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How do you coach your team to collaborate effectively across different functions and locations?

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Collaboration is a key skill for organizational leaders who want to achieve shared goals, foster innovation, and leverage diverse perspectives. However, collaboration can also be challenging, especially when your team members work across different functions and locations. How do you coach your team to collaborate effectively in this context? Here are some tips to help you.

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1 Establish a clear vision and purpose

The first step to coaching your team to collaborate effectively is to clarify the vision and purpose of the project or initiative. Why is it important? What are the expected outcomes and benefits? How does it align with the organizational strategy and values? Communicate this vision and purpose to your team and make sure everyone understands and agrees on it. This will help create a sense of direction, motivation, and ownership for the collaboration.

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Emmanuel Ojo Ademola

Chair of the Governing Council at Institute of Enterprise Management and Analytics (IEMA)
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Set objectives with the SMARTER model and get a strategy to embrace the STAR approach in document preparation. Every task should be addressed bottom-top and scaled into operational, tactical, and strategic. With this style, it will be easier to achieve a holistic outcome by seeing a job from the whole picture perspective, and the team can add success mobility with a clear vision and purpose.

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Dr. Charles L. Stuppard

Dean of Administration & Dean of Students Joint Forces Staff College at The National Defense University
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This is great. However, at times, the team does not get it because the vision inside the leader’s mind is not even clear to himself or herself. It is hard to pass on something you don’t have. Recommendation is to ensure the vision is clear for the CEO, president, managers first before attempting to transmit a confusing vision and blame receipt on the team. Like the saying goes: garbage in, garbage out!

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2 Define roles and expectations

The next step is to define the roles and expectations of each team member and function. Who is responsible for what? What are the deliverables and deadlines? How will the team communicate and coordinate? How will the team resolve conflicts and make decisions? Create a collaboration charter or agreement that outlines these roles and expectations and review it regularly with your team. This will help reduce ambiguity, confusion, and duplication of work.

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Dr. Charles L. Stuppard

Dean of Administration & Dean of Students Joint Forces Staff College at The National Defense University
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It is crucial that each team member knows and understands role in an organization. Once that is done, the next step is to believe in the mission and apply our best abilities to execute.

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3 Build trust and rapport

The third step in fostering a successful team is to build trust and rapport among its members. Trust enables people to share ideas, feedback, and resources openly and constructively, while rapport helps them to connect on a personal level. To do this, you can create opportunities for informal and social interactions, like virtual coffee breaks or icebreakers. You should also encourage and model positive communication and provide feedback regularly. Furthermore, recognize and celebrate individual and team achievements to show appreciation. These strategies will help foster a trusting and respectful environment.

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Dr. Charles L. Stuppard

Dean of Administration & Dean of Students Joint Forces Staff College at The National Defense University
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The absolute key to leadership is Trust. Establish trust in the cause, in the leadership and in the team. In order to do that, the leaders and the cause have to be authentic and not based on deceit, self-interest or hidden agenda.

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4 Foster a learning culture

The fourth step is to foster a learning culture in your team. This type of culture encourages curiosity, experimentation, and continuous improvement, as well as learning from each other and external sources. To achieve this, you can use open-ended and probing questions to stimulate critical thinking and creativity. Additionally, create a safe and supportive environment where people can express their opinions without fear of judgment or blame. Furthermore, provide learning opportunities, such as webinars, podcasts, articles, or courses that are relevant and accessible to your team. Finally, share and apply best practices, lessons learned, and insights across functions and locations using knowledge management systems, communities of practice, or case studies.

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Gloria Walski, CEM

Air Force Officer | Senior Healthcare Leader | Emergency Manager | Leadership Coach
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Absolutely! As the leader, you must create an environment where learning, collaboration and curiosity is valued. Introduce and teach skillsets that are critical to collaboration and success. People might be experts in their field of work, but what do they know and understand about their peers? Teams cannot remain in their silos and expect to accomplish anything with great success. When you have staff meetings, encourage people to pay attention to what's going on and facilitate cross-talk. Listening to one another is an important part of a learning culture. When people get to explain the importance of what they're doing, they take pride in their work and everyone is on the same page about what you're trying to accomplish.

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5 Leverage technology and tools

The fifth step is to leverage technology and tools to enhance collaboration among your team. Technology and tools can help address challenges such as time zones, language barriers, or information gaps, but they should not replace human interaction and communication. To get the most out of technology and tools, you can choose the right ones for your team's needs and preferences, such as video conferencing or project management platforms. It's also important to establish best practices and etiquette for using them, such as setting agendas and sending reminders. Additionally, exploring and experimenting with new and innovative technologies such as virtual reality or artificial intelligence can offer new possibilities and experiences for your team.

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6 Review and refine

Regularly reviewing and refining your team's collaboration is an important step for assessing its effectiveness, identifying its strengths and weaknesses, and making adjustments as needed. Celebrating progress and acknowledging challenges can also be beneficial. To do this, you can use strategies such as conducting regular check-ins and feedback sessions with your team, measuring and monitoring performance and outcomes, implementing and evaluating changes and improvements, and seeking input from your team and other stakeholders. Utilizing surveys, polls, metrics, indicators, dashboards, the PDCA cycle, the SMART framework, brainstorming, voting, or consensus-building can all help you review and refine your team's collaboration.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Organizational Leadership

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How do you coach your team to collaborate effectively across different functions and locations?

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3

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1 Establish a clear vision and purpose

2 Define roles and expectations

3 Build trust and rapport

4 Foster a learning culture

5 Leverage technology and tools

6 Review and refine

7 Here’s what else to consider

Organizational Leadership

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