The Unspoken Stories That Are Derailing Your Teams
Unspoken team dynamics can undermine performance and trust. Learn how to identify and address hidden narratives to enhance team effectiveness.
Unspoken team dynamics can quietly harm performance, trust, and communication. These hidden stories - driven by fear, past experiences, or aspirations - shape how teams behave and make decisions, often without anyone noticing. Ignoring them can lead to communication breakdowns, decision paralysis, and a loss of trust.
Key Takeaways:
- Hidden narratives often go unaddressed, creating "undiscussables" that destabilise teams.
- Warning signs include selective participation, energy shifts, and decision delays.
- Addressing these stories requires psychological safety, open dialogue, and reframing negative beliefs into positive narratives.
Quick Action Steps:
- Spot Warning Signs: Look for disengagement, silence, or avoidance in discussions.
- Foster Openness: Create safe spaces for team members to share concerns.
- Reframe Narratives: Shift limiting beliefs into empowering stories.
- Reinforce Changes: Embed new behaviours into daily routines and celebrate progress.
By tackling these hidden stories, leaders can improve team dynamics, trust, and overall productivity.
Spotting Problem Stories in Teams
Warning Signs in Team Behaviour
Hidden issues within a team often show up as subtle changes in behaviour - like sudden silence or shifts in body language when certain topics come up. Studies indicate these unresolved problems can reduce team performance by up to 30%.
Dr Sarah Noll Wilson explains it well:
"An elephant in the room is an unaddressed conflict. We feed the elephant when we recognize it but don't address it."
Here are some key warning signs to look out for:
- Selective participation: Team members are open in one-on-one conversations but go quiet in group settings.
- Decision paralysis: Even basic decisions require too much back-and-forth or are constantly delayed.
- Energy shifts: The team’s mood noticeably changes when certain subjects are brought up.
These behaviours often signal deeper, unspoken issues, which we’ll explore further.
Top Team Stories That Cause Problems
Unwritten rules often shape team dynamics more than any official guidelines. Salla Ibrahim from Laavu highlights this:
"The influence of the unwritten rules is significantly greater than any instructions or orders."
To identify these hidden narratives, leaders can take the following steps:
- System Assessment: Ask, "What’s happening between us that isn’t about any one individual?"
- Pattern Recognition: Ask, "What story are we telling ourselves that’s keeping us stuck?"
- Truth Testing: Ask, "How is our story both true and untrue?"
A culture of psychological safety - widely acknowledged as a critical factor in high-performing teams - is essential for surfacing these concerns. When leaders focus on recognising and addressing these subtle signs early, they can prevent hidden stories from disrupting team dynamics and overall performance.
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Changing Team Stories for Better Results
To address hidden narratives within teams, it's essential to reshape them into stories that inspire and motivate. Here's a practical approach to make that happen.
4 Steps to Change Team Stories
"Reframing is an emotionally intelligent process where you take an old story - one that triggers negative emotions or fixed beliefs - and reshape it into a more empowering storyline."
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Surface Hidden Stories
Foster psychological safety by creating spaces for open discussion. Dedicated sessions to air undiscussables can significantly improve team performance. -
Examine Current Impact
Assess how existing narratives influence team behaviour and outcomes. Use both quantitative data and qualitative feedback to understand their effects. -
Create New Narratives
Guide the team in crafting more positive alternatives. As Knight explains:"Each time you reframe a limiting belief, you weaken the emotional hold that old story has on you."
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Reinforce Through Action
Embed the new narratives into daily routines and team rituals. Implement accountability measures to ensure these changes stick.
Before and After: Story Changes That Work
Real-world examples show how shifting narratives can lead to meaningful improvements:
| Old Story | New Story | Impact |
|---|---|---|
| "We're too slow to innovate" | "We're thorough in validating ideas" | A heavy goods manufacturer climbed from the bottom to the second quartile in organisational effectiveness within two years |
| "Conflict means we're failing" | "Different perspectives drive better solutions" | A Chilean mining rescue team relied on diverse expertise to save 33 miners through collaboration |
| "Mistakes get punished" | "Mistakes are learning opportunities" | NASA's 1969 moon landing team embraced iterative learning, leading to their historic achievement |
Professor Ginka Toegel from IMD highlights:
"A team's ability to discuss what is holding it back is what drives its effectiveness."
These examples underline how reframing stories can deliver measurable results. Leaders can support this transformation by:
- Establishing regular spaces for open dialogue and modelling vulnerability
- Documenting and sharing success stories
- Highlighting and celebrating instances of positive reframing
Leading Through Story
Leaders today need to sharpen their storytelling skills to address hidden narratives and improve team performance.
Core Story Skills for Leaders
After exploring ways to reframe narratives, it's time for leaders to focus on storytelling techniques that bring underlying issues to light. Honest communication is key to uncovering the "undiscussables" that may hinder team success.
"The unsaid is the most important part of language when it comes to elevating performance… The unawareness aspect puts this part of language outside our control. Until we find the leverage on this part of language, the future is written and cannot be altered." – Dave Logan and Steve Zaffron
Here are some storytelling techniques leaders should develop:
- Share Personal Experiences: Talk about personal challenges and lessons learned to foster psychological safety. This encourages team members to share their concerns openly.
- Focus on Root Causes: When negative narratives surface, dig into their origins instead of dismissing them. For instance, Keith Bailey at Transpacific Industries demonstrated this in 2016 by actively listening to uncover underlying issues, a strategy that proved effective.
- Reframe with Purpose: Shift limiting beliefs by creating a vision that inspires. This involves:
- Acknowledging current difficulties
- Emphasising team strengths
- Crafting a clear, forward-looking vision
- Reinforcing positive behaviours
With these skills, leaders can build an environment where team members feel encouraged to speak up.
Making Space for Team Stories
Encouraging team members to share their perspectives requires deliberate effort. Research highlights that face-to-face communication is the most effective, followed by video calls.
| Communication Method | Best For | Key Consideration |
|---|---|---|
| Face-to-face meetings | Complex discussions, sensitive topics | Schedule regular in-person sessions |
| Video calls | Remote team alignment, weekly check-ins | Crucial for 53% of hybrid workers |
| Written communication | Documentation, clear directives | Ensure clarity with clear norms |
Using face-to-face and video communication allows leaders to put their storytelling skills into action.
"There is tremendous power in an organisation when you hear the truth said out loud. The cat is out of the bag. We can see the cat. Now, are we going to just look at it or do something about it?" – Ginger Graham, former CEO of Guidant
Steps to encourage open dialogue:
- Dedicate time in meetings for story sharing
- Show vulnerability by admitting personal mistakes
- Set clear communication expectations
- Celebrate when team members speak up
- Address concerns quickly to build trust
Leaders should guide their teams in practising open communication, ensuring active listening and reducing interruptions to prevent issues from festering.
Making Open Communication Normal
Research shows that only 7% of workers strongly agree that workplace communication is accurate, timely, and open. When communication breaks down, hidden issues can disrupt teams. These gaps cost teams up to 7.47 hours each week. Fortunately, straightforward rules and daily habits can help turn things around.
Setting Up Basic Communication Rules
Good communication needs to strike a balance between being structured and accessible. Different methods work best for different purposes:
| Communication Type | Purpose | Practice Tip |
|---|---|---|
| Daily Huddles | Progress tracking | 15-minute focused meetings with a clear agenda |
| One-to-One Check-ins | Personal support | Regular, scheduled sessions with active listening |
| Team Feedback | Continuous improvement | Anonymous options and regular surveys |
| Casual Conversations | Team bonding | Dedicated channels and virtual celebrations |
Take The Ritz-Carlton as an example: they hold 10-minute daily huddles at their headquarters with 80 participants. These sessions are mirrored across 35,000 employees at their hotels.
Adding Openness to Daily Work
Rules alone aren’t enough - openness must be part of everyday routines. Doing so can improve workplace productivity by up to 25%.
Create Dedicated Channels and Build Psychological Safety
Set up channels for company updates, anonymous feedback, staff recognition, and project collaboration. At the same time, foster an environment where employees feel safe to share their thoughts.
Schedule Regular Check-ins
Buffer’s remote team thrives on structured communication, including feedback loops, virtual bonding activities, and consistent discussions to address challenges.
Track and Refine
Edelman’s approach highlights the value of continuous improvement. They’ve found that training focused on trust-building and active listening can boost employee engagement and reduce turnover.
Conclusion: Next Steps for Team Success
Main Points to Keep in Mind
Unspoken narratives within a team can harm performance and weaken trust. Tackling these issues through open communication can improve both team culture and productivity.
Here are three core elements that are critical for transforming these narratives:
| Element | Impact | How to Apply |
|---|---|---|
| Active Listening | 74% of workers want to work for an employer they trust | Schedule regular check-ins and create feedback opportunities |
| Problem Resolution | Poor communication reduces productivity, according to 43% of business leaders | Act early and establish clear communication channels |
| Team Engagement | Nearly 80% of employees are more likely to stay in roles where they feel supported | Foster inclusive communication and support networks |
These elements can serve as a starting point for improving team dynamics.
Start Small: Your First Step Towards Change
To begin, identify one unspoken narrative within your team. Use these strategies to create a positive shift:
Encourage Open Dialogue
Provide spaces where team members can share concerns without fear of judgment. This could include anonymous feedback tools or regular meetings. Feeling supported and valued makes employees almost 80% more likely to stay in their roles.
Spot and Act on Early Warning Signs
Pay attention to signs of disengagement or communication issues. As Saphia Lanier puts it:
"Open communication is a concept where individuals can freely express their thoughts, concerns, and ideas to one another. It includes actively listening and showing empathy to those with something to share".
Earn Trust Through Action
Show that you’re serious about addressing concerns by acting on feedback promptly. Transparent and inclusive communication can make a noticeable difference in productivity.
FAQs
How can leaders uncover and address hidden narratives affecting their teams?
Leaders can address hidden narratives by first listening actively to their teams, paying close attention to unspoken concerns, assumptions, and beliefs that may be influencing behaviour. Encourage open dialogue by creating an environment where individuals feel safe to share their thoughts without judgement.
To tackle negative assumptions, reframe perspectives by asking questions like, 'What else could be true?' or 'How might we see this differently?' This helps shift focus from problems to potential solutions. Additionally, ensure transparency by clearly communicating goals, decisions, and the reasoning behind them, which reduces misunderstandings and fosters trust.
By promoting open communication and encouraging diverse viewpoints, leaders can uncover and reshape the unspoken stories that may be holding their teams back, ultimately creating a more collaborative and productive culture.
How does psychological safety help reshape team dynamics and boost performance?
Psychological safety is essential for fostering an environment where team members feel confident to share ideas, voice concerns, and take calculated risks without fear of judgement or reprisal. This openness encourages creativity, collaboration, and problem-solving, all of which are key to improving team performance.
When psychological safety is prioritised, teams are better equipped to address hidden assumptions and unspoken narratives that may hinder trust and productivity. By creating a culture of mutual respect and open communication, leaders can help their teams reframe these narratives, leading to stronger relationships and a more cohesive, high-performing team.
How can leaders build trust and encourage open communication within their teams?
Leaders can build trust and foster open communication by creating an environment where team members feel safe to share their thoughts and ideas. This starts with transparency - keeping the team informed about decisions, updates, and challenges. Leaders should also admit mistakes and follow through on commitments to demonstrate reliability.
Encouraging regular feedback is essential. One-on-one meetings or anonymous surveys can give employees a platform to voice concerns and suggestions. Additionally, offering multiple communication channels, such as in-person discussions, video calls, or messaging platforms, ensures everyone feels included.
Finally, leaders should model the behaviours they want to see, such as active listening, openness to feedback, and respectful communication. By setting the tone, leaders can create a culture of trust and collaboration that drives team success.