Section 1.3 in the CPTD Certification program for ATD is Collaboration and Leadership. Section A reads “A knowledge of theories, methods, and techniques to build and manage professional relationships, for example group dynamics, teamwork, shared experience, and negotiation.”
This article will highlight some techniques that can enhance collaboration. Recognize that collaboration is significantly different in the post COVID-19 world, so new challenges and opportunities will unfold for some time.
The Foundation of Collaboration
Good teamwork and collaboration require a culture of mutual respect. This does not mean that everyone on the team will always agree on everything going on. The acid test of a team is how people react when there is an inevitable disagreement.
The way to generate this kind of excellent culture is to start the team off correctly by creating a charter that identifies how individuals intend to act when there are problems. Individuals on teams without a firm charter often regress to child-like behaviors when facing disagreements.
If everyone on the team agrees to a set of expected behaviors and also the consequences that will befall anyone who violates the charter and does so while the team is still in the forming stage, then there is a much lower potential for acting out later on.
Watch the Pronouns
This element is key, especially when several people on the team are working remotely. If you see a lot of language that contains the words “we” and “they” check to see if some silos are emerging within the team. For example, you might read, “We wanted to go with the original wording, but they thought it was too harsh.” That kind of wording is indicative of problems in teamwork ahead, particularly if people are interfacing virtually.
Watch how People Address Each Other
The words selected as well as the body language and tone of voice will let you know if the mutual respect is deep and strong or shallow and fragile. Look for how the team members support each other and are inclusive with all team members.
Do not Allow Jokes at the Expense of a Team Member
Often teams make the mistake of allowing little snide jokes about the appearance or mannerisms of some team members. Even though everybody knows these side comments are made in jest, some damage to relationships occurs. If the habit persists, then long term damage to self esteem is going to follow.
An old pastor I once knew told me, “Never say anything hurtful about your mate, even if it is said in jest.” I have always tried to follow that advice, but I confess that I have been less than perfect in this. When working with teams of professionals, I insist on a strict adherence to the no jokes at the expense of others rule.
Help the Team Celebrate
Great teams enjoy celebrating milestones with the group. That is more difficult in a virtual world, but it is possible. You might have a kind of virtual cocktail party where each person serves a favorite beverage. You could play some simple games for small prizes to be mailed out, if the team agrees. Let your creativity figure out how to keep the atmosphere from becoming too somber.
These are just a few tips from my experience. In a virtual or hybrid world, the challenge is greater, but it is really worth investing in these kinds of activities for the benefit of better teamwork.
Bob Whipple, MBA, CPTD, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of: The Trust Factor: Advanced Leadership for Professionals, Understanding E-Body Language: Building Trust Online, Leading with Trust is Like Sailing Downwind, and Trust in Transition: Navigating Organizational Change. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations.
In his famous program, “Effective Negotiating,” Chester A. Karrass, makes the observation that, in negotiations, often appearing dumb is a great strategy.
The idea is that acting clueless causes the other party to fill in some blanks with information that may ultimately be helpful to you in the negotiation.
Conversely, acting as if you know everything is usually a bad strategy, because you end up supplying too much information too early in the conversation. This habit gives your opponent in the negotiation a significant advantage.
As I work with leaders in organizations of all sizes, a similar observation could be made about leadership. Being dumb is sometimes smart, and being too smart is often dumb. Let’s examine some examples of why this dichotomy is a helpful concept.
To make enlightened decisions, leaders need good information. It sounds simple, but in the chaos of every day organizational issues, it is sometimes difficult to determine which set of information is true.
Rather than blurting out their preconceived notion of what is going on, if leaders would simply act a little confused, like the brilliant detective Colombo, they would elicit far more information from other people.
The way to execute this strategy is simple. Refrain from making absolute statements, and ask a lot of open ended questions. This draws out alternate points of view from individuals and allows the leader to hear many nuances before tipping his or her hand.
When leaders display hubris, and expound their perspective on every issue before others have a chance to voice their ideas, it stifles collaboration and creativity. Therefore, being smart is often a dumb strategy.
Of course, no rule of thumb works in every situation. Leaders need to know when the time is right to divulge their opinion.
Unfortunately, due to over active egos, most leaders like to weigh in on issues far too early. This colors objective conversation and cuts off interesting alternate perspectives.
The same logic holds when making decisions after the information has been gathered. If leaders would say, “I wonder what we should do,” instead of, “Here is what we have to do,” they would draw out the best ideas available.
Smart is dumb and dumb is smart in terms of getting a smorgasbord of options from which to choose. It creates a diversity of ideas that may lead to superior decisions.
The antidote to this problem is simple. Leaders need to understand this dynamic and catch themselves in the act. By being alert to the dangers of advocating too early, leaders can improve their batting average at allowing everyone to enter the conversation at an appropriate level.
Sometimes in a crisis situation, it may be necessary for a leader to be highly directive and quick on the draw. Usually, it is better for the leader to allow conversation around sensitive issues, and then work with people to find the best solution.
If you are a leader, it is important to catch yourself on this issue and begin to train yourself to have more patience and improve your listening skills.
It has been said many times that the Lord gave us two ears and one mouth, because we should listen twice as much as we speak. Many leaders do not understand this simple logic, and it works to their detriment.
They are dumb because they are too smart.
Bob Whipple is CEO of Leadergrow, Inc. an organization dedicated to growing leaders. He can be reached at firstname.lastname@example.org
In the current environment, many teams are forced to operate remotely. This article is based on one that I wrote with Nancy Settle Murphy in 2013 and recently modified to apply in today’s pandemic conditions.
I think Nancy is one of the most effective consultants to help build more cohesive remote groups. Her blog “Communique by Guided Insights” is normally centered on how to operate effectively with a virtual team.
Today’s astonishing economic and social distancing situation affects virtually every working individual around the globe. As organizations are forced to make drastic cuts and other difficult changes to remain viable, the need for competent, credible, trustworthy leaders has never been greater.
At the same time, the very nature of our global pandemic and economic collapse has bred deep distrust for many business leaders, money managers, politicians and others who contributed or are reacting to the current morass.
Leading an organization through turbulent times requires an uncommon ability to inspire trust. But when people are geographically dispersed, especially in scary times, they are far more likely to be fearful, suspicious and immobilized in the absence of trust.
Industry studies show that in the best of times high-trust teams are between 200-300% more productive than low-trust teams. In tough times, that delta is likely to be even greater. That’s why organizations that operate virtual teams need leaders who know how to earn and cultivate trust among teams that feel increasing pressure to perform.
Here are nine practical tips for leaders who struggle to maintain trust in these troubled times.
1. Verify a vision and goals eye-to-eye.
Without a shared vision and focus, conflict and distrust become frequent and harder to resolve. Virtual teams have few opportunities to test for shared meaning, validate assumptions, and spot disconnects before they become problems.
Arguably, this alignment might be achieved through a series of superbly-executed team calls and online conferences; but in reality, the surest and easiest way to galvanize a team is to bring people together face-to-face, if not in person, then virtually live.
Once coalesced, the team can then modify goals and verify buy-in from afar on a regular basis. All team members need a palpable connection with the root vision. Without it, the best intentions of team leaders are likely to fall short.
2. Agree on a shared set of team principles, behaviors and norms.
To build trust, all team members need to hold each other accountable to some standards of behavior. If these principles are nothing more than vague intentions or fuzzy “feel good” rules, they won’t provide the specificity members need to call each other out in case of a transgression.
When leaders permit some members to violate agreed-upon norms, they risk their credibility with team members who expect them to enforce the rules.
An example of team behavior that can help enforce desired behavior: “We will eliminate ‘silent no’s’ from our conference calls.” (A “silent no” is when a member of the call does not agree with the conclusions but does not voice objections and instead works to undermine the decision, destroying solidarity and trust in the process.)
3. Reinforce candor.
To foster a culture of trust, the leader needs to ensure people are not worried about being punished for voicing their reservations or concerns. The ability of a leader to encourage and reinforce candor lies at the heart of the trust-building process.
When people are naturally paranoid about their longevity in an organization, they will stifle any misgivings unless the leader is explicit about the safety of voicing concerns. Trust cannot grow in an environment where people are scared to speak their truth.
4. Anticipate and address stress points.
When people feel pressured to perform, unattractive behaviors such as finger-pointing and defensiveness can emerge. When team members can’t have face-to-face conversations to smooth ruffled feathers, such behavior can quickly derail even the most well-aligned team.
By creating a culture of mutual support and respect, team members can minimize the fall-out after a misstep. Establishing ground rules related to giving and taking responsibility, solving problems and escalating issues can help.
Creating norms around communications during times of conflict or dissension are essential. The leader’s behavior sets the stage for all members. If lapses should occur, the leader needs to acknowledge them as such, lest team members assume they can follow suit and violate other norms.
5. When in doubt, reveal more rather than less.
Team leaders are often privy to inside information to which others don’t have access. Err on the side of being more transparent rather than less, providing you don’t violate any policies.
Even in the best of times, remote team members may feel left out of the communication loop. But when futures seem uncertain, remote team members may feel even more discomfited and disconnected.
Team leaders might open each Zoom by asking members what rumors they’ve been hearing, and then address each point with the latest, most accurate information they have.
If team members seem reticent, open an anonymous virtual conference area where team members can pose questions or express concerns, to which team leaders can respond to the team as a whole.
6. Celebrate the small wins.
Especially in these difficult times, it’s important to highlight the good things that happen in small ways on a daily basis. In addition to recognizing achievements and milestones, team leaders might also acknowledge instances of collaboration or creative use of resources.
Leaders might establish a program where members can recommend other team members for a reward based on behaviors or actions that contribute to the success of the whole team.
For example, members might earn rewards doing more than their share to keep the project on track or finding “free” resources. Rewards can include a gift certificate for an online store or a personal note sent to the person’s home.
When setting formal team goals, make sure that the team has many opportunities to celebrate milestones and that the goals always have the appropriate amount of reach.
7. Encourage creativity and reasonable risk taking.
Surviving in today’s tough climate requires courage, creativity and a certain amount of fearlessness. This is particularly true for health workers or other vital service providers.
Team leaders need to be clear about the type of risks that are allowed, versus those the organization cannot afford to take. Once ground rules are in place, team leaders can find ways to move creative ideas into action.
For example, brainstorming sessions can be set up via phone or virtual conference area where all team members can easily contribute a volley of ideas, which can then be vetted and acted upon.
Even when new ideas don’t pan out as planned, team leaders should congratulate team members for their creativity, helping to cultivate an innovative, energized, and supportive environment that is so important in difficult times.
8. Keep an eye out for the small problems.
In some remote teams, members may have never even met each other or may have only a superficial relationship. As a result, it can take a long time to cultivate trust, especially when in-person interactions are limited.
When team members don’t feel entirely comfortable having candid conversations, little annoyances can lead to big problems. Since people may be feeling near their endurance limit with personal issues, they may be more short-tempered than normal.
Team leaders need to be vigilant about addressing small rifts and immediately bring team members back to the sense of purpose. In some cases, this requires an open conversation with the whole team, and in others, a private phone conversation may be more appropriate.
If turf battles become too much of a distraction, it may be time to bring all or some team members together on one Zoom to settle differences and repair relationships. The way leaders can prevent silos from forming is to continually remind the groups that they share a common goal at the next higher level.
9. When draconian actions are required, let people grieve.
Nearly all businesses will need to make increasingly difficult decisions to remain viable. Layoffs, salary freezes, pay cuts, forced furloughs, divestitures, and mergers all take a huge emotional toll on the workers who remain.
Leaders should encourage team members to discuss their sense of loss and talk about their grief rather than giving members a cheerful pep talk or ignoring the pervasive sense of loss.
In the wake of each such change, leaders can start team calls by asking people how they are feeling. Remember that individuals need to go through the stages of the grieving process (anticipation, ending, transition, and beginning) in their own way and time.
Having time to grieve allows people to become fully functioning players in the new order rather than continually mourning for what was lost. When individuals are part of the rebuilding process, they’ll be more emotionally committed to the success of the team.
Keeping a team motivated, energized and productive during times like these will test the mettle of even the most accomplished leader. But when team members work remotely, team leaders must take extraordinary measures to cultivate mutual trust and a truly level playing field among everyone on the team.
Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of: The Trust Factor: Advanced Leadership for Professionals, Understanding E-Body Language: Building Trust Online, and Leading with Trust is Like Sailing Downwind. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations