The Five Dysfunctions of a Team

Metadata §

• Author: Patrick M. Lencioni
• Full Title: The Five Dysfunctions of a Team

Highlights §

• Not finance. Not strategy. Not technology. It is teamwork that remains the ultimate competitive advantage, both because it is so powerful and so rare. (Location 85)
• “If you could get all the people in an organization rowing in the same direction, you could dominate any industry, in any market, against any competition, at any time.” (Location 87)
• teamwork is as elusive as it has ever been within most organizations. The fact remains that teams, because they are made up of imperfect human beings, are inherently dysfunctional. (Location 92)
• Success comes only for those groups that overcome the all- too- human behavioral tendencies that corrupt teams and breed dysfunctional politics within them. (Location 96)
• “Great teams do not hold back with one another,” she said. “They are unafraid to air their dirty laundry. They admit their mistakes, their weaknesses, and their concerns without fear of reprisal.” (Location 453)
• “Politics is when people choose their words and actions based on how they want others to react rather than based on what they really think.” (Location 900)
• Some people are hard to hold accountable because they are so helpful. Others because they get defensive. Others because they are intimidating. (Location 1539)
• First, genuine teamwork in most organizations remains as elusive as it has ever been. Second, organizations fail to achieve teamwork because they unknowingly fall prey to five natural but dangerous pitfalls, which I call the five dysfunctions of a team. (Location 1904)
• These dysfunctions can be mistakenly interpreted as five distinct issues that can be addressed in isolation of the others. But in reality they form an interrelated model, making susceptibility to even one of them potentially lethal for the success of a team. A cursory overview of each dysfunction, and the model they comprise, should make this clearer. (Location 1906)
• 1. The first dysfunction is an absence of trust among team members. Essentially, this stems from their unwillingness to be vulnerable within the group. Team members who are not genuinely open with one another about their mistakes and weaknesses make it impossible to build a foundation for trust. (Location 1909)
• This failure to build trust is damaging because it sets the tone for the second dysfunction: fear of conflict. Teams that lack trust are incapable of engaging in unfiltered and passionate debate of ideas. Instead, they resort to veiled discussions and guarded comments. (Location 1912)
• 3. A lack of healthy conflict is a problem because it ensures the third dysfunction of a team: lack of commitment. Without having aired their opinions in the course of passionate and open debate, team members rarely, if ever, buy in and commit to decisions, though they may feign agreement during meetings. (Location 1915)
• Because of this lack of real commitment and buy- in, team members develop an avoidance of accountability, the fourth dysfunction. Without committing to a clear plan of action, even the most focused and driven people often hesitate to call their peers on actions and behaviors that seem counterproductive to the good of the team. (Location 1918)
• Failure to hold one another accountable creates an environment where the fifth dysfunction can thrive. Inattention to results occurs when team members put their individual needs (such as ego, career development, or recognition) or even the needs of their divisions above the collective goals of the team. (Location 1921)
• Another way to understand this model is to take the opposite approach— a positive one— and imagine how members of truly cohesive teams behave: 1. They trust one another. 2. They engage in unfiltered conflict around ideas. 3. They commit to decisions and plans of action. 4. They hold one another accountable for delivering against those plans. 5. They focus on the achievement of collective results. (Location 1924)
• DYSFUNCTION I : ABSENCE OF TRUST Trust lies at the heart of a functioning, cohesive team. Without it, teamwork is all but impossible. (Location 1969)
• In the context of building a team, trust is the confidence among team members that their peers’ intentions are good, and that there is no reason to be protective or careful around the group. In essence, teammates must get comfortable being vulnerable with one another. (Location 1973)
• it is not enough to represent the kind of trust that is characteristic of a great team. It requires team members to make themselves vulnerable to one another, and be confident that their respective vulnerabilities will not be used against them. The vulnerabilities I’m referring to include weaknesses, skill deficiencies, interpersonal shortcomings, mistakes, and requests for help. (Location 1977)
• it is only when team members are truly comfortable being exposed to one another that they begin to act without concern for protecting themselves. As a result, they can focus their energy and attention completely on the job at hand, rather than on being strategically disingenuous or political with one another. (Location 1981)
• Achieving vulnerability- based trust is difficult because in the course of career advancement and education, most successful people learn to be competitive with their peers, and protective of their reputations. It is a challenge for them to turn those instincts off for the good of a team, but that is exactly what is required. (Location 1983)
• Teams that lack trust waste inordinate amounts of time and energy managing their behaviors and interactions within the group. They tend to dread team meetings, and are reluctant to take risks in asking for or offering assistance to others. As a result, morale on distrusting teams is usually quite low, and unwanted turnover is high. (Location 1986)
• Members of teams with an absence of trust …• Conceal their weaknesses and mistakes from one another• Hesitate to ask for help or provide constructive feedback• Hesitate to offer help outside their own areas of responsibility• Jump to conclusions about the intentions and aptitudes of others without attempting to clarify them• Fail to recognize and tap into one another’s skills and experiences• Waste time and energy managing their behaviors for effect• Hold grudges• Dread meetings and find reasons to avoid spending time together (Location 1989)
• Members of trusting teams …• Admit weaknesses and mistakes• Ask for help• Accept questions and input about their areas of responsibility• Give one another the benefit of the doubt before arriving at a negative conclusion• Take risks in offering feedback and assistance• Appreciate and tap into one another’s skills and experiences• Focus time and energy on important issues, not politics• Offer and accept apologies without hesitation• Look forward to meetings and other opportunities to work as a group (Location 2000)
• Unfortunately, vulnerability- based trust cannot be achieved overnight. It requires shared experiences over time, multiple instances of follow- through and credibility, and an in- depth understanding of the unique attributes of team members. However, by taking a focused approach, a team can dramatically accelerate the process and achieve trust in relatively short order. (Location 2013)
• Personal Histories Exercise In less than an hour, a team can take the first steps toward developing trust. This low- risk exercise requires nothing more than going around the table during a meeting and having team members answer a short list of questions about themselves. Questions need not be overly sensitive in nature and might include the following: number of siblings, hometown, unique challenges of childhood, favorite hobbies, first job, and worst job. (Location 2016)
• Team Effectiveness Exercise This exercise is more rigorous and relevant than the previous one, but may involve more risk. It requires team members to identify the single most important contribution that each of their peers makes to the team, as well as the one area that they must either improve upon or eliminate for the good of the team. All members then report their responses, focusing on one person at a time, usually beginning with the team leader. (Location 2024)
• Personality and Behavioral Preference Profiles Some of the most effective and lasting tools for building trust on a team are profiles of team members’ behavioral preferences and personality styles. These help break down barriers by allowing people to better understand and empathize with one another. The best profiling tool, in my opinion, is the Myers- Briggs Type Indicator (MBTI). However, a number of others are popular among different audiences. The purpose of most of these tools is to provide practical and scientifically valid behavioral descriptions of various team members according to the diverse ways that they think, speak, and act. (Location 2031)
• 360- Degree Feedback These tools have become popular over the past twenty years and can produce powerful results for a team. They are riskier than any of the tools or exercises described so far because they call for peers to make specific judgments and provide one another with constructive criticism. The key to making a 360- degree program work, in my opinion, is divorcing it entirely from compensation and formal performance evaluation. Rather, it should be used as a developmental tool, one that allows employees to identify strengths and weaknesses without any repercussions. (Location 2040)
• The most important action that a leader must take to encourage the building of trust on a team is to demonstrate vulnerability first. This requires that a leader risk losing face in front of the team, so that subordinates will take the same risk themselves. What is more, team leaders must create an environment that does not punish vulnerability. Even well- intentioned teams can subtly discourage trust by chastising one another for admissions of weakness or failure. Finally, displays of vulnerability on the part of a team leader must be genuine; they cannot be staged. One of the best ways to lose the trust of a team is to feign vulnerability in order to manipulate the emotions of others. (Location 2055)
• By building trust, a team makes conflict possible because team members do not hesitate to engage in passionate and sometimes emotional debate, knowing that they will not be punished for saying something that might otherwise be interpreted as destructive or critical. (Location 2062)
• All great relationships, the ones that last over time, require productive conflict in order to grow. This is true in marriage, parenthood, friendship, and certainly business. (Location 2065)
• Unfortunately, conflict is considered taboo in many situations, especially at work. And the higher you go up the management chain, the more you find people spending inordinate amounts of time and energy trying to avoid the kind of passionate debates that are essential to any great team. (Location 2067)
• It is important to distinguish productive ideological conflict from destructive fighting and interpersonal politics. Ideological conflict is limited to concepts and ideas, and avoids personality- focused, mean- spirited attacks. (Location 2069)
• But teams that engage in productive conflict know that the only purpose is to produce the best possible solution in the shortest period of time. They discuss and resolve issues more quickly and completely than others, and they emerge from heated debates with no residual feelings or collateral damage, but with an eagerness and readiness to take on the next important issue. (Location 2072)
• Ironically, teams that avoid ideological conflict often do so in order to avoid hurting team members’ feelings, and then end up encouraging dangerous tension. When team members do not openly debate and disagree about important ideas, they often turn to back- channel personal attacks, which are far nastier and more harmful than any heated argument over issues. (Location 2075)
• It is also ironic that so many people avoid conflict in the name of efficiency, because healthy conflict is actually a time saver. Contrary to the notion that teams waste time and energy arguing, those that avoid conflict actually doom themselves to revisiting issues again and again without resolution. (Location 2078)
• Teams that fear conflict …• Have boring meetings• Create environments where back- channel politics and personal attacks thrive• Ignore controversial topics that are critical to team success• Fail to tap into all the opinions and perspectives of team members• Waste time and energy with posturing and interpersonal risk management (Location 2086)
• Teams that engage in conflict …• Have lively, interesting meetings• Extract and exploit the ideas of all team members• Solve real problems quickly• Minimize politics• Put critical topics on the table for discussion (Location 2093)
• Mining Members of teams that tend to avoid conflict must occasionally assume the role of a “miner of conflict”— someone who extracts buried disagreements within the team and sheds the light of day on them. They must have the courage and confidence to call out sensitive issues and force team members to work through them. This requires a degree of objectivity during meetings and a commitment to staying with the conflict until it is resolved. Some teams may want to assign a member of the team to take on this responsibility during a given meeting or discussion. (Location 2101)
• Real- Time Permission In the process of mining for conflict, team members need to coach one another not to retreat from healthy debate. One simple but effective way to do this is to recognize when the people engaged in conflict are becoming uncomfortable with the level of discord, and then interrupt to remind them that what they are doing is necessary. As simple and paternal as this may sound, it is a remarkably effective tool for draining tension from a productive but difficult interchange, giving the participants the confidence to continue. And once the discussion or meeting has ended, it is helpful to remind participants that the conflict they just engaged in is good for the team and not something to avoid in the future. (Location 2106)
• Another tool that specifically relates to conflict is the Thomas- Kilmann Conflict Mode Instrument, commonly referred to as the TKI. It allows team members to understand natural inclinations around conflict so they can make more strategic choices about which approaches are most appropriate in different situations. (Location 2113)
• One of the most difficult challenges that a leader faces in promoting healthy conflict is the desire to protect members from harm. This leads to premature interruption of disagreements, and prevents team members from developing coping skills for dealing with conflict themselves. (Location 2117)
• it is key that leaders demonstrate restraint when their people engage in conflict, and allow resolution to occur naturally, as messy as it can sometimes be. This can be a challenge because many leaders feel that they are somehow failing in their jobs by losing control of their teams during conflict. (Location 2122)
• In the context of a team, commitment is a function of two things: clarity and buy- in. Great teams make clear and timely decisions and move forward with complete buy- in from every member of the team, even those who voted against the decision. They leave meetings confident that no one on the team is quietly harboring doubts about whether to support the actions agreed on. (Location 2131)
• The two greatest causes of the lack of commitment are the desire for consensus and the need for certainty: (Location 2134)
• Consensus. Great teams understand the danger of seeking consensus, and find ways to achieve buy- in even when complete agreement is impossible. They understand that reasonable human beings do not need to get their way in order to support a decision, but only need to know that their opinions have been heard and considered. Great teams ensure that everyone’s ideas are genuinely considered, which then creates a willingness to rally around whatever decision is ultimately made by the group. (Location 2135)
• Certainty. Great teams also pride themselves on being able to unite behind decisions and commit to clear courses of action even when there is little assurance about whether the decision is correct. That’s because they understand the old military axiom that a decision is better than no decision. They also realize that it is better to make a decision boldly and be wrong— and then change direction with equal boldness— than it is to waffle. (Location 2140)
• It is important to remember that conflict underlies the willingness to commit without perfect information. In many cases, teams have all the information they need, but it resides within the hearts and minds of the team itself and must be extracted through unfiltered debate. Only when everyone has put their opinions and perspectives on the table can the team confidently commit to a decision knowing that it has tapped into the collective wisdom of the entire group. (Location 2147)
• Regardless of whether it is caused by the need for consensus or certainty, it is important to understand that one of the greatest consequences for an executive team that does not commit to clear decisions is unresolvable discord deeper in the organization. More than any of the dysfunctions, this one creates dangerous ripple effects for subordinates. When an executive team fails to achieve buy- in from all team members, even if the disparities that exist seem relatively small, employees who report to those executives will inevitably clash when they try to interpret marching orders that are not clearly aligned with those of colleagues in other departments. Like a vortex, small gaps between executives high up in an organization become major discrepancies by the time they reach employees below. (Location 2150)
• A team that fails to commit …• Creates ambiguity among the team about direction and priorities• Watches windows of opportunity close due to excessive analysis and unnecessary delay• Breeds lack of confidence and fear of failure• Revisits discussions and decisions again and again• Encourages second- guessing among team members (Location 2157)
• A team that commits …• Creates clarity around direction and priorities• Aligns the entire team around common objectives• Develops an ability to learn from mistakes• Takes advantage of opportunities before competitors do• Moves forward without hesitation• Changes direction without hesitation or guilt (Location 2164)
• Cascading Messaging One of the most valuable disciplines that any team can adopt takes just a few minutes and is absolutely free. At the end of a staff meeting or off- site, a team should explicitly review the key decisions made during the meeting, and agree on what needs to be communicated to employees or other constituencies about those decisions. What often happens during this exercise is that members of the team learn that they are not all on the same page about what has been agreed upon and that they need to clarify specific outcomes before putting them into action. Moreover, they become clear on which of the decisions should remain confidential, and which must be communicated quickly and comprehensively. (Location 2175)
• Deadlines As simple as it seems, one of the best tools for ensuring commitment is the use of clear deadlines for when decisions will be made, and honoring those dates with discipline and rigidity. The worst enemy of a team that is susceptible to this dysfunction is ambiguity, and timing is one of the most critical factors that must be made clear. What is more, committing to deadlines for intermediate decisions and milestones is just as important as final deadlines, because it ensures that misalignment among team members is identified and addressed before the costs are too great. (Location 2182)
• Contingency and Worst- Case Scenario Analysis A team that struggles with commitment can begin overcoming this tendency by briefly discussing contingency plans up front or, better yet, clarifying the worst- case scenario for a decision they are struggling to make. This usually allows them to reduce their fears by helping them realize that the costs of an incorrect decision are survivable, and far less damaging than they had imagined. (Location 2187)
• Low- Risk Exposure Therapy Another relevant exercise for a commitment- phobic team is the demonstration of decisiveness in relatively low- risk situations. When teams force themselves to make decisions after substantial discussion but little analysis or research, they usually come to realize that the quality of the decision they made was better than they had expected. (Location 2190)
• More than any other member of the team, the leader must be comfortable with the prospect of making a decision that ultimately turns out to be wrong. And the leader must be constantly pushing the group for closure around issues, as well as adherence to schedules that the team has set. (Location 2196)
• Accountability is a buzzword that has lost much of its meaning as it has become as overused as terms like empowerment and quality. In the context of teamwork, however, it refers specifically to the willingness of team members to call their peers on performance or behaviors that might hurt the team. (Location 2205)
• The essence of this dysfunction is the unwillingness of team members to tolerate the interpersonal discomfort that accompanies calling a peer on his or her behavior and the more general tendency to avoid difficult conversations. (Location 2208)
• team members who are particularly close to one another sometimes hesitate to hold one another accountable precisely because they fear jeopardizing a valuable personal relationship. Ironically, this only causes the relationship to deteriorate as team members begin to resent one another for not living up to expectations and for allowing the standards of the group to erode. Members of great teams improve their relationships by holding one another accountable, thus demonstrating that they respect each other and have high expectations for one another’s performance. (Location 2211)
• As politically incorrect as it sounds, the most effective and efficient means of maintaining high standards of performance on a team is peer pressure. One of the benefits is the reduction of the need for excessive bureaucracy around performance management and corrective action. More than any policy or system, there is nothing like the fear of letting down respected teammates that motivates people to improve their performance. (Location 2215)
• A team that avoids accountability …• Creates resentment among team members who have different standards of performance• Encourages mediocrity• Misses deadlines and key deliverables• Places an undue burden on the team leader as the sole source of discipline (Location 2222)
• team that holds one another accountable …• Ensures that poor performers feel pressure to improve• Identifies potential problems quickly by questioning one another’s approaches without hesitation• Establishes respect among team members who are held to the same high standards• Avoids excessive bureaucracy around performance management and corrective action (Location 2228)
• Publication of Goals and Standards A good way to make it easier for team members to hold one another accountable is to clarify publicly exactly what the team needs to achieve, who needs to deliver what, and how everyone must behave in order to succeed. The enemy of accountability is ambiguity, and even when a team has initially committed to a plan or a set of behavioral standards, it is important to keep those agreements in the open so that no one can easily ignore them. (Location 2235)
• Simple and Regular Progress Reviews A little structure goes a long way toward helping people take action that they might not otherwise be inclined to do. This is especially true when it comes to giving people feedback on their behavior or performance. Team members should regularly communicate with one another, either verbally or in written form, about how they feel their teammates are doing against stated objectives and standards. Relying on them to do so on their own, with no clear expectations or structure, is inviting the potential for the avoidance of accountability. (Location 2239)
• Team Rewards By shifting rewards away from individual performance to team achievement, the team can create a culture of accountability. This occurs because a team is unlikely to stand by quietly and fail because a peer is not pulling his or her weight. (Location 2243)
• One of the most difficult challenges for a leader who wants to instill accountability on a team is to encourage and allow the team to serve as the first and primary accountability mechanism. Sometimes strong leaders naturally create an accountability vacuum within the team, leaving themselves as the only source of discipline. This creates an environment where team members assume that the leader is holding others accountable, and so they hold back even when they see something that isn’t right. (Location 2246)
• Once a leader has created a culture of accountability on a team, however, he or she must be willing to serve as the ultimate arbiter of discipline when the team itself fails. This should be a rare occurrence. Nevertheless, it must be clear to all team members that accountability has not been relegated to a consensus approach, but merely to a shared team responsibility, and that the leader of the team will not hesitate to step in when it is necessary. (Location 2250)
• How does all of this relate to the next dysfunction, the inattention to results? If teammates are not being held accountable for their contributions, they will be more likely to turn their attention to their own needs, and to the advancement of themselves or their departments. An absence of accountability is an invitation to team members to shift their attention to areas other than collective results. (Location 2255)
• The ultimate dysfunction of a team is the tendency of members to care about something other than the collective goals of the group. An unrelenting focus on specific objectives and clearly defined outcomes is a requirement for any team that judges itself on performance. (Location 2259)
• But what would a team be focused on other than results ? Team status and individual status are the prime candidates (Location 2268)
• Team status. For members of some teams, merely being part of the group is enough to keep them satisfied. For them, the achievement of specific results might be desirable, but not necessarily worthy of great sacrifice or inconvenience. As ridiculous and dangerous as this might seem, plenty of teams fall prey to the lure of status. These often include altruistic nonprofit organizations that come to believe that the nobility of their mission is enough to justify their satisfaction. Political groups, academic departments, and prestigious companies are also susceptible to this dysfunction, as they often see success in merely being associated with their special organizations.• Individual status. This refers to the familiar tendency of people to focus on enhancing their own positions or career prospects at the expense of their team. Though all human beings have an innate tendency toward self- preservation, a functional team must make the collective results of the group more important to each individual than individual members’ goals. (Location 2269)
• A team that is not focused on results …• Stagnates/ fails to grow• Rarely defeats competitors• Loses achievement- oriented employees• Encourages team members to focus on their own careers and individual goals• Is easily distracted (Location 2285)
• A team that focuses on collective results …• Retains achievement- oriented employees• Minimizes individualistic behavior• Enjoys success and suffers failure acutely• Benefits from individuals who subjugate their own goals/ interests for the good of the team• Avoids distractions (Location 2292)
• Teams that are willing to commit publicly to specific results are more likely to work with a passionate, even desperate desire to achieve those results. Teams that say, “We’ll do our best,” are subtly, if not purposefully, preparing themselves for failure. (Location 2301)
• Perhaps more than with any of the other dysfunctions, the leader must set the tone for a focus on results. If team members sense that the leader values anything other than results, they will take that as permission to do the same for themselves. Team leaders must be selfless and objective, and reserve rewards and recognition for those who make real contributions to the achievement of group goals. (Location 2309)
• the reality remains that teamwork ultimately comes down to practicing a small set of principles over a long period of time. Success is not a matter of mastering subtle, sophisticated theory, but rather of embracing common sense with uncommon levels of discipline and persistence. (Location 2313)
• Ironically, teams succeed because they are exceedingly human. By acknowledging the imperfections of their humanity, members of functional teams overcome the natural tendencies that make trust, conflict, commitment, accountability, and a focus on results so elusive. (Location 2315)
• Kathryn understood that a strong team spends considerable time together, and that by doing so, they actually save time by eliminating confusion and minimizing redundant effort and communication. Added together, Kathryn and her team spent approximately eight days each quarter in regularly scheduled meetings, which amounts to fewer than three days per month. As little as this seems when considered as a whole, most management teams balk at spending this much time together, preferring to do “real work” instead. (Location 2319)
• Annual planning meeting and leadership development retreats (three days, off- site) Topics might include budget discussions, major strategic planning overview, leadership training, succession planning, and cascading messaging• Quarterly staff meetings (two days, off- site) Topics might include major goal reviews, financial review, strategic discussions, employee performance discussions, key issue resolution, team development, and cascading messages• Weekly staff meetings (two hours, on- site) Topics might include key activity review, goal progress review, sales review, customer review, tactical issue resolution, cascading messages• Ad hoc topical meetings (two hours, on- site) Topics might include strategic issues that cannot be adequately discussed during weekly staff meetings (Location 2325)
• Patrick Lencioni is the president of The Table Group, a San Francisco Bay Area management consulting firm specializing in the practical development of executive teams and their organizations. (Location 2372)