If your team keeps “disappointing” you… read this.

Let’s talk about how communication impacts delegation because if I had a dollar for every time vague leadership led to chaos, I’d be writing this from a yacht with excellent Wi-Fi.

From Deep in the Trenches

My very first business management gig was with a coach I had actually hired myself. I respected her. Looked up to her. Then she turned around and hired me to be her business manager.

What a dream, right?

Nope. It was a nightmare.

My first task? Create some promo graphics. Simple enough. Except she gave me… absolutely nothing.

No copy. No colors. No fonts. No examples. Just a vague mention of a “gift” she wanted to promote and a whole lot of “you’ll figure it out.”

I was paralyzed. But I did what we solopreneurs do – I made it work. Kind of.
The next day? She was “so disappointed.” 🙁

And that was just day one.

Every project after that came with the same level of (non)direction. I started showing up to meetings with a buffet of options, just hoping she’d like something. Spoiler: she didn’t.

She never trained me. Never gave me time to learn. And yet, she kept shifting my role and blaming me for missing the mark.

By month two, I was crying after every call. (And on some days, full-on screaming at my laptop the second she clicked off Zoom.)

Finally, I got the courage to say, “Hey, if we’re gonna keep working together, something’s gotta change.”

Her response?

“I could learn to communicate with you better… or I could just hire someone else.”

That sentence hit me like a brick. But it also gave me the clarity I needed to walk away…and to never, ever let that happen again.

What That Nightmare Taught Me About Delegation

Here’s the deal: if someone on your team isn’t doing the job you want, it’s probably because you didn’t tell them what “good” looks like.

Let’s break this down:

Vague instructions create vague results.

When you give someone a half-baked task, don’t be shocked when they hand you a half-baked result. You can’t expect brilliance from blanks. Clear instructions are kindness. 

“Promote my program” without context is like being asked to decorate a house you’ve never seen, for people you’ve never met, with no idea what they like. 

Your team can’t wow you if they’re guessing. Clear inputs = better outputs. Every.Single.Time.

Feedback after the fact isn’t the same as direction before the fact.

You can’t skip the upfront guidance and then be mad when the outcome isn’t what you wanted. “Let me fix this” is way more expensive than “Let me explain this.” Constructive direction upfront saves you time, saves them stress, and leads to way better results. Think of it like a recipe: don’t critique the cake if you never shared the ingredients.

If your team keeps “failing,” maybe the target keeps moving.

Changing expectations mid-project? Constantly tweaking your vision? Yep, your team’s confused, and it’s not their fault. Consistency is kindness. Clarity is leadership. If your idea changes, great, BUT communicate that pivot like it’s your job. (Because… it is.)

What If You’re the One Getting Vague Direction?

Now let’s talk to the other half of the room – the VAs, project managers, support pros, and freelancers just trying to make it through a client meeting without screaming into a pillow.

If you’re constantly getting handed mystery tasks and then getting critiqued for “missing the mark,” I see you.

Here’s how you can protect your peace without risking your paycheck:

Ask questions before you start.

 “What does success look like?” “Do you have an example of what you like?” “Are there any no-go colors, styles, words?”—these are lifesavers.

Repeat back what you think they’re asking for.

 “Just to confirm, you’re asking for X, Y, and Z—is that right?” This one move can prevent 84 rounds of revision.

Send recap notes.

Don’t rely on memory (yours or theirs). Write down what was discussed. It’s your paper trail and your sanity check. Better yet, have your AI Notetaker follow you around the internet like a puppy!!

Lead up with kindness.

Try this: “Hey, I’ve noticed we’ve had a few revisions lately. Would it be helpful if I asked a few more questions up front so we’re totally aligned before I begin?”

That’s not being needy. That’s being smart.

Your Weekly Challenge

Think of a recent moment when someone on your team didn’t deliver what you wanted. Now ask yourself: Did I actually give them what they needed to succeed?

Then drop this into ChatGPT and watch it work magic:

“Act as a business communication coach. I need to have a clear, kind, and direct conversation with [team member/client] about [situation]. They missed the mark on [task/project], and I want to take accountability for not giving enough direction, then clarify expectations moving forward. Help me draft what to say.”

Go try it. For real. It could change the game.

Know Someone Who Needs This?

Forward this to a founder, a team leader, or your favorite “why is this VA not psychic?!” friend.

Because clearer communication = better delegation = way fewer tears after Zoom calls.
(Ask me how I know.)