The Root of Team Dysfunction (and How to Fix It Fast)
Discover why teams fail, from poor communication to lack of trust, and the actionable steps you can take to rebuild a high-performing culture.
We’ve all been there: team meetings where no one speaks up, projects that stall before they even take off, and that frustrating feeling that, despite having talented people, nothing is getting done. In most cases, the root of the issue isn’t just one thing. It’s a combination of factors—communication breakdowns, blurred responsibilities, and most damaging of all, a lack of trust.
But here’s the good news: you can fix it. Fast.
As Patrick Lencioni, author of The Five Dysfunctions of a Team, said:
"Not finance. Not strategy. Not technology. It is teamwork that remains the ultimate competitive advantage, both because it is so powerful and so rare."
If you want to bring your team back from dysfunction to flow, it starts by addressing three core issues: communication, clarity, and trust.
1. Communication: The Pulse of the Team
Poor communication is often the first domino to fall in a dysfunctional team. When team members don’t talk to each other—or worse, don’t listen to each other—everything begins to break down. Emails go unanswered, deadlines are missed, and small misunderstandings snowball into major conflicts.
Here’s the thing: communication isn’t just about talking more; it’s about talking better. In many cases, it’s the quality of conversations, not the quantity, that makes the difference. A high-functioning team knows how to have clear, direct discussions that move things forward, even when the topic is uncomfortable.
The Fix:
Check the ego at the door. Encourage an environment where everyone feels safe enough to speak honestly. This often starts from the top. If leaders show vulnerability—admitting when they don’t know something or acknowledging mistakes—it sets the tone for openness.
Regular check-ins. These aren’t just for status updates but for team health. Ask how people feel about their workloads, their collaboration, and their goals. A quick, casual check-in can stop small issues before they turn into full-blown crises.
Active listening. It's a skill that can be practiced. Instead of thinking about what you’ll say next, focus fully on the speaker. Reflect back what you heard, ask follow-up questions, and resist interrupting. The more people feel heard, the more engaged they’ll be.
2. Clarity: Who’s Doing What and Why
Nothing derails a team faster than uncertainty. When roles and expectations are unclear, people start to operate in silos, duplicating efforts or missing critical tasks altogether. And when team members don’t know the bigger “why” behind the work, they’ll often disengage or make decisions that don’t align with the team’s goals.
Lack of clarity breeds frustration. It leaves people wondering: Who’s responsible for this? Am I stepping on someone’s toes? Is this even important?
The Fix:
Define roles and responsibilities clearly. Every person should know exactly what they are accountable for and how it fits into the overall team objectives. If the team’s goals or priorities shift, so should individual tasks.
Create transparency around decision-making. When decisions are made, the rationale behind them should be shared openly. If people understand why choices are made, they’re less likely to feel left out or undervalued.
Use project management tools wisely. Whether it’s Asana, Trello, or good old-fashioned whiteboards, these tools help map out who’s doing what and keep the team aligned. But tools are only as effective as the people using them—so don’t let them become a substitute for face-to-face communication.
3. Trust: The Foundation of Everything
If communication is the pulse of the team, trust is the backbone. Without it, even the most talented teams will crumble. Trust isn’t just about knowing that someone will get their work done; it’s about feeling safe enough to take risks, admit mistakes, and challenge each other without fear of backlash.
Unfortunately, trust is fragile. It takes time to build but can be shattered in an instant—through micromanagement, dishonesty, or unchecked egos. A lack of trust breeds fear, and when people are afraid, they avoid taking the necessary risks that drive innovation and progress.
The Fix:
Lead with vulnerability. Brene Brown, renowned researcher on vulnerability, says it best: “Vulnerability is the birthplace of innovation, creativity, and change.” When leaders show they’re human—whether by admitting a mistake or asking for help—it opens the door for others to do the same.
Celebrate wins, big and small. Recognizing achievements builds confidence and reinforces trust. Make it a point to call out individual contributions as well as team efforts.
Address conflicts head-on. Avoiding difficult conversations only worsens the problem. When disagreements or tensions arise, facilitate a constructive dialogue where both sides feel heard and respected. Conflict, when managed well, can actually strengthen trust rather than diminish it.
The Road to a High-Performing Team
Team dysfunction can feel like a vicious cycle, but the key to breaking it lies in understanding the root causes and taking swift, thoughtful action. By focusing on improving communication, creating clarity around roles, and fostering trust, you can transform your team from disjointed and frustrated to aligned and high-performing.
Remember, a great team doesn’t just happen. It’s built—intentionally, step by step. But once you get it right, the results speak for themselves.
As Lencioni reminds us, teamwork is the ultimate competitive advantage.
So, what will you do today to help your team thrive?
