Team Dynamics: Why 3s and 5s Determine Your Business Momentum

If you treat someone like a 3, you’ll get a 3. Treat them like a 5 with potential, and you might unlock a 10.

The Moment It Hit Me on the Job Site

It was a sticky Thursday morning, and we were behind on a big exterior job. My crew was scattered, some painting trim, some masking windows, and one guy just stood there, frozen, waiting for direction. My patience was gone, and I wanted to bark, “Figure it out!”

Then I remembered something I’d heard years ago: you can’t expect a 10 out of someone you’re treating like a 3.

That thought stopped me in my tracks. This wasn’t just about one confused crew member. It was about how I was showing up as a leader. My tone, my expectations, and the way I treated people were either fueling progress or shutting it down. That morning shifted how I thought about momentum in my business.

What Do 3s and 5s Really Mean?

“3s and 5s” isn’t just a catchy phrase; it’s a way of seeing your team. A 3 is someone who, even with training and encouragement, may only ever reach a 5. A 5, on the other hand, has the potential to grow into a 7, 8… maybe even a 10 with the right support.

This idea doesn’t just apply to people; it applies to days, seasons, and momentum. The sooner you learn to spot the difference, the faster your business runs smoothly, scales stronger, and avoids stalls.

The Power of Belief

When I first started noticing this, I realized I was guilty of something: if I believed a person was unreliable, I treated them that way. I cut conversations short, I gave them the simplest tasks, I kept my expectations low, and guess what I got back? Exactly what I expected.

One day, I decided to flip it. I gave a newer team member—let’s call him Alex—the most complicated window casing on the job. He’d never done one like it before, but I paired him with our best lead, gave him clear instructions, and told him, “I believe you can handle this.”

He crushed it. That’s when it really sank in: belief isn’t fluffy, it’s a leadership tool.

Are You Labeling Too Early?

Think about how you lead your own team. Do you automatically give more trust to certain people? Do you communicate more clearly with your top performers? Have you written off a few people as “just 3s” before really testing their capacity?

It’s easy to assume someone’s ceiling too soon, but sometimes what looks like a 3 is just a 5 in the wrong role.

Wrong Role, Not Wrong Person

One of the most valuable lessons I’ve learned is that underperformance often has more to do with role fit than talent. The same person who struggles with prepping doors might be outstanding with customers or setting up equipment. When you start placing people where their strengths shine, everything clicks.

Momentum in Your Days

This mindset extends beyond just people; it fundamentally changes how you perceive your days. Some of my greatest business successes emerged from days that initially felt like complete failures. There were times when jobs were behind schedule, clients were upset, and my mind felt foggy. Yet, unexpectedly, a referral would come in, or a team leader would rise to the occasion. What I initially viewed as a "three out of ten" day was actually building momentum that I didn't recognize until later. 

That’s why I remind myself: even the messy days count.

Training vs. Capacity

Here’s the truth no one likes to admit: some 3s will always be 3s. You can pour all your energy into them, but their ceiling is what it is. That doesn’t mean they don’t belong on your team; it means you have to place them wisely. Don’t overload your best players, don’t waste energy trying to stretch capacity that isn’t there, and don’t confuse lack of training with lack of potential. Knowing the difference is everything.

A Simple Reset for Your Team

If you want to see this in action, try this: list out every task on your next job. Write down your team members’ names beside those tasks. On a scale of 1–10, mark their strength in each. Then shift responsibilities based on what the numbers tell you, not what your assumptions whisper. You’ll be amazed at how much smoother things run when strengths and roles line up.

What Changes When You Lead This Way

When you start leading with the 3s and 5s mindset, things get lighter. Team members stick around because they’re set up to win. Communication gets sharper because you’re tailoring your leadership instead of using a one-size-fits-all approach.

And the best part? The moment you change how you see your team, your team changes how they show up.

The Bottom Line

Every business owner wants momentum, but momentum doesn’t start with results, it starts with mindset. Tomorrow morning, ask yourself: who have I been treating like a 3 when they might be a 5? Where am I letting frustration guide my leadership instead of clarity? And what kind of day am I actually having, the one I feel or the one I’m building toward?

Because the truth is simple: you get what you expect.

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