Stage 1: Foundation
Blocker
There is no leadership – decision making is unclear.
Solution
Appoint a dedicated owner & Structure decision authority.
Defining Decision Authority
Without clear decision-making power, the team will lose speed.
At this stage, we map exactly what decisions the team has the authority to make.
We define decision-making authority at 3–4 levels.
In some teams, the Product Owner holds more authority; in others, they don’t.
CAN: CAN’T: WON’T framework
This framework helps us identify decisions the team wants to own.
(Full workshop guide linked below.)
Step 1 – Bring the Team Together
Gather the whole team, including the Product Owner and Business Owners.
Open with one key question: “What decision-making power do we need as a team to be successful?”
Step 2 – Capture Reality
Each team member spends ~15 minutes writing their answers on sticky notes.
Use these prompts:
What can we decide on without permission?
→ Decisions we own outright. No approvals needed.What can’t we decide on without permission?
→ Requires buy-in from leadership or other teams.What do we want to decide on without permission?
→ Decisions we’d like to own in the future.What don’t we want to decide on without permission?
→ Not worth our energy. Best left to others.
Step 3 – Sort into Three Circles
Place the sticky notes into these categories:
🔵 Can Own – Fully in our hands. No handoffs.
🟡 Can’t Own – Someone else owns these decisions.
🔴 Won’t Own – We could, but shouldn’t.
Example:
🔵 Can: “We decide which tasks to work on during our sprint.”
🟡 Can’t: “We can’t choose new tools without IT approval.”
🔴 Won’t: “We won’t decide who joins or leaves the team — that’s HR’s role.”
Step 4 – Document It
Use the Roles & Responsibility Builder to record:
Team-level decision authority
Individual decision authority
Why This Matters
Decision clarity – No more guessing.
Aligned authority – Clear where leadership needs to step in or step back.
Reduced tension – Avoid debates over decisions the team can’t or shouldn’t make.