You know how frustrating it can be when a team full of talented people still can’t seem to get it together? Everyone’s got amazing talents and skills – but they still seem to struggle!
In my experience, it’s rarely just one thing that’s the problem. It’s a combination of factors, such as – communication breakdowns, collaboration hiccups, a team structure that’s not right for your particular size and type of organization, or the fact that everyone is unappreciated and on edge.
Here, I’ll break down these common challenges that are affecting your team’s performance.
1. Communication Breakdowns
Having good communication practices is at the core of any successful team, but it’s often the first area where things go wrong. A lack of communication or miscommunication doesn’t just slow down projects—it creates tension, confusion, and frustration. One way we can improve in this area is to ensure that everyone knows their role and how their work ties aligns to both their team goals – but the vision, mission and goals of the organization as a whole. .
One of the big issues I’ve seen is that team members assume others know what they’re doing. When tasks aren’t visible or shared outside of the individual’s personal work environment other people end up duplicating work or missing important steps. Regular, intentional communication avoids these pitfalls. Having clear channels—whether it’s through daily stand-ups, weekly check-ins, or project management tools—ensures everyone is up to speed and moving in the right direction.
Another thing to note is that communication isn’t just about talking. It’s about intently listening – and hearing – and adjusting as needed. We need to make sure feedback is two-way by setting up feedback loops, not just between you, as leaders, and your team, but also among your team members.
Encouraging open discussions around what’s working and what isn’t can make all the difference in keeping the team on track and resolving issues before they escalate.
2. Collaboration Hiccups
If communication is the backbone, then collaboration is the heart of any team’s success. When collaboration isn’t happening, projects stall, creativity fizzles, and conflict creeps in.
I’ve seen teams come alive when they begin collaborating effectively. And it doesn’t mean just working together well. It’s deliberate in ensuring your team understands that it’s not ok to be competitive – but instead that it’s about building one another up and leveraging each other’s strengths to build something bigger than they could alone.
For example, consider pairing someone with strong creative skills with someone who excels at strategy. Looking at things from these two fairly drastic different perspectives can bring a project to life in ways that one person working alone could never achieve.
But there is a catch that you have to resolve first. Collaboration only works well when there’s trust. If your team members don’t trust each other, this will be a challenge for you. For example, if they feel like they’re competing for your attention or recognition your collaboration efforts will fall apart. As leadership we have to shift their focus to the shared goals and the shared outcomes – and make sure you have a level playing field in place.
3. The Right Structure for Your Business
One of the biggest things I see overlooked is how my clients’ teams are structured. A one-size structure does not fit all.
For instance, in small service-based businesses, a rigid vertical hierarchy can significantly slow things down. Too many management layers and decision-making bottlenecks stall progress and kill momentum—leaving everyone frustrated.
For smaller teams, I typically recommend a horizontal structure, where all team members are considered equals. Of course, you’ll want to put guardrails in place to avoid a ‘decision by committee’ situation because after all – you as leadership still needs to have the final say. But this structure allows for quicker decisions and more fluid collaboration. Without the constant need for managerial approval, teams can move faster and innovate more freely. Just know that you do need to set clear parameters to ensure your team is crystal clear on how far they can go independently, before they have to seek approval.
On the other hand, if your team is juggling multiple projects with varying demands, a matrix structure might be the better fit. This setup allows team members to report to multiple leaders, offering flexibility and ensuring that different areas of expertise are fully covered. A matrix structure is especially useful when you have several projects running simultaneously, as it prevents bottlenecks and ensures that specialized knowledge is applied where needed.
In some cases, a hybrid approach—combining both matrix and horizontal structures—can be ideal. For example, a team might operate horizontally for day-to-day functions, promoting open collaboration and quick decision-making. But for more complex or high-stakes projects, a matrix structure can be layered on top, allowing for leadership and input from various departments. This gives you the best of both worlds: everyday flexibility with the added oversight needed for specialized projects.
4. Creating a Positive Team Environment
There are many ways we create this environment as leaders – from providing opportunities for growth to ensuring our teams have everything they need to succeed. However, I want to address two very important key aspects of creating a positive team environment.
One of my favorite topics – and one that I feel is right at the top of the list of the more devastating causes to having teams that flounder is when team members don’t feel safe! There is a lot that goes into the topic of psychological safety, but I want to address just one aspect here.
Did you know that your team may be afraid of asking questions, admitting when they’re unsure – or even when they’ve made mistakes? This leads to your people shutting down and to misunderstandings that snowball into bigger problems. Psychological safety means creating an environment where people feel comfortable asking even the perceived ‘dumb’ questions, aren’t terrified they’ll be fired if they mess up, and – aren’t just told they are free to express their concerns without fear of judgment or repercussions – but the foundation has been laid where they actually trust it! When teams feel safe to communicate openly, they align more easily, and goals are met without confusion or friction.
A close cousin to psychological safety, is recognition – which plays a huge role in keeping team morale high.
A recent study by Gallup and Workhuman showed that only 23% of employees strongly agreed they were getting the right amount of recognition for the work they do – and yet those who are, are four times more likely to be engaged.
But, how are we recognizing our people? With the traditional yearly bonus? A plaque (are those still a thing?) Recognition in front of their peers? A free mid-week day off?
The same Gallup and Workhuman study from above showed that only 10% of us are asking how each team member would like to be recognized and shown appreciation.
I remember one company I worked for when I was just starting out in my career. Their idea of recognition was to parade you around the office to all of your peers (not even just in one single meeting where others were being put in the spotlight too) but individually walk you around to everyone and praise you. Talk about a huge embarrassment to me and a negative impact to the overall culture! It bred a lot of resentment among the team!
Bringing it All Together
I encourage you to get started on ensuring you have strong communication, building a culture of collaboration, choosing the right structure, and making sure everyone feels safe and appreciated, you can turn a floundering team into a thriving one.
