The 5-Minute Leadership Coaching Framework: Why Great Leaders Coach, Not Manage
Written by Victoria Psaltis, Support Unit Coordinator, Guided Growth Coaching
"Why haven't you been using the LAMP device with the kids"
The morning sunlight filtered through the windows of our special education unit as I readied myself for the day. Our team had been working closely with a group of incredible kindergartners, many of whom were non-verbal. These children were learning to express themselves with the help of the LAMP (Language Acquisition through Motor Planning) speaking device—a tool that held the promise of unlocking their voices.
Each day, the students brought their devices to school, and we integrated them into our routines as best we could. Progress was gradual, filled with moments of trial and error, but every small breakthrough felt monumental.
That afternoon, we had a scheduled review meeting with one child’s parent and their speech pathologist.
As the session began, the speech pathologist asked a question that caught me completely off guard:
“Is it because you don’t want the students to learn?”
The words stung. It wasn’t defiance, and it certainly wasn’t a lack of care. I glanced at my team, who shifted uncomfortably in their seats, and realised the truth: the root of the problem was that we didn’t know HOW to use the device to its full potential.
Introducing the 5-Minute Leadership Coaching Framework
Enter the Leadership Coaching Framework—a simple yet transformative approach designed to help leaders break this cycle. At its core, this framework shifts the focus from managing tasks to empowering people. In just five minutes, leaders can guide a conversation that gets to the heart of the matter, helping their team members identify what’s truly holding them back and uncovering solutions that drive clarity and progress.
The magic of this framework lies in its simplicity. It’s not about solving every problem for your team; it’s about asking the right questions and creating a space for them to reflect, gain insight, and take ownership of their challenges.
Leaders can address four common blockages—What, When, How, and Why—that often stand in the way of success. Whether it’s clarifying expectations, setting achievable timelines, building skills, or reconnecting to purpose, the framework ensures that no stone is left unturned.
This approach isn’t just about resolving immediate issues—it’s about building trust, fostering autonomy, and creating a culture where team members feel supported and empowered.
By adopting this coaching mindset, leaders can transform everyday challenges into opportunities for growth, strengthening both individual and team performance.
Applying the Leadership Framework
Effectively addressing team blockages requires a systematic approach. By focusing on What, When, How, and Why, leaders can uncover the root causes of challenges and provide tailored solutions to empower their teams.
1. Clarify the “What”
Ask: Do they know what is expected of them? Many blockages arise from unclear communication. Be specific about the outcomes you expect and why they matter. Instead of vague instructions, outline what success looks like and ensure your colleague understands their role.
Solution: Communication - Open a dialogue to ensure expectations are clear. For example:
Share examples or visuals to illustrate what a completed task should look like.
Reiterate goals in writing for clarity and reference.
Ask for their understanding of the task to confirm alignment.
2. Define the “When”
Ask: Do they know when this task needs to be completed? Overwhelm often stems from a lack of structure. Provide realistic deadlines and, if needed, help your team break down larger projects into manageable milestones.
Solution: Deadlines - Create a timeline together:
Identify key milestones and target dates.
Use tools like calendars, planners or project management software to visualise progress.
Encourage regular check-ins to ensure timelines remain achievable and adapt as needed.
3. Teach the “How”
Ask: Do they know how to achieve the goal? Just as the LAMP training highlighted the need for skill-building, tasks often require training or resources. Take time to identify skill gaps and provide the necessary support or professional learning opportunities. Empowering your team with the right tools transforms hesitation into confidence.
Solution: Training - Offer resources and support to bridge knowledge gaps:
Organise professional development workshops or one-on-one training.
Share relevant guides, videos, or tools.
Pair less experienced team members with mentors or colleagues who can model the process.
4. Connect to the “Why”
Ask: Do they understand the purpose behind the task? Motivation thrives on meaning. Help your team see the bigger picture—how their work contributes to the organisation’s goals and impacts others. Without this connection, procrastination or disengagement may take hold.
Solution: Motivation - Inspire engagement by tying tasks to broader goals:
Share stories or examples that demonstrate the task’s impact.
Explain how their role fits into the team’s or organisation’s success.
Look into reason for procrastination. This is a topic for another post!
By systematically addressing these four elements, leaders can shift their teams from uncertainty to clarity, hesitation to confidence, and disengagement to purpose-driven action.
This proactive approach ensures that team members feel supported and equipped to overcome challenges, fostering a culture of empowerment and collaboration
Breaking Tasks Into Manageable Steps
Instead of handing over a long list of tasks, break them into smaller, actionable steps and coach your team on how to prioritise. A good coaching question might be:
“Which of these tasks will have the biggest impact right now?” or
“What do you need to feel confident tackling this?”
As a leader, your role is to guide the team in decision-making, not to micromanage their every move. Encourage them to reflect on their own priorities and develop a system for managing their workload.
Leadership Coaching Framework: Moving Beyond Task Management
Great leadership is not about simply assigning tasks and expecting results; it’s about empowering your team to succeed. The diagram highlights four critical questions—What, When, How, and Why—that serve as the foundation for identifying and addressing blockages within your team. Let’s explore how leaders can use these questions to move from management to coaching while fostering growth and productivity.
"I feel so much more confident using the device now"
Our honesty opened the door for solutions. Together, we made the decision to address this challenge head-on. Within days, we organised a professional learning session that included the speech pathologist, the child’s parent, and our entire team of support unit teachers.
The training was transformative. We delved into the intricacies of the LAMP device, learning not just how it worked but how to weave it seamlessly into our classroom environment. The session fostered a sense of collaboration and community partnership, breaking down barriers between educators, specialists, and families.
By the end of the session, something had shifted. My team and I could see the device for what it truly was: a powerful bridge to connection and understanding. One teacher, who had initially been hesitant, turned to me and said,
“I feel so much more confident using the device now.”
From that moment on, the LAMP device became an integral part of our classroom. The children began to thrive, using the device to share their needs, participate in lessons, and even join in on social interactions. The team’s newfound confidence spilled over into every interaction, and the parents noticed too.
This experience taught me a valuable lesson: when we encounter blockages, it’s essential to pause, identify the root cause, and create a pathway forward. Often, the problem isn’t defiance or laziness—it’s a gap in knowledge or resources.
As leaders, it’s easy to fall into the trap of assuming that team members know exactly what to do. After all, they’re skilled, experienced, and capable—or they wouldn’t be in their roles. However, beneath the surface, even the most competent individuals can encounter challenges that disrupt their ability to deliver.
These challenges may stem from a variety of sources: unclear expectations, conflicting priorities, or even personal struggles that spill over into their work. Without intervention, these blocks can lead to frustration, missed deadlines, and even disengagement—leaving both the leader and the team member feeling stuck.
The Pitfall of Overloading Tasks
A common mistake many leaders make is assigning a laundry list of tasks—5, 10, or even more—and expecting team members to prioritise, break them down, and deliver on time. While some individuals may thrive in this environment, many feel overwhelmed or unsure of how to proceed.
The truth is, blockages such as fear, lack of self-worth, or unprocessed trauma often lurk beneath the surface. These can prevent team members from taking initiative or completing tasks effectively. Instead of demanding results, leaders should focus on coaching their teams to navigate these blockages and build the skills necessary for long-term success.
Coaching vs Managing: Understanding the Difference
Management involves supervising tasks and ensuring deadlines are met. It’s about processes, deliverables, and control.
Coaching, on the other hand, focuses on developing individuals. It’s about teaching team members how to prioritise, plan, and execute tasks independently, while addressing the barriers that hold them back.
The mindset shift from managing to coaching allows leaders to support their team holistically, fostering resilience and confidence.
Shaping Teams Through Coaching Conversations
Leadership is not about having all the answers; it’s about asking the right questions. The Leadership Coaching Framework provides a structured yet flexible approach to uncovering and addressing blockages, empowering teams to thrive.
By focusing on the What, When, How, and Why of tasks, leaders can support their team members in overcoming barriers, gaining clarity, and building the skills they need to succeed. The benefits are immense:
Increased Productivity: A team that understands priorities and has the tools to execute them works more efficiently.
Reduced Overwhelm: Coaching helps team members break tasks into manageable steps, alleviating stress and boosting confidence.
Improved Team Dynamics: Open communication and collaboration foster trust, respect, and a shared commitment to success.
Leadership Coaching Framework: Moving Beyond Task Management
Great leadership is not about simply assigning tasks and expecting results; it’s about empowering your team to succeed. The diagram highlights four critical questions—What, When, How, and Why—that serve as the foundation for identifying and addressing blockages within your team. Let’s explore how leaders can use these questions to move from management to coaching while fostering growth and productivity.
Your challenge this week:
This week, try a 5-minute coaching conversation with a team member.
Use the framework to identify and address a potential blockage:
Ask what they’re working on and what challenges they’re facing.
Help them clarify their goals and the steps needed to achieve them.
Encourage them to reflect on the “why” behind their work.
Small, intentional coaching moments can spark profound transformations. By adopting a coaching mindset, you’ll not only develop stronger individuals but also shape a team culture that thrives on trust, autonomy, and growth.
In the long run, coaching is the cornerstone of leadership that doesn’t just manage tasks—it builds empowered, motivated, and high-performing teams.