What makes the organization of work teams a great challenge within companies?
Making people work as a team is one of the greatest challenges for companies. And a great way to start overcoming this challenge is to make clear the role of each person on the team.
There are two main reasons for this:
- The first is that, many times, people are totally unaware of the work routine and what is their role within this teamwork routine.
- Another reason is that companies do not make clear the role of each employee within the organization as a whole, regardless of the team they work for.
So people begin the working relationship by tripping over each other and banging heads.
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One starts what the other was already doing, people focus on repeated tasks – the so-called duplication of tasks -, finally, the scenario goes for the worse.
And if this continues, it will be impossible to improve the efficiency of teamwork. But how to overcome these difficulties? Is there a formula for this?
In fact, to prevent this from happening, you need to organize the work, formalize roles, tasks and responsibilities.
To help you in this mission, here are some tips on how to organize your team’s work in a practical and objective way.
How to organize a work team
Knowing how to coordinate a work team is not easy. For example, you need to know how to divide tasks in a team to promote the organization of individual and collective activities at work.
So, follow our tips on how to organize a work team. You will see that the results will appear naturally and with everyone’s collaboration.
1. Make it clear what the company expects from an employee
The expectation of a company towards an employee is not always the same as that of an employee towards the company. But how do you know what to expect from a work team?
To do this, make it clear early on what your company expects from your employee. This goes beyond vision, mission and values of the company.
In addition to these strategic guidelines, also show what you expect from the results within the activities that each member will perform in the team and in the general context of the business.
We’re not talking about job descriptions, the old famous job descriptions that come in a boxy manual that no one really understands.
We are talking about clearly telling the employee what their daily work routine will be and what the team expects from them.
Aligning these expectations is essential so that everyone knows what they should do, how they should do it and how they will be charged and monitored for it.
Thus, it prevents an employee from trying too hard, but doing something that was not expected of him. And, in the same way, it is guaranteed that he is sure that he is doing what the company really needs him to do.
Make the company’s expectations clear.
2. Test the employee with your team before hiring
There is no way to organize a work team without adding new collaborators to the team. But after the process of recruiting and selecting people, will you hire an employee without even knowing if the relationship will work with the work team?
Some people simply cannot work together and may end up hindering the performance of the entire sales team. So it’s always good to test people to see if they can work together easily.
There are people with different habits, personalities and thoughts who will never be able to work together. Thus, it will be impossible to organize an effective work team if people do not have a good rapport.
So just don’t hire the employee without knowing if he or she will fit into the team. Take a test first. Put him to work with the group for a few days and keep an eye on interactions with other members.
Thus, you will be able to ensure that professional profiles complement each other and that teamwork will work.
3. Don’t operate for the idea of the week
Most small businesses fall into this huge flaw!
It’s very – very – important for you to understand that once you’ve directed your employees to a task, let them do that task to the end. Without this care, there is no way to efficiently coordinate a work team.
Constantly changing the direction to be taken will only hinder your team’s performance.
Therefore, if any task has been scheduled for the employee, wait until it is completed before assigning another one.
When tasks constantly change, the team is lost. Don’t change your goal every week. Over time, this leaves employees lost and team performance suffers greatly.
Let the ideas you collected at that event mature and in the meantime give your team time to finish the tasks they are already working on.
Another point: don’t run around putting out fires all the time! If this is necessary, do not mobilize the entire team, but only enough employees to resolve this emergency.
In fact, you should plan to prevent these fires from occurring by anticipating any risks and having contingency plans in place to deal with them.
Organizing a team is no easy task!
Organizing a team is not an easy task.
Much less manage to make everything always a bed of roses. Conflicts will arise, people will fall out and, most of all, people will abandon ship in the middle of the journey.
It will be up to the leader to resolve these conflicts without the work team losing its strength and its production pace.
How does the formation of a workgroup work?
Teamwork and leading a developing group can be extremely challenging.
Therefore, knowing how the members of a group know each other, consolidate the relationship and start working with each other in a collaborative way, can be of great help.
Did you know that groups, when relating, go through 5 stages, reaching maximum performance in the 4th phase of their interaction?
Check out what these 5 phases are and how your employees will act until they reach the best performance!
The 5 phases of group formation dynamics:
Phase 1: training
The formation of the group begins with the introduction of its members. The initial phase works like a “warm up of the engines”.
It is necessary for everyone to discover how others work and what they do best, so that they can work in a complementary way. And this process is naturally time-consuming.
At first, there is a certain distrust among the participants who “test” the behavior of others, little by little. With this, they define their “territories” and their areas of influence.
Phase 2: storm
After the initial impact, the members of the group start trying to work together, but as they still don’t know each other very well, this happens in a disorderly and even hostile way, in some cases.
One team member usually tries to organize things and lead the group, but there is resistance from others.
This resistance will only end when the leader legitimizes this position, in some way, usually as a function of performance.
Phase 3: standardization
After a period of relationship, the members begin to identify themselves as a group. They understand which role each one can play in the best way for the success of all, including who should take the pale of leader.
With the leadership accepted by the group and the roles of each defined, the group creates its own relationship rules. Unity and collaboration increase.
There is now a clear common goal for everyone, and team members have already developed a consensus on how best to achieve these goals and objectives.
Phase 4: high performance
The high performance phase starts with everyone working with a lot of focus. Energies can now be directed towards the work itself, not the organization of the group.
All barriers to superior performance have been overcome, there are no more conflicts or misunderstandings. The team knows what each person should do and how.
The division of responsibilities taking into account the skills and experience of each one leads to greater productivity and efficiency.
Phase 5: dissolution
Group dissolution is an especially important phase when dealing with company-specific projects.
In the same way that these activities in the organization have a beginning, unfolding and ending, the group also ends up disaggregating, but taking learnings for a next experience, whether with the same members, part of them or not.
Thus, after reaching their goals, the members of the group move away, maintaining different degrees of relationship ties in their areas of the company.
In the case of sales teams, there is usually no quick dissolution. Members join and leave the group continuously. And that requires some important HR processes, such as the integration of new professionals and the ramp up of salespeople.
Organizing a work team without any problems is quite complicated. Managing and leading people is a challenge that will never end.
That’s why leadership is the union of passion, willpower and flexibility. Like your team members, have a firm grip on goals and know how to deal with conflicts. This is the secret sauce for organizing your work team.