Pass the Pen (or the Ball!) to Drive Real Accountability

Let’s face it... no one enjoys being told what to do, especially when it’s followed by a neatly typed list of next steps for “future reference.” In a recent Leader as Coach workshop, this sparked some knowing laughs. Most managers admitted they often played the role of “note-taker-in-chief”: recording actions, summarising discussions, and sending out follow-up emails. But here’s the catch: when we do all the writing, who’s really owning the actions?

Enter the idea of “passing the pen”... or, if you’re a sports fan like me, think of it as “passing the ball.” Instead of holding onto the playbook yourself, pass it off so your team member can run the play. Let them put pen to paper (or fingers to keys) and own the next steps. Research backs this up published in the Dominican University of California by Dr. Gail Matthews: individuals who write down their own commitments are 76% more likely to follow through. Passing the ball gives them a chance to drive forward, creating their own momentum.

A Coaching Win: Passing the Ball for Real Accountability

One leader shared their “pass the pen” success story after the workshop. They had a tricky underperformance conversation looming... a situation ripe for micromanaging where it’s all too tempting to take the reins, dictate the next steps, and jot down all the notes yourself. But this time, they decided to change tactics and used the GROW model (Goal, Reality, Options, Will). Instead of dictating next steps, they encouraged their team member to identify their own actions.

The pivotal moment? They passed the “pen” (well, technically, the responsibility for the follow-up email). The team member took charge to document their commitments and email the agreed-upon actions back to the leader. The result was immediate: improved performance, a boost in the working relationship, and a genuine sense of accountability. By passing the pen and handing over the ball, the leader empowered their team member to own the play.

Why Passing the Pen (or the Ball) Works

When you pass the ball, you’re not just giving your team members more to do, you’re giving them a chance to step up, take ownership, and lead. Writing down commitments is more than a physical act; it’s a psychological commitment. Passing the pen shifts conversations from “here’s what you need to do” to “what actions are you going to take?” It signals trust, builds autonomy, and turns spectators into active players.

How to Pass the Pen (and the Ball) in Coaching Conversations

1. Set the Goal Together – Use open-ended questions to help your team member clarify what success looks like.
2. Explore Reality and Options – Guide them through their current challenges and brainstorm potential solutions. Resist the urge to call the plays—this is their time to shine.
3. Seal the Commitment – Encourage them to document their actions, timelines, and any necessary support. Have them follow up with a summary email.
4. Support Like a Coach, Not a Taskmaster – Shift your focus from tracking their actions to providing guidance, encouragement, and support.

The Lasting Impact of Letting Go

Passing the pen - or the ball - isn’t just about lightening your workload. It’s a powerful way to show trust and empower your team. This small shift can transform workplace culture, promote accountability, and foster real growth.

Next time you’re tempted to hold onto the ball, remember: pass it to your team and let them make the play. You might be surprised at how far they can run.

So, what will you pass today - the pen, the ball, or both?

#ElevatedLeadership #Leadership #Empowerment #Accountability #Coaching #GrowthMindset #TeamSuccess #LeadershipDevelopment #PassThePen #PassTheBall

Matthews, G. (2015). The Impact of Commitment, Accountability, and Written Goals on Goal Achievement. Dominican University of California.