Imagine an orchestra where each musician plays a different melody. Chaos, right? The same happens in a team where communication is failing—where there is no space to openly discuss weaknesses, engage in constructive conflicts, make collective decisions, and take responsibility for them. Patrick Lencioni, the author of The Five Dysfunctions of a Team, rightly pointed out that most team problems do not stem from a lack of skills but rather from deficiencies in relationships and information exchange.
Dysfunction 1: Lack of trust – when walls grow higher than bridges
Trust is the foundation of every strong team. Without it, people hide their weaknesses, struggle to admit mistakes or lack of knowledge, and fear asking for help. In such an environment, communication becomes superficial—risks and real issues are concealed, questions are avoided, and as a result, individuals work next to each other rather than together. This inevitably leads to tangible financial losses for the organization.
How to change this?
Start with a simple exercise. At your next team meeting, ask everyone to share one mistake they made in the past week. Yes, it might feel awkward. For some, it may even seem impossible, so be prepared to create a psychologically safe space that fosters openness. That’s the point - demonstrating that imperfection is not a flaw. Through such small exercises, we can build a company culture where mistakes are seen as learning opportunities rather than reasons for shame or fear of punishment. This way, we create an environment where the team feels comfortable sharing experiences, allowing everyone to grow and improve together.
Another idea is to create a “skills map” for the team. Ask each person to list their strengths and areas for development. This not only helps leverage talents more effectively, but also makes it easier to seek support, knowing who excels in what area.
Dysfunction 2: Fear of conflict – when silence is not golden
"Why bother discussing? The boss will decide anyway." Sound familiar? This mindset kills innovation. Lencioni calls it "artificial harmony." Teams avoid difficult conversations to maintain relationships, but as a result, important decisions are made in hallway discussions rather than open forums.
How to change this? Instead of asking, "What do you think?", try: "Let’s find three reasons why this idea might fail." This shifts the perspective—criticism turns into a constructive contribution rather than an attack.
In one of the projects I was involved in, we introduced a "red card" system. Anyone could raise it whenever they felt the group was avoiding an uncomfortable topic. This simple tool significantly improved the quality of discussions and decision-making.
Dysfunction 3: Lack of commitment – when silence kills decisions
A lack of commitment in a team can manifest as indifference or passivity toward decisions being made. It often stems from unclear goals, a lack of trust, or rushing through decisions, making team members feel that their opinions don’t matter. Lencioni emphasizes that such an environment leads to silence and a lack of discussion, ultimately making it harder to implement decisions effectively.
What can we do? Introduce the 10-minute rule. After making a decision, give the team time to open objections. If no one speaks up, it is assumed that everyone agrees—even if they have doubts.
Additionally, create an execution contract for every major decision. Who will do what, and by when? This eliminates ambiguity and increases accountability.
Gallup research shows that teams with clear goals have 56% higher engagement. Clear objectives not only motivate employees but also contribute to better organizational performance.
Dysfunction 4: Avoiding accountability – when “It’s not my problem” becomes the norm
"A colleague from another department is missing deadlines? Well, that’s not my problem." This mindset is the result of a lack of feedback culture. Accountability is not just about reporting to a manager—it’s also about having the courage to call out a teammate when necessary.
How to change this? Introduce regular peer review sessions. Once a month, have each team member evaluate 2–3 colleagues by answering two questions: What do I appreciate? What could help improve our collaboration?
A great example here is Netflix and its "Radical Candor" approach. Managers regularly give each other direct feedback. The result? 70% of employees say they know exactly where they stand.
At Netflix, feedback isn’t limited to manager-subordinate relationships. Employees at all levels are encouraged to express their opinions openly, even if they are uncomfortable. The company follows the 4A principles:
- Aim to Assist – the goal is to help, not criticize.
- Actionable – feedback should be practical and applicable.
- Appreciate – recognize strengths, not just weaknesses.
- Accept or discard – the recipient can choose to accept or disregard the feedback.
This makes feedback not only honest, but also constructive and focused on growth.
Dysfunction 5: Lack of focus on results – when individual ego overshadows the team goal
"My promotion matters more than the team’s success." This mindset can destroy teams from within. Lencioni warns: when a group stops celebrating collective achievements, it’s the beginning of the end.
How to fix this? Introduce a “Team DNA Metric”—measure not only individual KPIs but also collaborative indicators, such as the number of cross-functional projects. Reward those who are willing to put the team’s success above their personal interests. Jeff Bezos, CEO of Amazon, implemented the "empty chair" principle—at every major meeting, an empty chair represents the customer. It’s a simple but brilliant reminder of whom we’re really working for.
From dysfunction to synergy – the path to true efficiency
Lencioni’s model is not just a theoretical lecture—it’s a practical roadmap for teams that want to stop wasting energy on internal politics. The key lies in courage: admitting mistakes, having difficult conversations, taking responsibility, and staying focused on a shared goal. Building effective communication is a process. It starts with creating a culture of trust, where everyone feels safe to share their ideas and concerns. A team must learn to constructively address differences in opinion—this, in turn, leads to deeper commitment to decisions and greater accountability for their implementation.
A feedback culture, like the one at Netflix, is crucial for continuous growth. When team members regularly give and receive constructive feedback, they become more aware of their strengths and areas for improvement. This translates into better individual and team performance.
Ultimately, a team’s success depends on aligning everyone with a common goal. When individual ambitions are balanced with team objectives, and each person understands how their work contributes to the bigger picture, the team can achieve true synergy.
What can you do today? Choose one dysfunction that affects your team the most. Implement just one of the proposed solutions. Sometimes, starting with a simple question can make all the difference, "What do you really think about this project?".
Do you want to build engagement more effectively, resolve conflicts, and communicate with stakeholders? Join the Resource, Communication and Stakeholder Management training, where practical exercises and real case studies will help you turn theory into action. Improve collaboration quality and boost your confidence in project relationships. Check the details and sign up today!
Article by:
Iwona Cydejko
Change Manager, Project Manager
PMP®, APMG Change Management Practitioner®, Scrum Fundamentals Certified (SFC™)
