My Reflections on Leading a Function Team

Leading a functioning team, including individuals with similar specialized skills working toward department-specific goals, may seem straightforward. After all, the team shares similar expertise and focuses on aligned objectives. However, anyone who has led such a team knows it comes with challenges, from keeping team members motivated during repetitive tasks to resolving personality clashes and managing fluctuating workloads. Over the years, I've experienced firsthand how these challenges pushed me to grow as a leader and taught me the art of balancing empathy with execution. Navigating these hurdles requires thoughtful leadership, from maintaining engagement to balancing workloads and resolving conflicts.

Here are some tips that have been effective for me (and might benefit you).

1. Know the team well to build strong relationships and trust

Since each team member is unique, leaders should dedicate time and effort to truly understand them both professionally and personally, gaining insight into their personalities, work styles, interests, passions, and personal goals. Leaders must cultivate genuine relationships, build trust with team members, demonstrate empathy and understanding, and celebrate their achievements inside and outside work. They should be transparent, honest, and consistent in their interactions. Relationships hold as much significance as results, and trust is the key factor that transforms everything (Stephen Covey). With this understanding, leaders can tailor their leadership styles and approaches to meet individual needs and preferences and manage conflicts effectively. The human element is crucial for a successful functional team, encompassing all teams and companies.

2. Foster a supportive environment for open communication, learning, and growth

As a team leader, establishing connections with team members is crucial. Equally important is promoting harmonious relationships among team members. The leader should create opportunities for team bonding, establish a safe environment, and encourage open and honest communication, allowing team members to share their ideas and concerns without fear of judgment. Additionally, the leader should offer opportunities for skill development and growth both within and outside the team to prevent expertise silos and consistently communicate how the team's efforts align with the organization's mission or contribute to the success of other departments and projects.

In our weekly team meetings, I initiated a dedicated presentation section to foster a supportive and collaborative environment. In this section, every team member can present a technical challenge they've encountered, share a recent success, or highlight an interesting outcome from their work that week. The team has enthusiastically adopted this practice, as it creates a platform for open communication and mutual learning.

This approach offers numerous advantages. Firstly, it promotes brainstorming and collaborative problem-solving, enabling team members to utilize their combined expertise to tackle challenges more effectively. Secondly, it offers a great chance to enhance communication and presentation skills in a safe and supportive environment, which is crucial for professional development. Thirdly, it fosters a culture of transparency, recognition, and continuous improvement as team members celebrate each other's successes and learn from varied perspectives. Ultimately, this initiative strengthens team bonds and propels overall success by encouraging innovation, boosting efficiency, and supporting the company's long-term objectives.

3. Maintaining engagement and encouraging innovation

Although functional teams typically gain from having defined processes and roles, this can occasionally result in monotony. Routine tasks may drain energy and motivation over time, causing team members to feel like they are functioning like machines daily. The functional lead should seek opportunities for creativity, learning, and process enhancement. Encourage team members to think creatively and explore innovative ideas to optimize workflows, improve outcomes, and enhance the company's competitive advantage. People are more motivated when they understand how their work contributes to a greater purpose. 

At a specific moment, I observed that even my top-performing team members were functioning on autopilot. While productivity remained consistent, enthusiasm was lacking. It became clear to me that it was essential to introduce variety and creativity into their routines, whether through brainstorming sessions during team meetings or cross-training opportunities within or outside the team. I motivate the team members to dedicate time to anything they think could add value, such as optimizing a process or trying out new tools for ongoing innovation. 

4. Balancing workloads and acknowledging achievements

Work often comes in waves in functional teams. The team can feel overwhelmed during busy periods, which can lead to stress and burnout. In slower times, they may feel disengaged or even question their value. The lead should pay close attention to the team's workload dynamics. When things get hectic, look for ways to redistribute tasks, and when things slow down, focus on professional development and function process improvement, as mentioned above. Moreover, we should never underestimate the power of acknowledgment. Whether a significant milestone or a small victory, celebrating progress keeps morale high.

One of the moments I cherish most as a team lead is organizing a happy hour or lunch once we complete an important project. Some team members, newly paired, put in long hours for weeks to meet the deadline. Watching the team unwind, share laughter, and reflect on their hard work reminded me that recognition doesn't always need to be formal—it just needs to be sincere. It also highlighted the importance of managing workloads, planning recovery time, and acknowledging the team's efforts. 

Leading a functioning team is about creating a space where expertise can shine, collaboration thrives, and growth happens. By building strong relationships and trust, fostering a supportive environment, maintaining engagement, and promoting innovation, you can create a high-performing team that is successful, happy, and fulfilled. Yes, the challenges are real, but so are the rewards. One of the most fulfilling parts of leadership is seeing a team come together, overcome obstacles, and deliver their best work.

Remember: The human element is vital. Show respect, empathy, and genuine care for your team members, and you'll reap the benefits of a motivated, engaged, and successful team.

How about you? Have you faced any distinctive challenges while managing a functional team? I'd like to hear your experiences and tactics; share them in the comments below!

Photo source: Wix.com