Helping Employees Shift from Justification to Responsibility

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Helping Employees Shift from Justification to Responsibility

A self-limiting belief (SLB) is a restrictive mindset that prevents individuals from realising their full potential. One particularly common SLB is justification, a tendency to rationalise inaction or blame circumstances rather than taking ownership of outcomes. When individuals operate from a mindset of justification, they often defer responsibility, creating barriers to personal and professional growth.

Justification can sound like, “I don’t have the resources,” or “I’d do it, but someone else won’t like it.” It is a mindset that prioritises external explanations over internal action. While some circumstances may indeed be challenging, staying in a state of justification prevents individuals from exploring creative solutions or taking proactive steps.

Recognising Justification in Employees

To address justification, it is essential to identify the signs in communication and behaviour. Employees who rely on justification often exhibit certain patterns:

Body Language: Employees may appear defensive with closed-off gestures such as crossed arms, avoidance of eye contact, or leaning back in discussions. These physical cues can indicate reluctance to engage.
Tone of Voice: A defensive or dismissive tone is common, often accompanied by a lack of conviction. Phrases like, “It’s out of my hands,” are delivered in a tone that suggests disengagement.
Choice of Words: Justification shows up in phrases like, “I don’t have the time,” or, “I can’t do it because of X.” The focus remains on external barriers rather than internal solutions.

When employees operate from a place of justification, it affects both their performance and the team’s dynamics. For example, an employee who repeatedly blames time constraints for missed deadlines may fail to explore better time management strategies. This can frustrate leaders, as repeated justifications hinder progress and impact overall morale.

Why Responsibility Unlocks Potential

The antidote to justification is responsibility, a mindset that empowers individuals to take ownership of their choices, actions, and results. Responsibility shifts the focus from external barriers to internal solutions, fostering a proactive and empowered approach.

When employees embrace responsibility, they begin asking questions such as, “What can I do to make this work?” instead of, “Why isn’t this working?” This subtle but powerful shift creates opportunities for growth, learning, and contribution. Responsibility does not mean employees must have all the answers but encourages them to take the first step toward a solution.

Here’s how responsibility creates change:

Encouraging Ownership: When employees take responsibility, they feel a greater sense of control over outcomes.
Fostering Problem-Solving: Responsibility encourages a focus on solutions rather than dwelling on barriers.
Building Trust and Collaboration: Employees who own their actions inspire trust and are more likely to contribute positively to team dynamics.

For example, an employee who initially says, “I can’t finish this because I don’t have enough resources,” might shift their mindset to, “How can I creatively use the resources I already have to move forward?”

Coaching Employees from Justification to Responsibility

As a leader, the role in helping employees shift from justification to responsibility is critical. Here are effective strategies to guide this transition:

Promote Self-Reflection: Encourage employees to reflect on their language and identify patterns of justification.
Focus on What’s Within Control: Guide them to explore areas where they can take initiative, even in challenging circumstances.
Reframe Challenges: Help employees view obstacles as opportunities to innovate or grow.

Steps for Developmental Conversations

When engaging an employee who operates from justification, consider these steps for an effective conversation:

1
Acknowledge Their Perspective: Start by understanding their viewpoint without judgment.
2
Shift Focus to Responsibility: Use coaching questions to help them explore how they can take action.
3
Highlight Strengths and Resources: Encourage them to identify tools or abilities they can leverage.
4
Encourage Small Steps: Guide them to take manageable, actionable steps toward a solution.

Coaching Questions to Foster Responsibility

Use some of these coaching questions to help employees move from justification to responsibility:

1
What would you do to find the resources you need?
2
How can you use what you already have to make progress?
3
What would be a creative solution to this challenge?
4
How can you take the first step toward resolving this?
5
What’s within your control to influence the outcome?
6
What assumptions are you making that might not be true?
7
How can you reframe this situation to find opportunities?
8
What strengths can you use to address this challenge?
9
What is one small action you can take today?
10
What would you do differently if you weren’t waiting for approval?
11
How can you prioritise this task to ensure progress?
12
What can you learn from this experience to prepare for the future?
13
How can you involve others to move this forward?
14
What steps can you take to manage this more effectively?
15
What would success look like if you took ownership of this situation?

A Story of Transformation

Sophia, a marketing associate, frequently explained missed deadlines by saying, “I can’t meet the deadline because I don’t have enough information from the team.” Her manager noticed this recurring pattern and decided to approach the issue through coaching.

In a one-on-one conversation, the manager asked, “What steps can you take to gather the information you need?” Initially hesitant, Sophia responded with more justifications. The manager gently guided her with follow-up questions like, “What would you do if you didn’t have to wait for others?” This helped Sophia realise she could proactively request updates earlier or create a contingency plan. Over time, Sophia embraced this mindset, leading to improved collaboration and timely completion of projects. She transitioned from saying, “I can’t do this because of others,” to “Here’s what I’ve done to move this forward,” inspiring her peers in the process.

Conclusion

Shifting employees from justification to responsibility is transformative, creating a culture of ownership and accountability. By fostering reflection, encouraging proactive problem-solving, and guiding employees toward actionable steps, leaders help their teams unlock their potential. Responsibility empowers individuals to take charge, find solutions, and grow through challenges, creating stronger and more resilient teams.

About the Author

Simon is the ICF-Professional Certified Coach (PCC), Certified Trainer, Facilitator, Coach Trainer, and Food Service Specialist. He specialises in business selling, leadership development, and coaching culture building.