Every organization encounters projects that no one seems to own for long. These “hot potato projects” are passed from person to person, department to department, often without clear direction or accountability. The result is predictable: stalled progress, growing frustration, missed deadlines, and teams that quietly disengage. For business professionals, learning how to manage hot potato projects is not just a project management skill—it is a leadership competency.

When handled poorly, these projects expose breakdowns in communication strategies, decision-making authority, and leadership alignment. When handled well, they become an opportunity to strengthen systems, clarify ownership, and elevate leadership effectiveness across the organization.

Why Hot Potato Projects Drain Organizations

Hot potato projects rarely start out that way. They often begin as reasonable initiatives that gradually lose clarity as complexity increases. Without intervention, they become symbolic of deeper organizational challenges.

These projects commonly lead to:

• Delayed outcomes: When ownership shifts repeatedly, progress slows because each new person must reorient themselves, reassess priorities, and interpret expectations differently.
• Decision paralysis: Teams hesitate to act when authority is unclear, resulting in constant escalation or avoidance.
• Low accountability: When responsibility is shared vaguely, it effectively belongs to no one.
• Team frustration: High performers become disengaged when they are asked to “hold” work without the authority to move it forward.

From a leadership development perspective, these patterns signal the need for stronger structure, clearer communication, and more intentional leadership behaviors.

How to Identify a Hot Potato Project Early

Recognizing a hot potato project early allows leaders to intervene before damage is done. These projects often reveal themselves through consistent patterns rather than a single failure.

• Frequent reassignment: The project changes hands under the guise of “better alignment” or “bandwidth issues,” but without redefining authority or scope.
• Unclear roles: Team members are unsure who owns decisions, deliverables, or stakeholder communication.
• Excessive meetings with little progress: Conversations repeat without resolution because no one has final accountability.
• Escalation fatigue: Issues are pushed upward repeatedly, overwhelming leadership and slowing execution.

Once these signs appear, leaders must move from observation to action.

Establishing Clear Ownership and Decision Authority

The most effective way to manage hot potato projects is to establish clear ownership—one accountable leader for outcomes, even if execution is shared.

Effective ownership includes:

• Defined authority: The project owner must have the ability to make decisions, not just coordinate tasks.
• Explicit expectations: Deliverables, deadlines, and success criteria should be documented and shared.
• Boundaries of responsibility: Clarifying what the owner controls versus what requires escalation prevents confusion.

Business coaching often helps leaders recognize when they unintentionally undermine ownership by rescuing projects instead of empowering leaders to carry them.

Communication Strategies That Stop the Passing Game

Hot potato projects thrive in environments where communication is indirect or overly cautious. Clear, consistent communication strategies create stability.

Centralize Information

Project documentation, updates, and decisions should live in one accessible location. When information is scattered, ownership erodes.

Standardize Updates

Regular, structured status updates prevent confusion and reduce the need for reactive conversations. Updates should focus on progress, risks, and next steps—not just activity.

Clarify Escalation Paths

Teams need to know when and how to escalate issues. Without this clarity, projects bounce between stakeholders unnecessarily.

Strong communication strategies reduce emotional decision-making and keep projects moving forward.

Leadership Behaviors That Stabilize Projects

Managing hot potato projects requires leaders to model decisiveness and accountability. Leadership development plays a critical role in shifting behavior from avoidance to ownership.

• Lead with clarity: Ambiguity from leadership often gives teams permission to disengage.
• Resist micromanagement: Taking over reinforces dependency and perpetuates the cycle.
• Address discomfort directly: Projects are often passed because leaders avoid conflict or uncertainty.
• Reinforce accountability: Recognize leaders who carry projects through complexity instead of passing them along.

Leadership development focuses on building confidence in decision-making and communication—skills essential to project stability.

Turning Hot Potato Projects Into Leadership Opportunities

When handled intentionally, these projects can become powerful development opportunities. Assigning ownership thoughtfully allows emerging leaders to build credibility and confidence.

To do this effectively:

• Match project scope to leadership readiness
• Provide coaching support rather than constant intervention
• Use feedback loops to reinforce learning and growth

This approach transforms frustration into progress and builds a stronger leadership pipeline.

How Business Coaching Supports Sustainable Project Management

Business coaching helps leaders see patterns that are difficult to recognize internally. Coaches identify where systems break down, where communication strategies fail, and where leadership behaviors unintentionally create instability.

Through coaching, organizations can:

• Clarify decision-making structures
• Strengthen accountability without increasing pressure
• Develop leaders who can carry complex projects confidently

For professionals navigating recurring hot potato projects, a free coaching session can help uncover the leadership and communication shifts needed to restore clarity, ownership, and momentum—turning stalled initiatives into opportunities for growth.