How Self-Managing Teams Drive Success: Lessons from a 20-Year CEO

Trusting Expertise Leads to Exceptional Results

A young man once dined at a French restaurant in New York, a place where servers wore tuxedos. He told the waiter he had never eaten anywhere so fancy and had $100 to spend, asking for the best meal possible within that budget. What arrived was a feast worth at least $150, and he was treated like royalty. That experience left a lasting impression on him.

Years later, that young man became a well-known executive coach, profiled in The New Yorker. He came to believe deeply in the value of trusting expertise and empowering others to make decisions. For leaders, this lesson is critical: when you delegate authentically, people often surpass expectations. As CEO of Jotform for two decades, I’ve observed this principle in action within our own company.

Self-Sufficient Teams Thrive with Less Oversight

Successful teams do not require more management; they perform better with less intervention. Leaders can facilitate this by establishing communication patterns that reduce dependency and enhance clarity. When information flows predictably and transparently, teams operate with greater speed, less friction, and without constant supervision.

Ownership Over Oversight: The Key to Scalable Leadership

As Jotform grew from a one-person startup to a company with 35 million users and 800 employees, delegation became essential for scaling. My focus shifted to high-impact areas, while entrusting capable individuals to execute tasks as well—or better—than I could. This approach has been instrumental in Jotform’s growth.

I also relate to Airbnb founder Brian Chesky’s concept of “founder mode,” a leadership style where founders take a hands-on approach across all areas rather than relying solely on a top-down hierarchy. Delegation is an art, and finding the right balance for your organization is crucial.

At Jotform, I cannot oversee everything directly. Instead, I concentrate on future products and their potential to enhance user lives. Our teams operate with significant independence. However, I meet with each team—the AI team, growth team, marketing team, and others—once a week for 15 to 20 minutes. During these sessions, teams present their progress, and I provide feedback. There is no micromanagement; teams move forward autonomously. This system fosters continuous deployment and improvement, creating momentum.

My advice to leaders: delegate with ownership. Clearly define who owns each task or decision to embed accountability into the workflow. However, do not disconnect entirely. While empowering teams to self-manage, integrate regular check-ins to monitor progress and offer guidance.

Transparency Fuels Team Autonomy

To build self-sufficient and engaged teams, leaders must design systems and cultures that set them up for success. Transparent communication is a cornerstone of this system.

When information flows openly, teams move faster and with fewer obstacles. Predictable and transparent communication reduces ambiguity, enabling teams to operate independently while staying aligned with organizational goals. Leaders should prioritize creating channels where information is shared freely, ensuring everyone has the context needed to make informed decisions.

Building the Communication Patterns for Self-Running Teams

Effective communication patterns are the backbone of autonomous teams. Here’s how to implement them:

• Define Ownership Clearly: Assign specific tasks or decisions to individuals or teams, ensuring accountability is built into the workflow.
• Establish Regular Check-Ins: Schedule brief, consistent meetings to review progress, provide feedback, and address challenges without reverting to micromanagement.
• Promote Transparent Information Flow: Create systems where updates, challenges, and successes are shared openly across the organization.
• Encourage Decision-Making at All Levels: Empower teams to make decisions within their domains, reducing bottlenecks and increasing agility.
• Focus on Outcomes, Not Processes: Set clear goals and metrics, then trust teams to determine the best path to achieve them.

By adopting these patterns, leaders can cultivate teams that are not only self-sufficient but also highly motivated and aligned with the company’s vision.

"When you truly delegate, people often exceed your expectations."

Final Thoughts: Leadership Through Delegation and Trust

Building a team that runs itself is not about abdicating responsibility; it’s about strategically delegating authority and fostering a culture of trust and transparency. Leaders who master this balance can scale their organizations efficiently while maintaining high levels of engagement and performance.

At Jotform, this approach has enabled us to grow while keeping our teams agile and empowered. For leaders seeking to replicate this success, the focus should be on defining ownership, promoting transparency, and trusting the expertise of their teams.