How to Build a Collaborative Team Environment

Keep everyone in the loop to prevent them from going in different directions. Try to avoid letting your team members loose without any guidance towards how to complete your overall goal. Instead, thoroughly cover what you expect at the end of the project and some guidelines for your colleagues to follow. Give clear direction about the steps that need to get done, set deadlines for when tasks should be completed, and discuss the work ethic you want from the group.^[2]

• Some questions you can pose to your team include “How do you envision this project if we do it successfully?” or “What actions can we take to meet our standards?” This helps the group feel more involved right from the start.
• It’s okay for you to set some of the expectations yourself without consulting the group. For example, you may set a strict deadline for each of the actions you decide on.

People are more successful doing something they’re proficient in. Go around to each team member and ask them about which areas they have the most proficiency in. When someone’s skill set lines up with any of the tasks, have them work on it so you can get the best results. Try to break down all of the things you need to do to reach your overall goal and give each team member a good balance of things to do.^[3]

• For example, if you’re working on an ad campaign, you may have a graphic designer mockup some example advertisements, a writer work on the copy, and a social media manager find the audience and determine what will provide the most engagement.
• Look for ways to pair people up in your group so you can get multiple perspectives on a task.
• If the people you’re with don’t slot well into any of the tasks you need to complete, try to find the one that they’re most interested in so they feel engaged.

Many programs let you work on the same files, even if you’re remote. Look for a project management app to use so everyone can see what tasks need to be done and what’s already been completed. If you need to work on the same things, sign up for a cloud storage service to share files or work on web documents that multiple people can edit simultaneously, like Google Docs. That way, you can all see what you and your other team members should be working on.^[4]

• Some good project management apps include Microsoft Project, Basecamp, Trello, or Teamwork.
• Cloud storage options include Google Drive, Dropbox, OneDrive, and iCloud.

Checking in helps everyone stay on task. Try to set up a daily huddle where you can discuss what needs to get done for the day and where you left off on your duties. If you can’t meet every day, at least get together once a week to talk about your progress and the next steps to take to reach your goal.^[5]

• If you’re working as a remote team, hop on a video call so you can still talk face-to-face.

Your team is more likely to open up if they see you do the same thing first. At least once a day, share any updates or news about what you’re working on so they stay in the know. This could be at an in-person meeting, over a remote video call, or just through a messaging app. Be fully open and honest with your team members, especially if you make a mistake, since it shows your colleagues that it’s safe to open up.^[6]

• If there is an issue, try to troubleshoot it right away so team members recognize that it’s okay to make a mistake and you’ll be able to work through it.

Your team will appreciate feeling heard and offering their opinions. Open the discussion up to everyone on your team and ask them if they have any recommendations or concerns. As someone is speaking, give them your full attention and avoid cutting them off. Use the topic they mentioned as a jumping-off point for the next part of the conversation.^[7]

• Be open and receptive to everyone’s suggestions, or else your team won’t feel like they can speak their mind. If someone hasn’t had a chance to say something, ask them for their input.
• Give each team member the same amount of time to speak to make sure everyone feels heard. If you only have time for a short meeting, set a strict time limit for each person so everyone has a chance to chime in.^[8]
• Give your team the opportunity to approach you outside of meetings too so they can talk to you whenever they feel the need to.

Show you’re interested in what your team has to say by following up. If you’re having trouble understanding someone’s point, try to delve deeper into what they’re thinking so they can explain it better. Keep asking questions until you fully grasp what the person is saying so you can consider it for the project.^[9]

• Pose questions like, “Can you help me understand your thinking behind this?” or “How does this relate to your other concerns?” Both of these questions are non-aggressive and only help you get more clarity.
• Try your best to avoid judging someone for what they’ve said. You never know if it’s a good idea until you talk it out or try it.

Positive reinforcement works better than saying what’s wrong. Rather than telling someone they had a bad idea, say something positive before expressing your concerns. If it’s something you really disagree with, frame your thoughts as your personal opinion rather than an attack on the person so it doesn’t come across as negatively.^[10]

• For example, you could say, “I love the color choices that you made for this ad, but I wonder if we can explore other layouts to really make them stand out more.”
• You could also say something like, “Here’s what I believe about the subject,” before stating your opinion.

Stay aware of deadlines, but don’t forget about your team’s needs. It can be really easy to have a one-track mind as you try to complete your goal, but try to balance your attention. Keep open communication so you can bond and feel comfortable discussing issues that come up. If your team needs a break, look for ways to ease their workload, such as delegating part of their task to someone else or taking over a portion of it. However, always keep the task at hand on your mind to make sure you’re still making progress toward the end goal you want to achieve.^[11]

Show that you’re willing to make changes so your team feels heard. Even though your team has a set goal, listen to what the other members have to say. Allow them to bounce ideas around and consider everything they say if it helps out with the project. Explore all the options you can so your team feels heard, and incorporate their thoughts into the final result.^[12]

• You don’t have to use every idea that someone comes up with, but you should at least discuss it to see if it would be beneficial.
• Avoid shooting down recommendations right away. Instead, ask for further explanation if you’re confused.

Let your team know you’re reliable by doing what you say you will. Whenever you say you’re going to do something, complete it in a timely manner. Stick to your own deadlines and put in your best effort so your team knows they can rely on you. If one of your team members asks you to do something or make a change, do your best to help them out so they feel like you’re listening to them.^[13]

• For example, if someone asks to work more on the creative side of a project, look for tasks that you can substitute into their workload.

Your team will learn how to act by your example. Follow the exact same expectations you have for the rest of your team to help them get more involved. Make sure you open up to them with ideas, ask how you can help, and put in the work you say you’re going to do so your team can rely on you. Since your team’s looking up to you, they’re more likely to mimic what they see you doing.^[14]

• For example, if your teammates see you aren’t engaged when someone else is talking, they may think it’s okay to ignore someone’s ideas too. Instead, give people your full attention so they know you’re listening.

Positivity boosts your team’s mood and makes you more approachable. When you’re in a good mood, your team will feel a lot more comfortable coming to you with issues or ideas.^[15] Flash your smile regularly and avoid complaining about things while you’re at work. You can also take a moment to thank your colleagues for their hard work, and help them out when they need it so positivity spreads throughout your workplace.^[16]

• When a teammate is enthusiastic about something, get excited with them.

Pass on your knowledge to help pay it forward. As you’re working with your colleagues, give them helpful advice that you wish you would have known in their position. Integrate coaching and mentoring into your everyday activities by offering advice, connecting your teammates with other people you work with, and training them in new, applicable skills.^[17]

• Mentoring can help your team feel involved and make them more eager to work every day.
• You can also encourage more experienced team members to mentor newer team members by having them work together on a task.

Build a deeper connection by having fun with one another. Plan a time where you can get together and casually hang out with your team outside of the workplace. Plan a lunch, a company picnic, or a work party so you can bond with the other members of your team. Talk about your interests outside of work and get to know each other better so you feel more tight-knit and open to discussion.^[18]

Recognize your team’s efforts so they feel appreciated. Give them credit for everything they completed and tell them why they were important in making your goal successful. Share the information with the rest of the team and company so others can celebrate with them.^[19]

• For example, you could send out an email or distribute a newsletter showcasing the work someone put in and letting them know how much you appreciate it.