Delegating, motivating and setting expectations

Key rules

• Direction: Give instructions personally, then confirm them in writing.
• Overtime: Overtime is voluntary unless a contract or collective agreement provides for it, and it cannot exceed 80 hours per year.
• Disconnecting: Nobody has to answer work messages during rest periods, holidays or leave, and nobody can be penalised for not answering.
• Fairness: Public criticism, favouritism and unexplained decisions are seen as unfair.

Give clear, personal direction

Say the goal, the deadline and the result you expect, and do it in person or by call. Then confirm it in a short written message. Spanish reports tend to respond better to a conversation than to a bare email.

Explain why the task matters. With experienced people, leave the method to them. Step-by-step orders can feel controlling.

Vague or indirect requests cause misunderstandings. Disagreement may also come out indirectly. So ask the person to sum up the task in their own words, and invite questions or concerns openly.

Follow up without hovering

Agree the milestones and how progress will be reported when you hand over the task. Then check in at those points with a short, informal chat. Ask how it is going and whether they need help.

Surprise checks, frequent checks and written-only checks can feel like distrust. New or junior reports may need more contact. Step in earlier only if you see signs of trouble.

Recognise effort and be visibly fair

Spanish employees value a direct, personal thank-you. Measured praise in front of the team can work. They also value trust, flexibility, work-life balance, stability and room to grow, alongside pay. Individual tastes vary, so watch how each person reacts.

Most people see these as unfair:

• favouritism and rules applied inconsistently
• public criticism or humiliation
• ignoring working hours and time off
• extra effort that nobody acknowledges
• taking credit for someone else's work
• decisions with no explanation

Treat people with respect and dignity, and explain your decisions.

Respect hours and the right to disconnect

Your team does not have to answer emails, calls or messages during rest periods, holidays or leave, and you cannot penalise anyone for disconnecting. Employers must also have an internal policy on how this works, which matters most for remote staff. Ask HR or your collective agreement what your company's policy says.

Teams expect work messages to stay within working hours. An occasional urgent contact is tolerated. Routine evening or weekend messages are not. Some senior, client-facing or international roles are more flexible.

Asking for extra effort

Ask, do not order. Explain the reason and the urgency, give notice, acknowledge the cost, and offer time off or pay in return. Keep it exceptional. Use the agreed channel and do not expect an instant reply.

Overtime is voluntary unless a collective agreement or individual contract provides for it, and it cannot exceed 80 hours per year. It is paid at no less than the ordinary hourly rate, or compensated with paid rest taken within four months unless an agreement says otherwise. Overtime must be recorded, and the employer must keep a daily record of working hours. Night workers and minors face extra restrictions.

The timeline, checklist and quick answers below cover the sequence of steps and everyday etiquette.

Timeline and deadlines

From handing over a task to closing it

• Explain the goal, the deadline and the result you expect, and say why the task matters: when you hand over the task, face to face or by call

• Ask the person to summarise the task back and invite questions or concerns: in the same conversation

• Confirm the task, deadline and result in a short written message: right after the conversation

• Agree the milestones and how progress will be reported: before the person starts work

• Hold a short, informal check-in and ask how it is going and whether help is needed: at each agreed milestone

• Step in earlier and offer support: if you see signs of problems before a milestone

Checklist

Before and after you delegate

• State the goal, the deadline and the expected result in a personal conversation, face to face or by call.

• Explain the reason for the task, especially with experienced staff, and leave the method to them.

• Ask the person to summarise the task in their own words and invite questions or concerns, since disagreement may come out indirectly.

• Confirm the task in writing after the conversation.

• Agree the milestones and how progress will be reported before work starts.

• Check in at the agreed milestones with a short, informal chat framed as support, not inspection.

• Plan more frequent contact for new or junior reports.

• Check your collective agreement or contract before asking for extra hours, and use the overtime limits set out in the main article.

• Make sure the daily record of working hours is kept, and that overtime is recorded daily and totalled, with a copy to the worker each month.

• Do not expect replies to emails, calls or messages during rest periods, holidays or leave.

Quick answers for managers of Spanish teams

Should I join the coffee breaks and team lunches?

Yes, a manager is expected to join some of them, especially the mid-morning coffee and team lunches or celebrations. It shows you are approachable. Birthday and farewell celebrations and the Christmas meal count too.

Do I have to go to after-work drinks?

No, after-work drinks are optional and nobody is penalised for declining now and then. A short appearance for a caña is still appreciated.

How do I ask my team for extra effort without seeming pushy?

Explain the reason and the urgency, then ask rather than order, and give as much notice as you can.

Is it fine to praise or criticise someone in front of the team?

Praise in public is welcome if it is sincere and specific, and it works best when it credits the team. Criticism in public is not appropriate, because it damages trust and can cause lasting resentment. Give criticism one to one and in person.