What are your tips for managing a cross-functional team?

What’s in it for me? If you can’t answer that question for everyone on your team, the likelihood of moving them together towards a common goal will decrease drastically. Vision is important, but it’s human nature to want to know “why I should care.”

I believe "Communication" is key to managing a team as people are from diverse backgrounds and areas of expertise, establish open and transparent channels for communication to encourage team members to share information.

Sharing a project's vision and goals and explaining it to your team is a great start for a project wherein benefits are twofold: Firstly, it provides a sense of purpose and direction that unites the cross-functional team by showcasing that the project is aligned with the company's vision and their contribution is crucial for the organization. Secondly, it provides a strong intrinsic motivation to the team, which can be beneficial, especially for projects where extrinsic motivation like rewards is difficult due to budget constraints.

Well…from my 30 years experience working for various companies, it’s all politics and possession. Although we work for the same company but different departments, we just want to believe that the information we have, we must protect and not share. My vision is that all big companies should educate all employees and explain that we all have the same goal…to achieve the common goal. Unfortunately this will never be possible until all departments agree to collaborate, communicate and be less possessive over the information they possess.

The project vision outlines the overarching purpose and direction, providing a clear understanding of the desired end result. This unifying vision motivates team members and stakeholders, fostering commitment and enthusiasm. Goals, being specific, measurable, achievable, relevant, and time-bound (SMART), translate the vision into actionable targets. Both the vision and goals enhance communication, align efforts, and mitigate ambiguity. They empower the team to prioritize tasks, manage risks, and adapt to changes without losing sight of the project's core purpose. Ultimately, clarifying the vision and setting SMART goals establishes a strong framework for project success, promoting cohesion, focus, and the realization of desired outcomes.

Defining roles and responsibilities should be looked at as where the ownership lies for that particular task, not as set boundaries that team members can't cross. The best part of having cross-functional teams the ability to be able to contribute to each other's task in whatever scale possible, while ensuring completion of what lies under their responsibilities. Some of the best contributions don't necessarily come from the designated role leader. Plus the extra perspectives might lead to areas unexplored.

When working with cross functional partners, it’s crucial to be aligned on who is doing what and should do what. This is R&R ( Roles and Responsibilities) The exercise below will help you clarify R&R. have your partner complete the exercise and review it together to ensure you are both aligned on roles and responsibilities. For example if you are an EM and working with PM partner, the exercice will be for you and your PM partner to fill the following: As an “EM” I am expected to: - A - B - C As an “EM” I expect my “PM” partner to: - A - B - C Same with your PM partner: As a “PM” I am expected to: - A - B - C As an “PM” I expect my “EM” partner to: - A - B - C

Review roles periodically and realign as needed based on project stage, skill development, and changing needs. Create a responsibility matrix clearly outlining the key activities and decision rights of each team member based on their function and expertise. Refrain from duplicative roles that can cause tension or grey areas around responsibility.

This is a very important advice. You will all come from different backgrounds and companies, where different roles might have had a different scope and responsibilities. If you don't agree and redefine the roles together with the team early on, you risk failure due to incorrect expectations. For example: You might be a high-level Senior Product Manager who expects the team to iron out any Jira epic details once the requirements are settled. The team might be however used to a more "project manager' type of PM, who would deal with issuing the designs, tracking, and translations for them. Agreeing that ahead will prevent future mutual disappointment :)

Defining roles and responsibilities in project management is paramount. Clear roles enhance focus, accountability, and collaboration. They ensure efficient resource allocation, proactive risk management, and effective communication. With distinct responsibilities, decision-making becomes streamlined, and stakeholder engagement is optimized. Role definitions also facilitate performance evaluation and growth, while minimizing conflicts. This structured approach fosters a cohesive team that executes tasks purposefully, mitigates risks, and advances toward project success.

Always ask for preferred way of communication of your partner teams. Customizing communication based on the team’s velocity, formation and culture is the key to effective cross functional communication.

Having facilitator methods in your toolbelt is helpful when you notice a communication gap. Asking the team to pause and inviting further clarification or context from a team member can help people get on the same page and prevent costly corrections later.

In managing cross-functional teams, roles and responsibilities are crucial for leveraging diverse expertise and perspectives. Clear roles ensure focus and accountability, while defined responsibilities promote effective collaboration. By embracing these elements, teams can tap into their full potential, navigate complexities, and achieve exceptional results.

I also use the concept of "functional empathy" to foster collaboration within cross-functional teams. Encouraging team members to understand and immerse themselves in each other's roles and perspectives not only enhances communication but also anticipates needs and fuels innovation. This approach almost guarantees a sense of unity among cross-functional teams, promotes respect, and leads to smoother collaboration. Ultimately, goal achievement becomes significant, with each team member taking ownership of their role and contributing to the collective success. With each iteration of this process, this amazing cohesion within the cohort becomes stronger and unstoppable.

For remote or hybrid teams, effective communication is paramount. Authenticity is key in cultivating a culture of collaboration, forced constructs will eventually give way to natural dynamics. Lead by example, and let the culture develop organically for lasting impact.

One should continuously learn from previous project experiences, both positive and negative. Conducting post-project reviews to analyze how well the risk management strategies worked and identifying any areas for improvement is crucial part of managing risks. Use these lessons learned to enhance your risk management approach for future projects

Effectively managing risks and changes in project management is crucial for ensuring project success. Risk management involves identifying potential threats, analyzing their impact and likelihood, and devising strategies to mitigate or address them. This proactive approach minimizes disruptions and enhances project stability. Similarly, change management is vital to handle unexpected shifts in project scope, requirements, or goals. By addressing risks and changes systematically, This approach prevents costly delays, maintains stakeholder confidence, and enables the project team to adapt swiftly. Ultimately, proficient risk and change management contribute to delivering projects that meet objectives on time and within budget.

To manage risks effectively: 1) Identify potential risks by involving team members and stakeholders. 2) Assess and prioritize risks based on likelihood and impact. 3) Develop mitigation strategies like contingency plans or preventive measures. 4) Monitor and evaluate risks continuously, adapting strategies as needed. 5) Maintain open communication and engage stakeholders. 6) Learn from past experiences to refine risk management processes. Proactive risk management helps teams anticipate obstacles, reduce negative impacts, and increase project or team success.

Risk management should be top of mind throughout the entire process. Some projects will have potential pitfalls that are not apparent during the big picture/planning stage. Being a value-add is about more than just doing your assignments well. It also requires tactfully pushing back on those tasks, procedures, or projects that you feel (after thorough research) are not worth the potential risk.

Always assume higher project margin when working with cross functional teams. Over communicate and use async communication to stay ahead and manage risks.

Providing public appreciation helps reinforce unity and shared purpose. Take time to highlight major milestones achieved through collaborative efforts. Call out individual members who exemplified core values like cooperation and flexibility. Tangible rewards also motivate. Gift cards, team lunches or fun outings are small gestures that spark joy. For major achievements, lobby executives for bonuses or extra time off. Peer recognition can be powerful too. Create a team award where members vote for things like "Most Valuable Partner" or "Rookie of the Year." Celebrating wins, no matter how small, keeps teams engaged through tough sprints.

Formal R&R may be the final step. But it would help if you start motivating the team from day 1. Any small win, idea, or improvement deserves acknowledgment and appreciation. When we fail to do it, the best-performing talent slowly converts himself into an average task-doer.

One of the crucial steps in 1:1 with team members, is the identify the 'reward-language' for each individual. There are social, cultural, financial and many other aspects that influence so. Rewarding an amazing performance in the correct way and at the correct time works like amplifiers! Also, making way for team members to reward each other through mutual feedback sharing on smaller collaborations create the positive environment we all seek to achieve.

Recognition and rewards play a pivotal role in keeping the team motivated and engaged. It's vital not only to acknowledge the team's collective achievements but also to recognize the individual contributions that make those successes possible. When team members feel valued and appreciated for their specific efforts, they are more likely to remain satisfied and motivated. Constructive feedback, whether positive or constructive, helps team members understand where they excel and where they can improve. This process should be fair, transparent, and based on objective criteria to maintain a sense of equity within the team. It's essential to ensure that these awards are accessible to all, fostering a sense of inclusivity and fairness.

Acknowledging their efforts boosts morale, motivation, and a sense of accomplishment. Moreover, rewards such as incentives, promotions, or public recognition reinforce the value of hard work and commitment. When team members feel valued, they're more likely to maintain their enthusiasm and deliver exceptional results. This practice also fosters loyalty, encourages knowledge sharing, and attracts top talent, creating a cycle of continuous improvement. Ultimately, recognizing and rewarding the team enhances overall project performance, nurtures a positive team dynamic, and contributes to the successful achievement of project goals.

Leverage diverse perspectives and embrace the diversity within your team. Different backgrounds and expertise can lead to innovative solutions. Encourage brainstorming and idea sharing. Schedule regular meetings and check-ins to track progress, address issues, and update team members on developments. These meetings help in staying on course and making necessary adjustments. Utilize technology and collaboration tools to streamline communication and project management. Tools like project management software and video conferencing can bridge gaps in virtual teams. Recognize and celebrate milestones and achievements. Acknowledging team efforts boosts morale and fosters a sense of accomplishment.

One of my tip of managing cross functional team is that I try to embrace the diversity of skills, backgrounds, and perspectives within your team. I leverage on this diversity to encourage creativity, innovation, and different approaches to problem-solving. Fostering a respectful and inclusive team culture where everyone feels valued and encouraged to contribute their unique insights.

The most important added value of a leader will be in smoothing communication chanels among all the team members. If we explore more the definition of a servant leader, we will be shocked by the extensive and diverse volumes of capability to effect. For instance, when you focus on solving your teammates issues then you will be rewarded by more motivated experts who can focus better on the main scope!

Working in cross-functional teams often brings diverse perspectives, which can lead to disputes. To foster harmony, consider team performance incentives. Rewarding collaborative efforts can inspire unity and problem-solving, transforming potential conflicts into opportunities for growth.

Include an overview of the steps that happen before, and those that happen after each task when training team members on their specific task. Understanding what you need to do to facilitate your colleague’s work, or what challenges limit them to meet your requirements, will allow for faster troubleshooting and better processes.