Group: Turn Yours Into a Team

Q. Our group has worked together on several projects, and we already see that a team approach is more productive. How can we build on what we’ve started, and become a well- functioning team? —Jack T.

A. As you’ve already discovered, a productive team is more than just a group of people working together. Like any relationship, it takes real work to make a team successful, but the results are usually worth it. Try these techniques, and monitor them often to keep the momentum going.

Meet Regularly/Get Organized. Set a time each week to meet and keep each other informed. Have three people run each meeting: someone who will act as facilitator to organize and run the meetings; another, a scribe to summarize and track the ideas; and someone else to be a timekeeper, keep everyone focused on the agenda, and meet the time constraints.

Confirm each member’s involvement on the team. Expect each other to take responsibility for his/her contributions and actions. Clarify each person’s role, and make sure you actually have each person’s buy-in.

Help team members feel a sense of ownership. That happens when everyone feels comfortable about sharing openly, and agrees on the team’s goals and process.

Look for ways to involve team members in planning, goal-setting, and problem- solving. Ask team members how they’d like to get more involved.

Suggest ongoing training for the team itself, and for individual members. Start by suggesting members list the skills they think the team needs.

Focus the team’s efforts on getting positive results, and functioning as a change agent for the company. Help the team focus on positive, out-of-the-box thinking.

Help team members build trust with each other. Behaviors that undermine trust-building include by-passing members in discussions; gossiping about other members; making excuses for mistakes; making assumptions about team members and not keeping your word—not being dependable. Proven techniques to build trust include: keeping your promises; confirming facts before making assumptions; admitting when you’re wrong; asking for—and accepting— feedback often; telling people what you’re thinking and feeling.

Encourage open communication. When it looks like someone is reluctant to share something, gently try to bring the issue out into the open. Show good example by being open with your own ideas, feelings, and reasons.

Give recognition and praise in a 4:1 ratio to criticism. This could be the most important technique of all—and one most of us are reluctant to use. People want and need recognition, but seldom get enough. (This is especially difficult for men to do, because our culture has conditioned men to keep each other at a distance—to “play it cool.”) When people receive recognition and praise, they usually appreciate it and remember it for a long time—and try even harder.

Respect and value each other’s differences. You might think of people having one of these four key behaviors: get it done…get it right…get along…get appreciated. We all have these four traits, but one or two are usually more dominant. Show acceptance, not annoyance, when you see a behavior pattern that’s different from yours.

For example, when you’re talking to a get-it-done team member, realize you’ll have to focus mainly on the bottom line—get to the point fast. With a get-along person, the primary focus is on having good relationships—so slow down, and take the time to be friendly. The get-it-right person wants plenty of accurate facts, carefully presented. Don’t wander off the topic. The get-appreciated person wants lots of praise and recognition and likes things to be fun. When group members accept—even celebrate these differences—it builds trust and connections. That’s a team.

Finally—take a look at the language team members use at meetings and in everyday conversations. Encourage them to avoid ideas in their work conversations that destroy the possibility of good team-building:

• We tried it before.

• It would take too much time.

• It would cost too much.

• That's not my job.

• That's not how we do it here.

• It's impossible.

• That's a stupid idea.

• Our customers would never go for that.

• I don't think that's important.

• If it ain’t broke, don’t fix it.

Instead, encourage people to use phrases like:

• Where else can we go for more information?

• I've changed my mind.

• Let’s look for a better way.

• Excuse me; I don't think I really understood that.

• How could we improve...?

• What have we missed?

• Who else would be affected?

• What would happen if...?

• Who else has a suggestion?

• Wouldn't it be fun if...?

• Let me ask you for some ideas on...

• How many ways could we...?