3–4 people – based on projects or specialisation. For example, group together those who work with clients, analysts, or technical specialists.

Instead of holding numerous one-on-one meetings, organise group sessions where the team discusses problems and makes decisions together. This not only saves your time but also develops their independence. Keep 1:1 meetings for quarterly conversations about personal growth and well-being, not for daily tasks. Ask questions like:

• How are you feeling?
• What’s bothering you at work?
• Where do you want to grow next?

This will increase engagement and trust within the team.

2. Learn to say ‘no’ – even to good ideas

One of the most common traps for a leader is agreeing to everything. As MIT professor Nelson Repenning points out, a leader’s job is not to accept every idea but to choose the ones that truly matter. In knowledge-based work, workload accumulates imperceptibly. Each idea may seem small, but together they create an avalanche of tasks that will eventually “bury” you. What to do:

• Define 2–3 strategic priorities and stick to them
• Record all commitments in one place (a calendar, a list, or notes)
• Train your team to complete one main project before starting the next one

This discipline will reduce chaos and help you focus on what truly moves the team forward.

3. Delegate not just tasks, but responsibility

Delegation is not about handing off minor tasks – it’s about trusting people to make decisions. Explain your expectations, give them the authority they need, and allow the team to find solutions independently. This way, you’ll not only reduce your own workload but also develop future leaders within the team.

4. Build a structure that works without you

Processes are your allies. Standardised meetings, clear reporting, and transparent expectations help avoid chaos and reduce the number of “urgent” questions. For example: weekly short stand-ups, project planning templates, and channels for the team to make decisions independently.

5. Take care of your own resources

Your energy level directly affects the team. If you’re exhausted, everyone will feel it. Therefore:

• Set clear work boundaries
• schedule time for strategic thinking
• make space for recovery – through exercise, hobbies, or rest

Remember: you can’t lead others effectively if you’re not managing yourself.

A new vision of the leader’s role

True leadership is not about controlling everything. It’s about creating an environment where the team works effectively even without your constant involvement. You set the direction, build trust, and create structure – and then allow people to unlock their potential.

When managing a team becomes too difficult, it’s not a failure. It’s a signal that your approach needs an update. By creating small autonomous groups, learning to say “no,” and delegating not just tasks but also responsibility, you free up time and energy for what truly matters – leadership that inspires and moves forward.

Remember: the best leaders are not those who do everything themselves. They are the ones who build strong teams capable of acting independently.

For more startup news, check out the other articles on the website, and subscribe to the magazine for free. Listen to The Cereal Entrepreneur podcast for more interviews with entrepreneurs and big-hitters in the startup ecosystem.