5 habits of dysfunctional teams

When team productivity falls short, it’s easy to look for quick fixes, but the real causes are often rooted in deeply ingrained habits. Dysfunctional team behaviors may be subtle and go unnoticed, but they can significantly disrupt collaboration, hinder innovation, and stall progress. Recognizing these negative habits is the first step; only then can a team start to replace them with constructive actions that lead to positive results.
Below, we’ll explore five common habits that hold teams back, with actionable strategies to address each one. These solutions will help you foster a high-functioning team that’s aligned, motivated, and equipped to achieve its goals.

1) Isolating the Team from External Input
Teams that isolate themselves from others within the organization or external consultants create echo chambers that limit growth and innovation. These teams often develop unique jargon and internal processes that make it challenging for new members or outside collaborators to participate. This “bunker mentality” can stifle new ideas and inhibit the team’s development.
Solution: Begin by fostering an openness to external insights. Encourage team members to engage with other teams, attend cross-departmental meetings, and consider outside perspectives on their work. External workshops, cross-functional training, or inviting consultants to provide fresh insights can help break down these barriers. Position external feedback as an asset, helping team members view outside ideas as resources that enhance their own capabilities.

2) Lack of Defined Roles and Responsibilities
When individual roles are unclear, tasks can overlap, and accountability becomes murky. This leads to confusion, wasted time, and incomplete tasks, as team members may duplicate efforts or neglect responsibilities entirely. Clear role definitions are crucial for teams to function effectively, as they allow each member to leverage their strengths.
Solution: Start with a comprehensive role assessment. Identify the specific strengths of each team member and assign tasks that align with those strengths. Create clear, written job descriptions and outline primary responsibilities for each role. Regularly revisit these roles in team meetings to ensure alignment and address any areas where duties may have become blurred. This clarity helps streamline workflows and fosters accountability, reducing frustration and enhancing productivity.

3) Overpowering “Power Centers” Within the Team
Every team has members who are more vocal and naturally inclined to lead discussions. While enthusiastic participation is valuable, it can inadvertently suppress quieter members, leading to unbalanced decision-making. When certain voices dominate, it can hinder the diversity of perspectives and innovative ideas that arise from inclusive dialogue.
Solution: Encourage balanced participation by creating a structured approach to discussions. Rotate facilitation roles in meetings to give all members a chance to lead, and specifically invite quieter members to share their input. You might also implement a “roundtable” approach where everyone is encouraged to contribute on key decisions. Use feedback loops, such as post-meeting surveys, to check if all voices felt heard and adjust the structure as needed. This approach helps bring out ideas from every corner of the team and builds a more collaborative environment.

4) Low Commitment to Team Goals
A lack of commitment to team goals often stems from either uninspiring objectives or a disconnect between individual motivations and the team’s mission. When team members aren’t personally invested in what they’re working towards, their engagement suffers, impacting the overall productivity and quality of work.
Solution: Align goals with individual and team values by making the objectives tangible and meaningful. Start by discussing team goals openly, ensuring that everyone understands not just the “what” but the “why.” Explore how achieving these goals will benefit each member and the greater mission of the organization. For large, overarching goals, break them down into smaller, measurable milestones and celebrate progress along the way. This keeps motivation high, reinforces the impact of each person’s contributions, and helps the team stay engaged and committed.

5) Lack of Trust Among Team Members
A team that lacks trust cannot function cohesively. Distrust often manifests as guarded communication, reluctance to collaborate, and a lack of support among team members. Trust is the foundation of teamwork; without it, productivity suffers, and morale declines.
Solution: Building trust starts with transparency and shared experiences. Create an open culture by modeling honest communication from the top down. Encourage transparency in decision-making, acknowledge both successes and setbacks, and create structured opportunities for team-building. Consider organizing regular team check-ins, feedback sessions, and even social gatherings outside of work to strengthen bonds. Activities that allow members to rely on one another, such as collaborative projects or team challenges, can foster interdependence and gradually build trust.

Addressing and Changing Dysfunctional Habits
Recognizing and addressing these dysfunctional habits is crucial to transforming a team. Start by identifying any of the behaviors above that may be present in your team, then implement the suggested solutions gradually. Building a productive team culture takes time, but with consistency, you can transform these destructive patterns into habits that support a collaborative, motivated, and high-functioning team.
Replace these habits, and your team will be well on its way to greater success and a healthier, more productive work environment.