Leaders & Teams

How to Build and Maintain Effective Collaboration

Teamwork is one of the most desired skills in organisations today. Achieving results and developing innovative solutions requires more than just individual initiatives. Instead, it often demands a coordinated effort from a group or team. The effectiveness of a team’s collective efforts is therefore crucial to reaching set goals. In this article, I will guide you through the key principles of fostering strong collaboration.

6 March 2025
Henrik Schelde Andersen, Client Director

Article

How to build and maintain effective collaboration is often left to the participants themselves. There seems to be an assumption that people are naturally adept at working together, and that the necessary structures and processes for collaboration will emerge organically.

In my experience, effective collaboration arises at the intersection of structure, processes, and interpersonal relationships. A clear structure establishes the framework, well-designed processes ensure smooth workflows, and strong relationships foster engagement and motivation. If you are responsible for facilitating collaboration, you should always consider how to optimise these three dimensions simultaneously to create the best possible conditions for success.

Focusing on these three dimensions is particularly relevant if you are an “informal” leader in a collaborative effort—whether as a project manager, coordinator, facilitator, or similar role—or if you are responsible for cross-functional collaboration.

Chemistry Alone Is Not Enough

When I ask people what makes collaboration successful, I often hear that good teamwork is about having strong “chemistry” with colleagues. That is, enjoying working together, communicating well, and sharing common interests. When collaborations fail, it is sometimes attributed to a lack of chemistry, implying that there is little that can be done to remedy the situation.

While interpersonal chemistry certainly plays a role, it is a dynamic quality that can be cultivated. Moreover, there are other critical elements that form the foundation of effective collaboration, which I will elaborate on below.

Three Key Dimensions of
Effective Collaboration

1. The Structural Dimension

The structural dimension focuses on the external frameworks that support collaboration. The following four areas are crucial for ensuring alignment and mutual acceptance:

Clear Roles and Responsibilities
Clearly defined roles and responsibilities prevent confusion and task overlap. This ensures that each participant understands what is expected of them and how their contributions align with the overall goal.
Establishing Ground Rules
Clear, mutually agreed-upon ground rules help define behavioural norms within the collaboration. This can include meeting etiquette, modes of interaction, and communication standards.
Shared Understanding of Objectives
All participants should have a common understanding of the expectations for the group’s work and its significance within the broader context. This can be achieved through thorough briefings, shared sense-making, and ongoing discussions about purpose and goals.
A Clearly Defined Mandate for the Leader
The individual responsible for driving collaboration forward needs a clearly defined mandate from the organisation. This mandate should provide the authority to initiate actions, facilitate discussions, push for decisions, and make important choices.

2. The Process Dimension

The process dimension focuses on how the group operates. Clearly defined and well-documented processes allow participants to focus on content rather than on the mechanics of collaboration.

The following four areas are essential for establishing alignment and mutual acceptance:

Structured Meetings
Meetings are often pivotal in collaboration, and well-structured meetings ensure efficiency. Agreements on meeting frequency, clarity regarding each meeting’s purpose and outcomes, appropriate documentation, and consistent follow-up on decisions and internal agreements are key elements to have in place.
Leveraging Diversity Constructively
Collaboration inevitably involves disagreements, yet professional disagreements and discussions are fundamental to generating unique and innovative solutions. The leader must continuously acknowledge and highlight the group’s professional and personal differences to foster respect and understanding, even when it proves challenging.
Clear Dialogue and Decision-Making Processes
Effective dialogue requires structured conversational processes where participants actively listen and build on each other’s perspectives. These processes should be explicitly defined, as they do not emerge naturally. Fair and transparent decision-making structures ensure that participants understand how to contribute and what procedures to follow—whether through consensus, majority votes, or hierarchical decision-making.
A Structured Feedback Culture
Groups that engage in continuous feedback achieve better results because they can consistently refine both their processes and outcomes. Feedback should not focus solely on individuals but rather on the collaboration’s effectiveness and structural elements. For feedback to be useful, it must be structured, concrete, and straightforward.

3. The Interpersonal Dimension

The interpersonal dimension focuses on the quality of relationships within the collaboration. A safe and trusting environment is essential for individuals to feel comfortable contributing to the collective effort.

The following three areas are crucial for fostering alignment and mutual acceptance:

Stepping Beyond Professional Roles
When we gain insight into our colleagues’ lives—their dreams and ambitions, struggles and doubts, and vulnerabilities—it positively influences collaboration by increasing mutual respect and patience. As a leader, you should model this openness to encourage others to do the same.
Building and Maintaining Psychological Safety
Creating a culture of psychological safety requires participants to respect each other’s viewpoints, feel comfortable expressing themselves, and engage in open, curious dialogue. As a leader, you should continually work to establish the necessary conditions, invite participation, and respond constructively to any breaches of this culture.
Inclusive Language
The way we communicate significantly impacts an individual’s engagement and sense of recognition. As a leader, you must ensure that interactions are characterised by respect for diverse perspectives, beliefs, and values that drive each participant.

Contact

Henrik Schelde Andersen

Client Director

hsa@mannaz.com
+45 2156 0156