High performing teams - potential during shaky times

Improving team communications

Certainly there is now one magic bullet to build and run high performing teams, However, respecting and following some basic ground-rules can help to improve team-performance significantly. One of those ground-rules touches team communications.

Quick-caveat: nothing here is new and you may have heard it before - but it's worth it the friendly reminder …

Many business teams tend to hinder themselves through poor communication. Everyone knows this and has likely experienced it firsthand: in meetings, a lot of time and energy is spent discussing and arguing over points of disagreement. These unnecessary mock battles reduce the quality of factual discussions—and also strain relationships, which can lead to ongoing problems and conflicts.

So, what exactly can teams do to improve their cooperation in practical terms?

• No discussion without moderation!
  When teams passionately debate complex topics, effective moderation is essential. A skilled moderator helps guide the flow of conversation—just like a traffic officer manages traffic. Everyone should be willing to follow the moderator’s cues—otherwise, communication breakdowns are almost inevitable.

• Consistent appreciation within the team!
  Appreciation should be shown explicitly and consciously, especially during controversial discussions—not just assumed. Signals of appreciation, especially when combined with humor and encouragement, act like the lubricant in the team engine—helping egos avoid unnecessary friction during disagreements. Misunderstandings often arise from careless communication habits. Consistently showing appreciation can prevent conflicts before they escalate.

• Promote Open Feedback!
  Every team needs functional “mental hygiene.” Open feedback plays a crucial role: “No one can tell you who you are—but everyone can tell you how you come across.” Everyone has blind spots! By communicating openly and honestly about how one is perceived, team members can help each other reduce those blind spots.

• Appreciate first, then optimize!
  When giving feedback, a simple rule applies: start with the positives to show appreciation. This helps the recipient lower their defenses and become open to constructive feedback. Then, be specific about what behavior should change going forward. Digging straight into the painful points often causes unnecessary hurt and defensiveness. Instead, describe the desired future state: “What would you like instead?” Naturally, follow-up questions are encouraged: “What exactly do you mean? How will you recognize when I’ve made this positive change?”

• Clear structures and accountability!
  Every team needs clarity and commitment. For processes and structures to be effective, they must not only fit the current reality but also be accepted and followed. If they aren’t, credibility suffers and trust within the team is damaged. When rules and procedures are clearly understood by all, a strong foundation for positive outcomes is established.

• Positive filters – focus on what matters most!
  Teams can save time and energy by intentionally using positive filters to highlight common ground. Before getting lost in details, they should focus on available resources—this energizes creative collaboration: “It’s not just about the result, but the experience!” Relationships enable effective task performance. If a team is in “storming mode,” egos can sabotage factual discussions, with arguments misused as power plays. If this destructive mode continues too long, it becomes toxic and drains the whole team. Teams can help each other return to the constructive “norming mode” (“Take it easy—we’ll find a good solution!”) and eventually reach a high-performing mode (“We’re on a roll!”). This builds a motivating foundation for addressing critical topics with both reason and creativity.

• Secure results!
  Whether it’s a detailed written record, a keyword summary, flipchart photos, or a PowerPoint presentation—someone needs to take responsibility for capturing key outcomes and action items. These should be shared with all participants afterwards to ensure a shared understanding. Ideally, this includes follow-up appointments or topics as well!