Breaking Team Dysfunction Cycles

When you join a new team, you already have to be a bit of a chameleon, but it's even more important when you see that the ground is shaky from day 1. You’re stepping into a world where the relationships are already created, the processes might be half missing, and the challenges? Oh, those are probably overcooked. And somewhere in the mix, one or more of The Five Dysfunctions of a Team ( by Patrick Lencioni) is likely lurking, quietly throwing a wrench in the works.

The silver lining? Dysfunctions aren’t forever. They’re like weeds in a garden — annoying, but pullable with the right tools. Spot them early, roll your sleeves, and turn the chaos into harmony. Here’s how to diagnose and work with the five dysfunctions, one step at a time.

1. Absence of Trust

Trust isn’t built with words ( “Don’t worry you can tell me”), it’s built with actions. And it’s not just about being approachable; it’s about proving, over and over again, that you’re on your team’s side. Without trust, people stay silent, guard their mistakes, and work in silos to protect themselves.

What it Looks Like

• Hesitation to share concerns or admit mistakes.
• Defensive communication and guarded interactions.
• A lack of collaboration, with team members sticking to their own corners.

How to Fix It

1. Listen First, Act Second: Start with one-on-one meetings. Ask questions like, “What’s working? What’s not?” and act on what you hear. Even small changes show you’re serious about building trust.
2. Bring Them In Early: Include the team in decisions before they’re finalized. For example, share a draft roadmap and invite feedback during the early stages, not after it’s set in stone.
3. Reinforce Transparency: Follow through on concerns raised. If someone flags an issue, acknowledge it, address it, and close the loop. Trust grows when people see their input leads to action.
4. Consistency is Key: Building trust isn’t a one-time event, because it has to be groomed to be a habit. Over time, consistent follow-through will create a foundation of mutual respect and openness.

Why This Matters

Trust takes time to build, and unfortunately, it can be broken in seconds. If your team doesn’t believe you’ll act on their input, you’ll find yourself stuck in a cycle of guarded communication and missed opportunities. Trust grows when you listen, take action, and make people feel seen and valued.

2. Fear of Conflict

Conflict isn’t inherently bad — it’s where the best ideas come from. But teams often avoid conflict for two reasons: they don’t think their disagreement will be heard, or they aren’t given the space to think critically. This leads to artificial harmony, where real issues are swept under the rug.

What it Looks Like

• Meetings where everyone nods along but no one really agrees.
• Passive-aggressive feedback or side conversations after discussions.
• A lack of critical thinking or debate around decisions.

How to Fix It

1. Frame Conflict as Collaboration: Remind the team, “It’s us against the problem, not us against each other.” Healthy conflict is about tackling the issue, not each other.
2. Create Space for Debate: Build time into discussions for critical thinking. Say, “What are we missing here?” to invite differing perspectives.
3. Focus on the Outcome, Not the Person: When disagreements arise, anchor the conversation in the outcome. Ask, “How does this help us reach our goal?”
4. Balance Conflict with Closure: Healthy conflict is valuable, but endless debate isn’t. Once all perspectives are heard, move forward with confidence to maintain momentum.

Why This Matters

Conflict is a catalyst for better solutions ( not a roadblock ). Teams that embrace debate and critical thinking make smarter decisions, and make them faster once trust is built. By fostering an environment where disagreement is safe and productive, you empower your team to tackle challenges head-on.

3. Lack of Commitment

Commitment happens when people understand what’s at stake, how decisions are made, and how their role fits into the bigger picture. Without this clarity, people disengage, deadlines slip, and ownership fades.

What it Looks Like

• Team members unsure of their role in a project or goal.
• Missed deadlines with little urgency to fix them.
• Hesitation to take initiative or responsibility.

How to Fix It

1. Define Success: Start with the question, “What does success look like?” Break it down for individuals, the team, and the project.
2. Align on Priorities: Involve the team in building the roadmap and defining timelines. Getting their input ensures buy-in.
3. Encourage Ownership: Let the team decide how to break down tasks and track progress. Give them the autonomy to own their piece of the puzzle.
4. Verify and Adjust: Regularly check alignment. If priorities shift, create space to recalibrate together.
5. Communicate the Big Picture: Share the story of where the organization is going and how their work contributes. Purpose drives commitment.

Why This Matters

Lack of commitment slows progress, and when it's at its worst, it derails it. When teams feel heard and understand the bigger picture, they’re more likely to push through challenges and own the outcomes. Building this kind of buy-in takes time, but the payoff is worth it: a team that doesn’t just complete projects but drives them forward with clarity and purpose.

4. Avoidance of Accountability

Why would anyone step up if being “accountable” just means taking the blame when things go wrong? Accountability fails when it’s driven by fear rather than empowerment. For accountability to thrive, mistakes must be seen as opportunities to learn, and responsibilities need to be clear and manageable.

What it Looks Like

• A fear of taking ownership because of potential backlash.
• Hesitation to share when something isn’t working.
• Uneven workloads, with high performers overcompensating for others.

How to Fix It

1. Make Room for Mistakes: Say, “We’re making decisions based on the best information we have right now. If it doesn’t work, we’ll course-correct.” This mindset makes accountability less scary.
2. Divide and Conquer: Break down responsibilities into smaller, clear pieces, each with its own metrics. This makes accountability feel actionable, not overwhelming.
3. Encourage Transparency: Build a culture where people can openly share challenges without fear. The sooner issues are flagged, the sooner they can be fixed.
4. Focus on the Fix, Not the Fault: When something goes off course, focus on what went wrong and how to adjust — not who’s to blame.
5. Model Accountability: Admit your mistakes and show how you’re addressing them. When leaders own up, teams follow suit.

Why This Matters

Accountability is about progress, not perfection. When team members own their part and communicate openly about challenges, the organization works better. Splitting responsibilities into smaller, clearly defined parts allows everyone to shine in their role without fear of blame.

Ultimately, accountability is about ensuring that every piece of the pie is working so the whole team succeeds.

5. Inattention to Results

People can’t focus on results if they don’t know what they are. The team needs clarity on what success looks like — individually, as a team, and as a project. They also need alignment so that their work rolls up to a shared vision. Without this, efforts become fragmented, and busy work replaces meaningful progress.

What it Looks Like

• Confusion about what “success” means for a role, project, or team.
• Efforts focused on checking boxes instead of achieving outcomes.
• A lack of connection between individual contributions and team goals.

How to Fix It

1. Define Success at Every Level: Clarify what success means for individuals, the team, and the organization. Make sure these align.
2. Share the Big Picture: Let the team know how their work contributes to organizational goals. Purpose drives engagement.
3. Highlight Best Practices: Set guiding posts for excellence and encourage the team to continuously improve.
4. Break It Down: Help the team visualize how their results contribute to the whole. Clear steps make big goals feel achievable.
5. Celebrate Wins: Acknowledge successes at all levels — individual, team, and organizational. Momentum builds motivation.

Why This Matters

People want to feel that their work matters, but they can’t do that if they don’t know what they’re working toward. Defining, aligning, and visualizing success ensures the entire team is moving in the same direction. When they see their impact and know the organization’s story, they’re motivated not just to meet expectations but to exceed them.

The Bottom Line

Fixing team dysfunctions isn’t about perfection — it’s about creating the conditions for progress. By focusing on trust, healthy conflict, commitment, accountability, and results, you’re not just solving problems — you’re unlocking your team’s full potential.

Dysfunctions aren’t the end of the story. They’re the starting point for growth. And when you tackle them with empathy, clarity, and action, your team will thank you — not just with words but with results.