Why Managers Struggle with Operations and Managing People — And How to Turn It Around

"Great managers don't just manage tasks; they lead people by creating clarity, trust, and balance in their work. When you prioritize your team's growth, you’ll find success in both operations and leadership."

Managing people and operations in a business is no small feat, yet many managers find themselves overwhelmed by the sheer volume of tasks and responsibilities. Whether you’re managing a team of 5 or 50, the challenge of balancing day-to-day operations while leading and motivating your people can often feel like juggling with too many balls in the air. So why do so many managers struggle with this, and more importantly, how can they overcome these challenges? Let’s dive into the reasons behind these struggles and actionable steps to get things back on track.

Why Managers Struggle with Operations and People Management

1. Lack of Clear Processes

One of the biggest reasons managers struggle is the absence of clear, well-documented processes. Without defined workflows, both managers and their teams often feel lost, leading to inefficiency and confusion. If your team doesn’t know who’s responsible for what, projects get delayed, quality slips, and frustration grows.

Example: "Imagine trying to lead a team through a project without clear guidelines on how to proceed. It's like trying to win a soccer game with no positions or game plan — chaos is inevitable."

2. Micromanagement

Micromanagement is often a result of a lack of trust or confidence in the team’s ability to perform. While it might seem like a good way to ensure things are done right, it can demotivate team members and cause burnout for managers. Constantly overseeing every little detail is exhausting and limits team growth.

Example: "Picture trying to complete a marathon while your coach tells you how to take every step. Instead of encouraging better performance, it slows you down and wears everyone out."

3. Ineffective Communication

When communication between managers and their teams breaks down, confusion and frustration take over. Poor communication leads to misunderstandings, unclear expectations, and missed opportunities. Teams can’t function smoothly without a manager who knows how to deliver and receive information effectively.

Example: "Think about baking a cake without all the instructions or ingredients list. If everyone isn’t on the same page, the result is less than desirable."

4. Overloading Tasks Without Prioritizing

Managers often try to take on too much at once, adding layers of tasks without knowing which ones are truly critical. This creates a culture of constant busyness without clear direction, which overwhelms both the manager and the team. Without proper prioritization, urgent tasks get buried, and projects stall.

Example: "Trying to do everything all at once is like being stuck in traffic during rush hour — a lot of movement but very little progress."

5. Difficulty Delegating

Many managers hesitate to delegate, believing that "if you want something done right, you have to do it yourself." However, this approach leads to manager burnout and doesn’t allow team members to develop their skills. Delegation is crucial for spreading responsibility and empowering the team.

How to Address These Challenges

1. Develop Clear Processes and Structure

Start by creating clear, easy-to-follow workflows for your team. Define roles, set expectations, and make sure every team member knows their responsibilities. This allows your team to work more independently, giving you time to focus on higher-level tasks.

Tip: "Map out the process for one key task and share it with your team. It might take time upfront, but it will save you countless hours of confusion later."

2. Trust Your Team – Don’t Micromanage

Trust is key to leadership. Instead of micromanaging, invest time in training your team to ensure they’re equipped to handle tasks. Give them the freedom to make decisions within their roles, which will increase their sense of ownership and accountability.

Tip: "Give team members a specific project and let them take the lead. Check-in periodically, but resist the urge to oversee every detail."

3. Improve Communication Skills

Ensure you’re holding regular check-ins and creating an environment where team members feel comfortable sharing their concerns or ideas. Clear and consistent communication helps keep everyone aligned and working toward the same goals.

Tip: "Set up weekly or bi-weekly team meetings to discuss progress, address challenges, and ensure everyone is in sync."

4. Prioritize and Manage Workload

Help your team (and yourself) by learning to prioritize tasks based on urgency and importance. Break projects into manageable steps and focus on completing high-priority items first. This helps avoid the stress of feeling like everything needs to be done immediately.

Tip: "At the start of each week, list your top 3 most important tasks and focus on completing those first. Delegate or schedule the rest."

5. Learn to Delegate Effectively

Delegation isn’t about offloading your work; it’s about empowering your team. By delegating tasks to capable team members, you not only lighten your load but also allow others to grow their skills and take ownership of their roles.

Tip: "Start small by delegating one responsibility to a trusted team member. Give clear instructions and the authority to make decisions."

The Bottom Line

Managing people and operations can be overwhelming, but it doesn’t have to be. By developing clear processes, improving communication, learning to trust and delegate, and prioritizing tasks, you can create an environment where both you and your team thrive. Remember, you’re not just managing tasks—you’re leading people. Leadership is about inspiring your team to reach their potential while giving yourself the space to focus on strategic growth.

When you invest in developing better management skills, the rewards are clear: a more efficient operation, a motivated team, and a happier you. Don’t wait until burnout hits—start implementing these strategies today to see a positive shift in how you manage both people and operations.

Looking to improve your management and leadership skills? Let’s work together! Book a strategy call today, and I’ll help you unlock your full potential as a leader. Plus, download my free eBook: ‘How to Become a Great Leader.’