A challenge faced by businesses and organisations alike is how to fix a dysfunctional work team. Whether the problems are with individual groups in the workplace, or the staff as a whole, a team that doesn’t work well together can disrupt business operations; impact its success; and cause frustration for managers and owners.
Individuals may have challenging personal circumstances affecting their work. Out of character behaviour can be approached by privately expressing care for the team member. You could assist by listening to their concerns, offering counselling through an employee assistance program (if you have one), or temporary modifications to tasks or work hours.
When several or many team members exhibit common unproductive behaviours, it may reflect the environment in which they work.
Let’s answer the question of how to fix a dysfunctional work team by considering the structure and conditions of your workplace.
How to fix a dysfunctional work team by enforcing standards
First assess what behaviours are causing dysfunction in the team. They could include:
- Absenteeism
- Poor communication
- Lack of accountability or blaming others
- Minimal cooperation
- Resentment or hostility
If you have documented standards in your business that aren’t being upheld, enforcing boundaries may be the first course of action.
For example, if team members are frequently late to work, discuss your attendance standards. If your business doesn’t have a documented attendance policy it’s time to write one, along with a procedure outlining what team members should do if running late or unable to attend work.
If arguments or even combat between team members often occurs, this could indicate a poor team culture. What rules have you set for behaviour within your business? A written culture statement outlines acceptable behaviours and what they mean for your team.
Your culture statement could include points such as:
Respect – we communicate clearly, politely, and in a timely manner at all times
Support – we co-operate and help each other whenever needed
Solutions-focus – we approach every challenge with a solutions-focus
If team members don’t take accountability for their actions (or inaction), or frequently blame others, it could help if responsibilities are clarified.
When giving feedback about tasks that have not been done, refer to the employee’s job description or performance KPIs outlining the responsibilities of their role.
If the role has expanded beyond what’s documented, it’s time to update job descriptions (minor changes can be made with the employee’s agreement – for major changes seek advice from Fair Work or your HR professional). Ensure any changes to roles are discussed with all staff affected, to get the team on the same page.
If no changes to policy, procedure, or other guidelines are needed, you may simply need to reinforce documented standards. Behaviours that are ignored are behaviours that are condoned, and in a culture of no accountability the ‘norm’ of behaviour can fall far below acceptable standards.
When enforcing standards it’s important to be consistent otherwise mixed messaging can cause confusion and resentment.
How to fix a dysfunctional work team through structure
If you’ve realised your team expectations and boundaries need strengthening, it’s time to create some structure in your business. Leaders have a responsibility to provide their team with all the tools they need to be effective. This includes:
- Strong leadership – providing guidance and setting standards
- Organisational chart showing reporting lines
- A vision and mission statement guiding focus and direction
- A written values or culture statement outlining acceptable behaviours (download instructions on how to write one here)
- Current job descriptions outlining responsibilities and tasks
- Written KPIs and regular reviews of individual performance
- Regular, structured communication (such as management meetings, team meetings, workflow meetings, toolbox talks)
- Policies, procedures, templates, and checklists to follow
Frustrations occur when expectations aren’t met. For employees and teams to succeed expectations need to be documented; frequently discussed through feedback and in performance appraisals; and enforced through correction when needed.
If you’re wondering how to fix a dysfunctional work team in your business or organisation, Yellow Coaching can help. We work with businesses throughout the Hunter (and across Australia) to ensure their teams are set up for success. Contact us if you’d like a complimentary discussion about your business.