Capabilities Conundrum: Why You Need More Than a Trainable Team

One of micro agency owners’ biggest misconceptions is expecting their team to grow with them—that you can simply train them to step into bigger roles as the agency evolves. It sounds ideal, but it’s not always that simple.

Sure, having a team willing to grow with you sounds ideal, but not everyone can or should grow into bigger roles as your micro agency evolves. Relying on that without a solid plan can create serious roadblocks as your agency evolves.

In this episode, I’ll explore what team capabilities really mean and how to determine whether your team is ready to support your growth. Plus, I’ll share the difference between a team that’s just ‘trainable’ and one that’s truly capable.

Today, we’re diving into a topic that every micro agency owner needs to consider if they want to scale effectively—team capabilities. But here’s the thing: it’s not just about having a “trainable” team.
One of the biggest myths micro agency owners face is believing that as long as their team is eager to learn, they can fill any skills gap over time. Sure, that sounds great, but it’s not a magic solution.

This idea limits your micro agency’s growth potential because it keeps you from building the strong foundation you need to grow while setting unrealistic expectations that everyone on your team should (or could) evolve with you.

Here’s what you need to know.

What Are Capabilities?

Capabilities are the blend of skills, knowledge, and processes that enable your team to execute your micro agency’s strategy. They’re not just about what your team can do—it’s also about how and how well they do it. 

Think of your capabilities as your agency’s DNA. They are what make your micro agency unique and competitive.

But here’s a crucial realization for every micro agency owner—you are *not* your agency. It’s tempting to think that everything runs through you as the owner. But you’ll struggle to grow if you hold on to that mindset.

To truly grow, you need to step back and treat your micro agency as an entity that operates independently of you. This shift in mindset is critical.

So, the big question is: do your team’s capabilities align with your growth goals? If not, it’s time to make some adjustments.

Why a Trainable Team Isn’t Enough

One of the biggest misconceptions about team capabilities is that you can simply train your team to have the necessary skills. While it’s great to have team members eager to learn, you can’t fall into the trap of thinking that will be enough as you grow. 

In reality, waiting for your team to pick up new skills as the need arises often means you’re already behind. Here’s the challenge: the market is constantly shifting, technology is advancing rapidly, and competition is fiercer daily.

You can’t rely on your team’s ability to catch up as things change; you need a proactive strategy to consistently grow your team’s capabilities so you’re prepared for whatever comes next.

Beyond that, you simply can’t expect your team to be willing and able to acquire all the skills you need as you grow. As a leader, it’s unreasonable to think that your team members can do specific tasks or types of work when that’s not in their wheelhouse.

It’s an easy trap to fall into because, as a business owner, you likely have a broad set of skills. I fully confess I’ve had some expectations that over the years I’ve wrongly assumed that team members would be able to jump in and do tasks as needed.

A great example is when I asked a writer to create graphics. They were willing to try working with our templates, and I didn’t think it would be a big deal. It turns out that while they were a strong writer, their brain simply didn’t work that way, and it was taking 5X longer than it should have.

I’m sure it would have gotten faster over time, but it was not an enjoyable task for that individual, and it was sucking up time that would be better used elsewhere.

The Capabilities Conundrum

As a reminder, a conundrum is a dilemma in which there’s no easy answer and multiple solutions might have trade-offs, making it hard to decide the best course of action.

As a micro agency owner, you’ll face several trade-offs and tough decisions regarding your team’s capabilities.

Here are some of the critical dilemmas you’re likely to encounter:

• Training vs. Hiring:  Do you invest time and resources in training your existing team members to fill skills gaps, or do you hire someone with the necessary expertise? 
• Generalists vs. Specialists: Should you have a team of generalists who can wear multiple hats or specialists who excel in one specific area? 
• Short-Term Needs vs. Long-Term Growth: Do you focus on immediate skills needed for today’s client demands or invest in developing capabilities to help your agency grow?  
• Cross-Training vs. Role Definition: Should you cross-train team members to create redundancy and flexibility or define roles more narrowly to focus on depth and expertise?  
• Investing in People vs. Processes: Should you focus on improving your team’s skills or enhance the processes and tools they use to work more efficiently?  

These trade-offs illustrate the complexity of managing team capabilities in a micro agency. Each decision requires balancing immediate needs with long-term goals, budget considerations with quality, and flexibility with specialization.

There’s no one-size-fits-all answer, and every choice involves opportunities and risks.

Your Team’s Current Capabilities: Training vs. Hiring

Start with a deep dive into your team’s current capabilities. What skills are you lacking that could help your micro agency deliver at a higher level? Where are you struggling to meet client expectations? 

Don’t just focus on technical skills—think about leadership, communication, and process management. These “soft skills” are critical for running an efficient, high-performing team.

Once you’ve pinpointed the gaps, it’s time to take action. You have two main options here: training or hiring. 

If you already have capable team members who can grow into more advanced roles, it makes sense to invest in targeted training. But be realistic about what your team can handle. 

That said, only some skill gaps can be filled through internal training alone. Sometimes, you need a fresh perspective or expertise that can’t be developed overnight.

But if the gap is too big for training alone, don’t hesitate to hire someone with the necessary expertise.

Sure, it’s an investment, but it will be worth it in the long run. Hiring strategically means you’re not stretching your current team too thin, which ensures your growth stays on track.

Generalists vs Specialists

One of the most critical trade-offs you’ll face as a micro agency owner is deciding between building a team of generalists or hiring specialists. This decision can shape your agency’s structure and efficiency, but it isn’t always easy.

You’ll still face this choice even if your services are highly niched. For example, you run a content marketing micro agency, so your team are primarily writers. Do you choose to have writers who specialize in specific types of content or more general writers?

With generalists, you have versatile team members who can handle various tasks and adapt to different roles. Their biggest advantage is flexibility, which is essential in micro agencies with limited resources. Generalists can step in wherever needed, ensuring the work continues smoothly if someone is out or workloads shift.

The downside of generalists is that they may not have the depth of expertise in some of the specific areas you require. This can affect the quality of work, particularly when clients expect expert-level service.

Specialists are highly skilled in a specific area and deliver top-tier work. They elevate your agency’s credibility and can justify premium rates.

Relying too heavily on specialists limits flexibility and creates silos, making your agency vulnerable if a key team member is unavailable. Plus, specialists typically command higher salaries, which can strain your budget. 

The right approach depends on your micro agency’s needs as you grow and evolve.

Short-Term Needs vs. Long-Term Growth

Balancing your team’s short-term needs with long-term growth can be like a tug-of-war. You need to meet today’s client demands and prepare your micro agency for the future.

In the short term, it’s all about delivering results. Maybe a client needs a website redesign quickly, or there’s a rush on paid ad campaigns. It’s tempting—and often necessary—to prioritize what will keep clients happy right now. After all, maintaining revenue and a strong reputation is essential.

However focusing too much on short-term demands risks stalling growth. Constantly working in “reaction mode” leaves little time to develop the capabilities to help your agency thrive long-term. You might keep your head above water now, but without planning, you could find yourself in the same spot down the road—just busier and more stressed.

Conversely, investing in long-term growth means thinking beyond today’s needs. This could mean training your team on emerging technologies, hiring for future roles, or implementing systems to streamline workflows. These moves will make your micro agency more competitive and adaptable.

The challenge? Long-term investments stretch current resources. They might not deliver immediate ROI, and focusing too much on future growth could lead to neglecting urgent client work, damaging your short-term reputation.

Ultimately, it’s about balance. Assess your micro agency’s current state and find the middle ground between meeting immediate demands and building for the future. That’s how you create a sustainable agency that thrives today and tomorrow.

Cross-Training vs. Role Definition

Cross-training equips your team with multiple skills to fill in where needed, providing flexibility and redundancy. Cross-trained team members can keep things running smoothly.

The risk is that cross-training can dilute expertise. When people juggle many roles, they may need more deep proficiency in any one area, which can hurt quality when clients expect specialized skills.

If your agency’s value relies on high-level expertise, too much cross-training could weaken your overall output.

Meanwhile, defining roles more narrowly lets your team focus on building depth in specific areas. Specialists can deliver expert-level services, which is ideal when clients want someone who excels in a niche. The downside? Less flexibility. If a specialist is unavailable, you’re left vulnerable, and bottlenecks can happen.

So how do you decide? The key is balance. Cross-train your team on core tasks to maintain flexibility but allow them to develop expertise in areas that matter most.

If your work demands specialization, prioritize depth. If adaptability is critical, lean more into cross-training. The right mix depends on your micro agency’s needs and client expectations.

Investing in People vs. Processes

Every micro agency owner faces the trade-off between investing in people or processes. Do you focus on building your team’s skills or streamline the tools and workflows they use to be more efficient? Or do you do both? 

Investing in people means long-term growth—training your team makes them more capable and adaptable, allowing for higher-quality work. However, it takes time and money, and the payoff isn’t immediate. There’s always the risk of employees leaving after you’ve invested in them.

Investing in processes—upgrading project management tools or refining workflows—delivers immediate efficiency. But even the best processes won’t matter if your team lacks the skills to use them effectively.

So, where’s the balance? You need both strong people and strong processes. Start by identifying your team’s biggest bottlenecks—a skills gap or inefficient workflows—and invest accordingly.

If you’re upskilling your team, ensure you have processes to help them apply those skills. And if you’re streamlining processes, ensure your team has the skills to execute them effectively.

Ultimately, it’s about finding the right balance between people and processes to help your micro agency today and in the future.

Building Your Future-Ready Micro Agency Team

Building and managing your team’s capabilities isn’t just about having a “trainable” team. It’s about making strategic decisions that shape the future of your micro agency. Whether dealing with training versus hiring, generalists versus specialists, or balancing short-term demands with long-term growth, every decision has trade-offs.

There’s no one-size-fits-all solution. Each choice comes with opportunities and risks; what works for one micro agency may not work for another.

The real challenge is to assess your agency’s current capabilities, identify the gaps, and then decide the best way to close them.

So, take some time to assess your agency’s needs, capabilities, and growth goals. It’s not about choosing between approaches but finding the best balance for your team, clients, and future success.

The Micro Agency Momentum Assessment helps micro agency owners evaluate their business across key areas—Cachet, Capabilities, Capacity, Cash, Clients, and Competence—to identify strengths, pinpoint challenges, and build the foundations you need for growth. Take the assessment to clarify where you stand and actionable insights for growth in your micro agency.