How To Build a Powerful Team

The Great Importance Of Teamwork In Organisations

Welcome to the first article in a teamwork series at Leadership-Expert.co.uk. Within this series, we aim to bring you up-to-date theory on the fundamentals and advanced techniques relating to teamwork in the modern organisation.

1. Why Is Teamwork Important?

We do not operate independently in the workplace. We need to socialize and work as a combined entity in the workplace. We require inputs and feedback from co-workers. We depend on each others expertise to complete tasks. We form teams to get assignments going. Teamwork is essential and everywhere. Teamwork allows us to synergise. That is to create output far greater than the sum of all. There is a common saying about synergy, 1 + 1 = 3 (instead of the mathematical 2). Teamwork is beneficial for everyone as it compliments each others weaknesses or leverage on each others strengths. You may argue that you can do it on your own. But wait, if you can focus on doing something else that you are more familiar and capable of, and allow another person take charge of what you are doing that is of a common objective, don’t you think you can achieve your objective at a faster pace?

Teamwork compliments our individual weakness. All good leaders know the limits of our abilities and we want to expand our abilities. The simple solution: we tap on others expertise. Tap meaning leveraging if were to put it in a more decent tone. And leveraging each others expertise is teamwork. Given a task that you find you are unable to deliver, you gather co-workers to complement your weakness with their strengths. But before you can even gather the right co-workers, you must know who complements you. And this knowledge is within your awareness of teamwork. With a person that complements your weakness with his strength, you achieve productivity by creating a well-balanced team.

Teamwork requires respect and compromise of the team members. Let’s admit it, neither you and I are perfect. Nobody is. And because we are imperfect, we depend on each other. To have teamwork, the team members must be willing to accept the differences. Differences like working style, habits and mental model. For example, your team member may be meticulous in handling a report and takes a long time to proof read it before the managers review. On the other hand, you may feel that the report is sufficient and ready for sending on right now. This is a misalignment of working styles. You want it to be delivered swiftly to management while they want to be thorough and ensure that no errors are made. These types of differences cannot be totally reconciled and a compromise must be made. You simply need to respect their working habits. Looking at the big picture; the time pressure you bring into the equation will aid in swift task completion, and will speed up their work, but having your colleagues diligence in the mix also means that the report produced will be of higher quality. By having contrasting approaches, as a team you have created work with superior speed and quality than either of you would have produced on your own.  In this way, diverse team members will always leave their own positive mark on an element of the group work.

There are two types of teamwork: power-packed team and balanced team. The power-packed team may consist of team members that possess abilities of the same skill set. It can be described like doubled loaded cannon with enhanced rapid fire. Scientists and engineers are good examples of power-packed teams. The disadvantage of this team is that they are a grouping of the same type of people which may suffer from groupthink, and will not reduce the risk of fundamental mistakes being produced by the team. The balanced team as the name suggest is a combination of team members that complement each other. The benefit of balanced teams is that they can leverage  one anothers abilities.

Teamwork is everywhere and essential in productivity. An individual may achieve a distance, but with a team effort, the individual can achieve even further distance. Teamwork is about leveraging on each others best. Before you can leverage another person, you need to respect and compromise the differences that you and he may have. With understanding of your team members, we are certain that you can deliver higher productivity than what you can expect of yourself.

Article by guest author Lostincubes.

How To Fix Your Control-Freak Boss

I read an interesting article today in Fortune Magazine on how to cope with, and even fix a control freak boss. I’d like to share it with my readers.

The problem posed to the magazine by a reader was one that I’m sure most of you can relate to:

“Dear Annie: We used to have a great team here, until our boss was replaced by a manager brought in from another part of the company who is now trying to control our every move. He insists on telling everyone what to do and how to do it in minute detail (even though we’ve all been excelling at our jobs for years). No detail is too ridiculously tiny to escape his scrutiny, and he’s constantly issuing new rules and guidelines, some of which contradict each other.

As a result, some of us are just taking the passive-aggressive approach and ignoring him, which means he bears down harder on the whole group. I could give you examples that would curl your hair, but the point is, it’s driving us nuts. Is there anything we can do to change his behavior, or do we just grin and bear it until the next boss comes along?”

I want you to have a think about what you would advise this reader. What seems the most sensible approach to fixing a control freak? The answer produced by Albert J. Bernstein may surprise you!

He actually advises frustrated employees to not show their annoyance, to not confront their boss and critisise their controlling nature, because this will cause the manager to worry even more.

He goes on to explain that managers become control freaks because they are extremely frightened of failure, and how it will reflect upon themselves. Because of this, they fail to trust others in using their own methods to complete tasks, and thus they become a frustration-inducing control freak (This is why proper delegation is one of the traits that features in my:  Seven Habits of Incredibly Successful entrepreneurs article).

He specifically offers the following solutions, that offer ways to reduce the fear your boss holds:

• Give plenty of reassurance. This involves grasping a clear picture of what your manager expects from you at the start of a task. Take extensive notes that can leave no doubt in their mind that you fully appreciate his vision.

• Offer progress reports before they ask for them. Control-freaks will be comforted by plenty of information regarding your progress, so make no attempt to hold this information back. Indeed you should be pro-active in delivering such information on a regular basis. This will help prevent your manager from feeling they need to swoop down on your at a busy time to demand an update.

• When your boss tries to change your work, asks if this means the end goal has changed. This is a powerful weapon that can potentially stop control-freaks in their tracks, and indirectly cause them to question their own behaviour. If the goal and method was agreed extensively at the beginning (you can pull out your notes to emphasise this fact), and you have a good track record of accomplishing tasks with that given method. Then surely a change in method is unnecessary.

• Maintain this behaviour over an extended length of time. Our aim is to build the trust that the manager has in your work, so a quick flash in the pan will do little to change their attitude towards you. Only after several weeks or perhaps months of this behaviour, will a control-freak realise that you ‘are one of the few he can trust to get on with it’.

These are certainly an interesting set of points, do you agree with them? Have you stumbled upon a different method of coping with controlling co-workers or bosses in your time at work?

 

Team Leadership

One of the most difficult tasks that a company’s management team has is building effective communications within their departments. Effective communications with all levels of management as well as co-workers is essential to employee morale as well as increased productivity. The rationale behind that is that a lack of communication skills within the business leadership structure causes stress and tension among the workers. These feelings then develop into feelings of worthlessness and into feelings of inadequacy and inferiority.

Team leadership skills are essential to the creating a work environment that is both productive and loyal. If the management team leaders are tuned in to the needs and feelings of the workers on their team, the workers are going to care more about the productivity and quality of the work they are assigned to do. Communication involves everyone within a management team, both supervision and employees. A lack of communication in any area within the management team structure will break down the morale, and once moral has decreased for the team, they will no longer be interested in doing any more than the minimum that is expected. In a production environment this may not be as noticeable since there will always be those who don’t pay attention to anything that is going on around them, concentrating solely on their own work; however, in a sale environment, the results can be disastrous.

Unfortunately, some management styles or leadership characteristics prohibit the thought of developing a rapport with employees, let along communication, but be assured that this is the least productive management style and does nothing to help with the moral of the department or the efforts of the corporation in increasing productivity or sales volume. The manager who continually uses this approach without seeing the detrimental effects will certainly be on the losing end of the bonus list at year’s end when it’s too late to turn things around.

What is your management style? Do you tend to rule the department with an iron fist or do you effect communication between workers and supervision? Look at the statistics of your team leadership and see if there are areas needing improvement, and if so, decide if communication that is more effective is the answer to that improvement. The better a team communicates with management, the more equipped each is to understand the need for meeting and improving goals. If you are not communicating effectively with your team, now is the time to improve your communication skills.

How To Pay Quiet And Subtle Flattery

This is just a quick post sharing a cheeky tip that I learnt from a collegue a long time ago.

People used to speak very differently in the 1950′s. It wasn’t just the way people talked, but the words they used that sounded different. However, that bygone era past shouldn’t be totally ignored by the young people of today. Infact, the opposite applies – we can actually use the ‘old fashioned’ and polite way of talking in order to pay an effective compliment to someone we are talking to.

How do you do this? By simply slipping polite phrases and courtesies into your speech as you speak to older people. For instance, when you accidentally brush past someone, you should say “Oh, I’m sorry Sir/Ma’am” in a very natural way. Its so effective because it makes the other person stop and think, while you can just carry on upon your way!

Building in little habits such as this into your behaviour can really improve your reputation with older team members and collegues. Its now completely automatic for me to call strangers ‘Sir/Ma’am’ in a confident and polite manner. As an added bonus, you won’t believe how compliant shop staff are to someone who addresses them respectfully!

The 3 Grades of Teamwork Attitude

Often in the course of my job, an almost mythical ‘teamwork attitude’ is referred to. While I’m sure it makes perfect sense on branded ‘policy’ posters – what is the right teamwork attitude to have? Is there one perfect attitude? And if so – how does one go about obtaining it? Does all leadership theory offer consistent advice on the issue?

From one point of view, there are three different frames of mind associated with teamwork.

Dependence

This is the earliest and least productive state of mind. This is the attitude that you form when you are content with the idea that you rely heavily upon others to help you complete your own work.  Someone with this attitude may typically avoid a lot of responsibility and shy away from trying new tasks and growing as an individual. Team mates will often become frustrated at the lack of effort this individual is bringing to the table. This attitude causes the team member to gain less skills and grow into a position whereby they cannot help being dependent. They become stuck in a circle of dependence and lack of team leadership.

As a new joiner at a company, you will undoubtedly have to rely on other key members of staff to be able to finally stand on your own two feet. As long as you appreciate this is a necessary stage, and will pass extremely quickly after you put in hard work and the desire to learn, you will soon transcend from dependance to…

Independence

Independence is the attitude and self confidence that comes from being able to complete a task by one’s self. Independent people often take the brunt of the hardest work, and have a stressful work environment. They also continually seek to prove their effectiveness and worth to their boss, which can make their happiness very sensitive to approval from their seniors.

Some succeed at life with this attitude, while some just get crushed under the weight of high expectations from leadership management. They start to get older and realise that this isn’t good enough A lucky bunch of people begin to see this attitude as actually being flawed. They discover that there is a 3rd attitude that only most effective team leader appreciates…

Interdependence

Interdependence is a brilliant attitude that improves upon the independent state of mind. An interdependent team member does not shy away from responsibility nor seek to minimise their workload. They do however appreciate that sometimes it is best to delegate. All-to-often, team leaders retain the ‘senior’ tasks for themselves and continually dish out the same menial work to their subordinates. Little do they realise that a junior member of the team would be thrilled and motivated incredibly well from being given a chance at more challenging work. Interdependence is the belief that a team will work far better when everyone aligns their needs to the tasks (as in the above example), and works together as a coherent team with synergy. It’s easy to motivate your team when they’re in this state of mind.

In a different approach to gain interdependence, people have often sought out useful leadership books and learning material that will help them along the path to happiness and leadership. These days, most tend to be rather disappointing, but I’m pleased to point you torwards one e-course that is still respected by leadership professionals such as myself:
The 11 Forgotten Laws. It’s generally seen as an essential and core ‘crash course’ in the laws and secrets you need to know to further your leadership & career and even help find happiness in other areas of your life. Its an excellent base upon which you can build your personal development.

Feedforward Leadership – Better than Feedback?

Providing feedback has long been considered to be an essential skill for leaders. As they strive to achieve the goals of the organization, employees need to know how they are doing. They need to know if their performance is in line with what their leaders expect. They need to learn what they have done well and what they need to change. Traditionally, this information has been communicated in the form of “downward feedback” from leaders to their employees. Just as employees need feedback from leaders, leaders can benefit from feedback from their employees. Employees can provide useful input on the effectiveness of procedures and processes and as well as input to managers on their leadership effectiveness. This “upward feedback” has become increasingly common with the advent of 360 degree multi-rater assessments.

But there is a fundamental problem with all types of feedback: it focuses on a past, on what has already occurred – not on the infinite variety of opportunities that can happen in the future. As such, feedback can be limited and static, as opposed to expansive and dynamic.

Over the past several years, I have observed more than ten thousand leaders as they participated in a fascinating experiential exercise. In the exercise, participants are each asked to play two roles. In one role, they are asked provide feedforward – that is, to give someone else suggestions for the future and help as much as they can. In the second role, they are asked to accept feedforward – that is, to listen to the suggestions for the future and learn as much as they can. The exercise typically lasts for 10-15 minutes, and the average participant has 6-7 dialogue sessions. In the exercise participants are asked to:

- Pick one behavior that they would like to change. Change in this behavior should make a significant, positive difference in their lives.

- Describe this behavior to randomly selected fellow participants. This is done in one-on-one dialogues. It can be done quite simply, such as, “I want to be a better listener.”

- Ask for feedforward – for two suggestions for the future that might help them achieve a positive change in their selected behavior. If participants have worked together in the past, they are not allowed to give ANY feedback about the past. They are only allowed to give ideas for the future.

- Listen attentively to the suggestions and take notes. Participants are not allowed to comment on the suggestions in any way. They are not allowed to critique the suggestions or even to make positive judgmental statements, such as, “That’s a good idea.”

- Thank the other participants for their suggestions.

- Ask the other persons what they would like to change.

- Provide feedforward – two suggestions aimed at helping the other person change.

- Say, “You are welcome.” when thanked for the suggestions. The entire process of both giving and receiving feedforward usually takes about two minutes.

- Find another participant and keep repeating the process until the exercise is stopped.

When the exercise is finished, I ask participants to provide one word that best describes their reaction to this experience. I ask them to complete the sentence, “This exercise was…”. The words provided are almost always extremely positive, such as “great”, “energizing”, “useful” or “helpful.” The most common word mentioned is “fun!”

What is the last word that most of us think about when we receive feedback, coaching and developmental ideas? Fun!

Eleven Reasons to Try FeedForward

Participants are then asked why this exercise is seen as fun and helpful as opposed to painful, embarrassing or uncomfortable. Their answers provide a great explanation of why feedforward can often be more useful than feedback as a developmental tool.

1. We can change the future. We can’t change the past. Feedforward helps people envision and focus on a positive future, not a failed past. Athletes are often trained using feedforward. Racecar drivers are taught to, “Look at the road ahead, not at the wall.” Basketball players are taught to envision the ball going in the hoop and to imagine the perfect shot. By giving people ideas on how they can be even more successful, we can increase their chances of achieving this success in the future.

2. It can be more productive to help people be “right,” than prove they were “wrong.” Negative feedback often becomes an exercise in “let me prove you were wrong.” This tends to produce defensiveness on the part of the receiver and discomfort on the part of the sender. Even constructively delivered feedback is often seen as negative as it necessarily involves a discussion of mistakes, shortfalls, and problems. Feedforward, on the other hand, is almost always seen as positive because it focuses on solutions – not problems.

3. Feedforward is especially suited to successful people. Successful people like getting ideas that are aimed at helping them achieve their goals. They tend to resist negative judgment. We all tend to accept feedback that is consistent with the way we see ourselves. We also tend to reject or deny feedback that is inconsistent with the way we see ourselves. Successful people tend to have a very positive self-image. I have observed many successful executives respond to (and even enjoy) feedforward. I am not sure that these same people would have had such a positive reaction to feedback.

4. Feedforward can come from anyone who knows about the task. It does not require personal experience with the individual. One very common positive reaction to the previously described exercise is that participants are amazed by how much they can learn from people that they don’t know! For example, if you want to be a better listener, almost any fellow leader can give you ideas on how you can improve. They don’t have to know you. Feedback requires knowing about the person. Feedforward just requires having good ideas for achieving the task.

5. People do not take feedforward as personally as feedback. In theory, constructive feedback is supposed to “focus on the performance, not the person”. In practice, almost all feedback is taken personally (no matter how it is delivered). Successful people’s sense of identity is highly connected with their work. The more successful people are, the more this tends to be true. It is hard to give a dedicated professional feedback that is not taken personally. Feedforward cannot involve a personal critique, since it is discussing something that has not yet happened! Positive suggestions tend to be seen as objective advice – personal critiques are often viewed as personal attacks.

6. Feedback can reinforce personal stereotyping and negative self-fulfilling prophecies. Feedforward can reinforce the possibility of change. Feedback can reinforce the feeling of failure. How many of us have been “helped” by a spouse, significant other or friend, who seems to have a near-photographic memory of our previous “sins” that they share with us in order to point out the history of our shortcomings. Negative feedback can be used to reinforce the message, “this is just the way you are”. Feedforward is based on the assumption that the receiver of suggestions can make positive changes in the future.

7. Face it! Most of us hate getting negative feedback, and we don’t like to give it. I have reviewed summary 360 feedback reports for over 50 companies. The items, “provides developmental feedback in a timely manner” and “encourages and accepts constructive criticism” almost always score near the bottom on co-worker satisfaction with leaders. Traditional training does not seem to make a great deal of difference. If leaders got better at providing feedback every time the performance appraisal forms were “improved”, most should be perfect by now! Leaders are not very good at giving or receiving negative feedback. It is unlikely that this will change in the near future.

8. Feedforward can cover almost all of the same “material” as feedback. Imagine that you have just made a terrible presentation in front of the executive committee. Your manager is in the room. Rather than make you “relive” this humiliating experience, your manager might help you prepare for future presentations by giving you suggestions for the future. These suggestions can be very specific and still delivered in a positive way. In this way your manager can “cover the same points” without feeling embarrassed and without making you feel even more humiliated.

9. Feedforward tends to be much faster and more efficient than feedback. An excellent technique for giving ideas to successful people is to say, “Here are four ideas for the future. Please accept these in the positive spirit that they are given. If you can only use two of the ideas, you are still two ahead. Just ignore what doesn’t make sense for you.” With this approach almost no time gets wasted on judging the quality of the ideas or “proving that the ideas are wrong”. This “debate” time is usually negative; it can take up a lot of time, and it is often not very productive. By eliminating judgment of the ideas, the process becomes much more positive for the sender, as well as the receiver. Successful people tend to have a high need for self-determination and will tend to accept ideas that they “buy” while rejecting ideas that feel “forced” upon them.

10. Feedforward can be a useful tool to apply with managers, peers and team members. Rightly or wrongly, feedback is associated with judgment. This can lead to very negative – or even career-limiting – unintended consequences when applied to managers or peers. Feedforward does not imply superiority of judgment. It is more focused on being a helpful “fellow traveler” than an “expert”. As such it can be easier to hear from a person who is not in a position of power or authority. An excellent team building exercise is to have each team member ask, “How can I better help our team in the future?” and listen to feedforward from fellow team members (in one-on-one dialogues.)

11. People tend to listen more attentively to feedforward than feedback. One participant is the feedforward exercise noted, “I think that I listened more effectively in this exercise than I ever do at work!” When asked why, he responded, “Normally, when others are speaking, I am so busy composing a reply that will make sure that I sound smart – that I am not fully listening to what the other person is saying. In feedforward the only reply that I am allowed to make is ‘thank you’. Since I don’t have to worry about composing a clever reply – I can focus all of my energy on listening to the other person!”

In summary, the intent of this article is not to imply that leaders should never give feedback or that performance appraisals should be abandoned. The intent is to show how feedforward can often be preferable to feedback in day-to-day interactions. Aside from its effectiveness and efficiency, feedforward can make life a lot more enjoyable. When managers are asked, “How did you feel the last time you received feedback?” their most common responses are very negative. When managers are asked how they felt after receiving feedforward, they reply that feedforward was not only useful, it was also fun!

Quality communication – between and among people at all levels and every department and division – is the glue that holds organizations together. By using feedforward – and by encouraging others to use it – leaders can dramatically improve the quality of communication in their organizations, ensuring that the right message is conveyed, and that those who receive it are receptive to its content. The result is a much more dynamic, much more open organization – one whose employees focus on the promise of the future rather than dwelling on the mistakes of the past.

Author:

Looking for professional development (http://www.cmctraining.org/) courses and seminars? Then check out the many training and development courses, including sales training and leadership training (http://www.cmctraining.org/reg/category.asp?cat_id=10) courses, offered by Canadian Management Centre, a trusted partner in worldwide professional development with over 40 years of experience.

« Previous Page