Well you’ve made it to Part 4 of our series, Building a Kick-Ass Team From the Ground Up! So far we covered the foundational phases of building a kick-ass team, including the the ‘Start Up’ Phase , the ‘Building the Team Identity’ Phase and the ‘Bust Through the Barriers’ Phase. Now, your team is in ‘the flow’ and it’s time to make an important leadership shift! 
 
As a people leader, once your team has reached this stage of maturity you’ll find yourself being needed in a different way. Let’s explore what you can do to ‘amp up’ your team’s success during what I like to call…the ‘Kum Ba Yes’ phase!
 
Kum Ba Yes! Phase
Did you ever go to summer camp, sit around the campfire and sing Kumbahyah?  Maybe I’m dating myself. It symbolized the moment when a group of virtual strangers became friends as they were far away from home and surviving together. That is where the The 'Kum Ba Yes!' Phase gets its name. This phase is a time in your team’s development where people are getting along, they’re joined together, they know what their doing – they’ve become a real team!
 
You’ll know you’ve reached this phase when you begin seeing signs that your team is operating effectively:

• They understand each other’s roles
• They are executing against the purpose of the team, with fewer issues
• They generally support each other
• There is mutual respect throughout the team, and,
• There are clear processes in place with good workflow
• They no longer look to you to arbitrate every issue

 
For the most part, you should see your people getting along, helping one another to problem solve and working towards departmental goals – productivity should be on the rise!
 
So what should you do now that the team seems to need less of you? Well, your leadership challenge is to move from being “directive” (taking control) to “observational”. The idea here is to let up on the reins, trust and empower your team to operate with minimal intervention while guiding quietly from the sidelines. This will not only help strengthen individuals on your team, but it will also help to improve your overall team dynamic.
 
Let’s take a look at some actions you can take to help strengthen your emerging Kick-Ass team during the 'Kum Ba Yes!' Phase:
 
1. Set Up ‘What’s Your Jam?’ Discussions – this is a good time to encourage individuals to stretch themselves to build new skills and find development toward longer-term career goals. By demonstrating an interest in their future your peeps will see you are here to support them, not just to get the work done but to help them grow. 
 
Meet with your people one-on-one to discuss their development plans. Yes, I’m talking even if you have a team of 30! Take a half hour to discuss their individual development – no not performance, their development (there is a difference). The focus should be on the individual and their career aspiration. What activities have been most interesting? What are their strengths? What are their career goals? Where do they see themselves in the future? And what steps are they currently taking? Then, determine a plan for how can you help them move forward. Don’t know what to ask at their ‘Jam Session’ - Check out this online guide.
 
2. Build It Up – book time quarterly with your whole team to depart from work and focus on building relationships!  If you have budget, consider bringing in an external consultant to take you through a workshop on behavioural styles and communicating. If not, you can also incorporate easy and fun activities into other meetings such as when you have a project review or an all-hands update. 
 
Any activities that encourage learning about each other, working on a non-work initiative or fun experiential activities will strengthen the community of the team.
 
3. Feedback Gift Giving – I always say feedback is a gift, not sure who I heard that from. You can either accept it or decide to put it on the shelf and disregard it. All of us want to receive feedback from our manager to know how we are doing, but feedback doesn’t only have to come from the boss!
 
If you as the leader create an environment where your people feel safe and they trust each other, you can encourage open candid dialogue. This allows each team member to provide insights, reactions and suggestions to one another, which creates a culture of seeking and giving feedback – it’s a powerful tool! Recognize and support your team members when they make a point of acknowledging or provide constructive feedback. As mentioned in Part 3 Bust Through the Barriers phase I suggest carving out time at routine meetings to seek 'shout outs' to build a supportive, 'safe' work environment.
 
Kick-Ass Team Tip  - Pay Attention to Millennials
In Gallup’s report, How Millennials Want to Work and Live it outlines that in today’s workplaces, our latest working generation are not getting enough feedback even when they ask for it. In fact, less than 20% feel they receive routine feedback, yet they seek it more than any other generation!   So if you have Millennials in your team, pay close attention to this step!
 
4. Get Constructive – develop the art of constructive criticism! And it is an art! So often we shy away from criticizing anyone – when we grew up, most of us were taught ‘if you don’t have something nice to say, don’t say anything at all’. Well that probably means we didn’t receive much constructive advice! 
 
So here’s my take on it. Good constructive criticism is no different than good ol’ sound advice! As the leader of a Kick-Ass team, part of developing your people means giving them candid advice, in a timely manner and particularly at this stage of team development – people do best when they are receiving regular feedback both positive and constructive!  
 
Here are a few tips to keep in mind:

• Focus on behaviour – what they did/didn’t do
• Make it timely – as soon as is reasonably possible, don’t save it up
• Stick to the facts, not assumptions – be clear and concise
• Avoid criticizing someone’s characteristics or personality traits – don’t talk about WHO they are, we all shut down when that happens
• Check your intention before you provide criticism – if it comes from a place of kindness then proceed, if not, keep your comment to yourself
• Remain objective – don’t make it personal

 A few ‘constructive’ examples:
a) Thank you for preparing the report on demographics; it provided some good insights. I noticed you seemed frustrated when we discussed it with the client as they tried to ask questions. It is frustrating when someone cuts into your thoughts, but I think the client was trying to clarify what you were saying. Just be aware of your reaction and be prepared that clients will likely want to ask questions along the way.
b) Great effort on the report, I do see there are a couple of things which could be improved. The font is a bit small and it would be good to standardize the same font throughout the document.
c) You handled that meeting very well with the team – they were a rowdy group. Next time you may want to pause or put your hand up until they quiet down instead of talking over them.

Kick-Ass Team Tip – Help is here!
If you have particularly difficult feedback to give to someone, consider talking it out with someone before you approach the person. Have them check your tone and check how it comes across.

When you reach the 'Kum Ba Yes' Phase it means you’ve done a great job managing through some challenging times with your team. They are already in a good place, but they need a different kind of leader now. During this phase, you may find you need some help in conducting team building and communication workshops, so give Dots Leadership Solutions a call to create a custom session for you. We can also help you prepare for any difficult conversations that you are putting off or provide a framework for your team’s development planning!

We want to hear from you - comment below about your leadership journey in getting to Kum Ba Yes! How did you release control and move them along to full effectiveness?

Watch for the next instalment on Building a Kick-Ass Team From the Ground Up – Part 5 – High Performance R Us
​

Where's the Help?
Are you under constraints at work and it’s taking a toll on you as the leader?  Do you have more work to do but no additional headcount? Perhaps there is a hiring freeze or you’ve been told you can’t bring in replacements when someone leaves your unit.  
 
Unfortunately, this is how a lot of big companies deal with shrinking market share or downturns in their industry.  But what if I told you there might be some resources available that you can’t see yet?  In fact, you may be able to recoup a full role or parts of a role, you just need to know where and how to look.   
 
Time to BRAG
There are a variety of strategies you can use to uncover hidden capacity. To help you get started, we’re going to have to BRAG a little bit:

• Blow it Up
• Retool
• Align the Boxes
• Get Nosey

 
Blow it Up – aka. Process Redesign
You can regain significant efficiencies by revisiting processes and there are many different approaches you can use to redesign them. Here are two methodologies I've found successful for uncovering wasted work efforts that can give you back some of your resource and time:

• Lean Six Sigma – An approach that focuses on eliminating inefficiency by using a defined systematic approach. It provides a framework that identifies how to simplify process and reduce rework. 
• The GE Work-Out – One of my personal favourites! This is a tremendous approach for very quickly uncovering work that is wasting precious resources. Check out the The GE Workout by Dave Ulrich and Ron Ashkenas.  

 
Retool
Focused at the role level, this step involves reviewing the scope and depth of each job in the team to determine what work is critical and what work may be less necessary or could be done differently.  Look for odd hand-offs or ‘busy’ work, eliminate this low value work and replace with work that provides a greater contribution for the team.  Expand accountabilities and give employees the opportunity to learn new skills; job expansion can also help with raising employee engagement, provided the person is not overworked.
 
Align the Boxes
Using tools to clarify team member accountabilities provides clarity of purpose and assists the team in fully understanding who does what.  Frequently team members are unclear as to each other’s roles, causing confusion, which results in rework or duplication of effort   The focus here should be to ensure the right work is being done at the appropriate level, using the skills and capabilities of the correct talent. This will push administrative work down, making for more efficient use of everyone’s skills.
 
Get Nosey
I’ve personally found this to be a rare gem when uncovering hidden talents, and the best part is it’s so simple! How well do you know the talents and passions of who you have working for you?  And what team member skills or experience might you be unaware of?
 
Frequently we find that employees are under-utilized.  Assumptions are often made based on job titles or what’s been seen to date, but most people have a kit bag of skills beyond what their job description specifies.  For example, some of the greatest Project Managers I know were once Executive Assistants. Think about it, juggling priorities, keeping everyone in the loop, scheduling, organizing…very similar skills!
 
Did you know, one of the most common reasons for employees to quit a job is the feeling of being under-valued and under-utilized?
 
Most people want meaningful work that provides an opportunity to grow; get to know what each of your team love to do, what they do in their spare time and what their previous experience is and then look at how you may retool and enrich their work to capitalize on their skill-set.  
 
A great place to start is to use self-assessment tools that will help you and your team understand their unique styles.  You never know, you may just find someone who is just itching to take on something more.
 
Call in Dots to Help!
If you need help crafting a solution to find hidden resources, or to discuss how to clarify team accountabilities, assess your team and design an efficient workflow, please feel free to Contact Us.  You can also learn more about Dots by checking out our About page.
 
What Worked For You?
We'd love to hear from you!  What strategies have worked for you to find hidden resources?

Photo used under Creative Commons from Animalparty