Creating Effective Shared Team Routines

A Practical Guide

Successful teams rely on more than just individual brilliance. They need shared routines—coordinated habits and practices that enhance collaboration, productivity, and team performance. In this post, we’ll explore the concept of shared routines and how leaders and teams can implement them effectively.

Shared Routines and Why They Are Important

Shared routines are the collective habits, processes, and rituals teams adopt to simplify their work. These routines promote smooth coordination, build trust, and improve team dynamics. The right shared routines boost team success by improving efficiency, bonding, stability, and learning.

How Can Leaders and Teams Begin Using Shared Routines?

When it comes to implementing shared routines in a team, there are several steps that leaders and team members can take.

1. Target Areas: The first step is defining the criteria, setting intentions, and identifying potential metrics. This part clarifies why shared routines are needed and which might help the most. Starting with the areas where shared routines will likely provide the most significant benefit to the team with low to moderate effort is essential. Consider shared work patterns that could be simplified, standardised or scaled. Below the steps is a list of areas to consider.
2. Prototype Ideas: Once you have generated a set of target routines, the team can develop prototypes for selected routines and gather feedback from team members to refine them. A prototype routine is a trial run of a team process or habit to test and refine. Teams use prototypes to gather feedback, identify issues, and fine-tune their routines to align with team goals and enhance collaboration.
3. Embed Tools: Simple technology practices can differentiate between routines that stick or sink. Spend time thinking about how tools and tech can support your shared routines. If you are asking people to switch from using one tool to another, be conscious that this will require additional effort and potential training support.
4. Test and Iterate: Try out your routines and see how they work. Collect feedback to improve and refine routines for better outcomes. Remember, shared routines are not rigid rules—they’re adaptable guidelines and options for teams to build collective practice.

Creating successful shared routines is more than just setting goals and processes. Leaders must foster a culture of experimentation and learning, encouraging their team to follow a common rhythm while remaining open to improvisation and change. By following these steps, teams can establish routines that support their joint endeavour, ultimately increasing the chances of success.

Descriptions and examples for each category of potential shared team routines:

1. Set direction and focus attention: Establish clear objectives and guide the team’s focus towards achieving them. For example, conduct regular team meetings to align on overarching goals and break them down into actionable tasks.
2. Adapt goals and prioritise work: Flexibly adjust objectives and tasks based on evolving circumstances and priorities. For example, hold weekly or bi-weekly planning sessions to reassess goals and adapt task priorities based on new information or changing requirements.
3. Plan work and schedule activity: Organise tasks and activities in a structured manner to meet deadlines and objectives. For example, create detailed timelines or Gantt charts to allocate resources effectively and ensure timely completion of deliverables.
4. Make decisions and solve problems: Collaboratively resolve challenges and make informed decisions to overcome obstacles. For example, hold regular ideation sessions or problem-solving workshops to address issues as they arise and identify practical solutions.
5. Monitor progress and manage risk: Track milestones, identify potential risks, and implement mitigation strategies. For example, you can conduct weekly progress reviews to assess whether the team is on track to meet milestones and proactively address emerging risks or issues.
6. Handle change and uncertainty: Adapt to unexpected changes and navigate uncertainty while maintaining productivity. For example, establish a communication protocol for promptly disseminating updates and changes to team members and stakeholders to ensure everyone is informed and can adjust their plans accordingly.
7. Promote wellbeing and inclusion: Cultivate a supportive and inclusive team culture that prioritises all members’ physical, emotional, and psychological wellbeing. For example, implementing regular check-ins or wellness activities fosters camaraderie, addresses potential sources of stress, and promotes a healthy work-life balance.
8. Manage stakeholders and partners: Engaging with external stakeholders and partners to ensure alignment, collaboration, and effective communication. For example, holding periodic meetings with stakeholders to gather feedback, address concerns, and provide updates on progress.
9. Enable learning and development: Facilitate continuous learning and growth within the team by providing opportunities for skill development and knowledge sharing. For example, organise internal workshops, training sessions, or lunch-and-learn events where team members can share expertise, learn new skills, or discuss industry trends.
10. Acknowledge contribution and celebrate success: Recognise and appreciate the efforts and achievements of individual team members and the team as a whole. For example, host regular team celebrations or recognition ceremonies to acknowledge milestones, accomplishments, and exemplary performance.

To find out more about improving team routines reach out to us via info@soji.com.au.