When I inherited my support team, we were breaching SLAs regularly. From the outside, that usually gets interpreted one of two ways: the team is overwhelmed, or the team is underperforming.

That was not the real problem.

The issue was the system around the work. Routine decisions had been wrapped in approvals they did not need. Analysts who understood the work still had to wait for permission to act, not because the work improved with more oversight, but because leadership wanted visibility and control.

Every approval request was a clock tick. Every delayed response was a breach waiting to happen.

Once those routine decisions were pushed back to the people doing the work, the team started moving again. The analysts did not suddenly become smarter. The process simply stopped slowing them down.

That is the first lesson I keep coming back to with SLA management: repeated breaches are usually a systems problem before they are a people problem.

If your team is constantly fighting just to stay compliant, the SLA itself is rarely the issue. The process around it is.

Build Buffer into Your Process

If your internal targets equal your contractual SLAs, you’ve left no room for reality.

Set internal targets at 80% of your SLA window. That buffer is what keeps a bad Monday from becoming a breach week.

Operate inside the SLA, not on the edge of it. Margin reduces stress, absorbs spikes, and protects trust.

SLAs measure the outcome. The system behind them is what produces it.

Build your process with real life in mind. People take vacations. Not everyone is available every day. Customers miss emails. Not every request is urgent the moment it’s sent.

If your system doesn’t account for that, your SLAs will always be at risk.

Take Ownership at Intake

Every ticket needs an owner at intake. No exceptions.

When a ticket sits unowned the spiral starts quietly. Everyone sees it in the queue and assumes someone else is handling it — the bystander effect in action. If someone does pick it up without owning it they often throw it back into the pool. Now the customer is talking to a different person every time, repeating their problem from scratch.

Eventually the customer stops waiting. They DM a technician they know, call a manager, or walk over to someone’s desk. That creates hidden work that never gets logged and skews your data. Then the ticket hits a critical state and someone rushes it just to stop the clock. Rushing equals mistakes. In identity management a mistake is a security hole.

Ownership eliminates that spiral before it starts. Assign at intake, distribute the work intentionally, and make sure nothing sits in a grey zone where everyone assumes someone else is handling it.

Stay close to the queue. Review it daily. Know what’s in it, where it’s going, and what needs attention.

Delegate and assign at intake. Match the work to the right person based on skill, workload, and complexity.

Distribute the difficult work intentionally. Password resets, challenging users, repetitive tasks—everyone takes a turn. It’s part of the job.

If someone is out of office, their work doesn’t pause. Ensure coverage, maintain visibility across the queue, and reassign work as needed to keep it moving.

Not knowing what is in your queue is not acceptable. Leadership requires awareness.

Identify Behavioral Trends, Not Just Failures

An SLA breach is the smoke detector, not the fire.

When breaches happen, investigate the pattern — don’t just log them.

Ticket routing issues turn your team into switchboard operators. Before assigning anything I check — is this the right owner for this case? A database access request that lands with the wrong team gets punted around without anyone actually helping. The customer gets transferred four times and loses confidence fast. The team develops queue fatigue — they stop reading tickets and start looking for reasons to reassign them. Getting the owner right at intake stops that spiral before it starts.

Documentation gaps are the most dangerous for a growing team. You have one person who knows the weird trick to fix the VPN. When they go on vacation the tickets sit. Or a junior tech follows an outdated wiki from 2019 and accidentally breaks authentication for a whole department. You aren’t a team — you’re a collection of individuals with silos of information. One resignation away from an operational standstill.

Training deficiencies create technicians who can follow a checklist but don’t understand the system. When an MFA request comes in that looks slightly different from the normal ones, they don’t have the instinct to recognize a social engineering attempt. They approve it because the screen told them to.

Queue discipline problems turn the queue into a buffet. Technicians cherry-pick easy password resets to pad their numbers while complex high-risk tickets sit at the bottom. Metrics look great. Actual service is failing. The hardest problems — the ones with the most risk — get the least attention.

When these four break your team stops being proactive and becomes entirely reactive. You aren’t leading anymore. You’re just surviving the day.

Leaders who treat breaches as data fix root causes. Leaders who treat them as performance failures usually just add pressure. Leadership is about removing roadblocks, not creating them.

That doesn’t mean individual performance doesn’t matter.

Sometimes the issue is simpler than the system. Work is not getting done. Tickets sit. Follow-ups do not happen. Things do not close.

That is not something to ignore or explain away. It is something to address directly with clear expectations and accountability.

If a ticket is nearing breach, there should be no confusion about who is driving it forward. Ownership must be clear before it becomes a problem—not after.

Time doesn’t stall in a queue. If something breaches, ask why. Was it within our control, or was it external? Understanding that distinction is how systems improve.

Take responsibility—don’t make excuses. Don’t explain it away or shift the blame.

What SLAs Really Represent

Customers don’t see your dashboards. They experience your reliability and your team’s service.

A team that consistently meets SLAs shows the business that IT can be counted on. That trust compounds. It holds during incidents, change windows, and difficult conversations, and it gives you room to operate when it matters most.

Numbers are just numbers. Track them. Report them. But understand what they represent.

SLAs are the measure. Reliability is the outcome. Trust is the result.

Tagged: sla