5 Steps to Build a Well-Coordinated and Effective Team

13 Jun, 2022 | Read in 7 minutes

Building a well-coordinated and effective team is one of the leaders' most important duties. Follow these simple steps to establish team coordination within your organisation!


Building a well-coordinated and effective team is essential for any organisation that aims to achieve its objectives. A team that communicates effectively, collaborates seamlessly, and solves problems efficiently can increase productivity, improve organisational culture, and achieve success.

One of the critical elements of building an effective team is team building. It involves creating a conducive environment that fosters teamwork, trust, and motivation among team members. 

Effective communication is also vital in building a well-coordinated team. When team members communicate effectively, they can share ideas, give feedback, and resolve conflicts amicably. Leadership plays a crucial role in team building, providing direction, support, and guidance to team members.

Another crucial factor in building an effective team is collaboration. Team members need to work together, leveraging each other's strengths, and supporting each other's weaknesses. 

Problem-solving is also a critical skill for a well-coordinated team. When team members can identify problems, analyse them, and provide solutions, they can achieve their goals more effectively. 

Finally, teams can streamline their workflows and achieve their objectives with a project management tool using VirtualSpace.

But before we're jumping further, let's take a look at the importance of team coordination!

The Definition and Importance of Team Coordination

Photo by fauxels from Pexels

Teams now need to be fast-paced, adaptable, and imaginative in order to keep up with the changing dynamics of the corporate world. They must be ready to lead the company forward. To support an organization's fundamentals, teams must be well-coordinated and effective.

In simple words, team coordination refers to the methods and techniques that businesses employ to assist their teams to work more effectively on their individual and collective goals. According to research, companies that excel at it are twice as likely to outgrow their competition.

Team coordination is important because it helps to ensure that everyone on the team knows what they are doing and that they are all working towards the same goal. It can be accomplished in a variety of ways, but team coordination is necessary among team members and across teams for the following reasons.

1. To Connect Different Business Operations

Coordination aids in the integration of numerous business processes. Members of the organization are able to integrate company processes in order to get the desired result. There would be a waste of resources and maybe a delay in receiving results if such company processes are not interconnected.

2. To Focus on Each Division’s Own Goals

Each department in a company has its own set of goals to achieve. They achieve the organization's goal by making well-informed decisions.

The department's goals might sometimes come in the way of the company's goals. Due to the complexities of the company, it will be impossible to detect such instances. If there is no coordination between the two, the company's goals may be jeopardized.

That's why it is very crucial for each department to focus on its own goals in order to achieve the greater goals. In this case, it's the company's goal.

3. To Establish Strong Bonding Amongst Team Members

Every person has various individual needs. Every human being needs to interact with each other. The team coordination process helps to fulfil such requirements.

Employees will be able to communicate with their coworkers. This will result in solid team bonding. The coordination process also helps in the development of better relationships among teams.

Better relationship results in better teamwork. Great teamwork increases productivity. Then we all know where increased productivity leads. It leads to the achievement of the company's goals.

After coming across the definition and importance of team coordination, we'll cover the seven steps to building a well-coordinated and effective team. If you're a team leader or a manager or a supervisor of a company, these steps are most suitable for you.

How to Build a Well-Coordinated and Effective Team

Photo by Pixabay from Pexels

Building a well-coordinated and effective team takes a lot of time and effort, as well as careful preparation. Once you begin the process, you may encounter challenges. Here are a few steps on how to build a well-coordinated and effective team.

1. Deliver the Purpose of Work

According to an IC4P study, the foundation of effective team coordination was built on purpose. The teams will share the feeling of the same purpose towards achieving the goals within the company.

If everyone is on the same page, they have a similar aim and work toward the same objective. It keeps them focused on the important things. Also, it gives them the motivation to make decisions that will impact the performance of the company.

You can start by explaining to your team members about the company's goal, why they should work on a project, and why it is so important for them to achieve the goals. This allows your team not only to understand the purpose but to excel in what you want them to do as well.

2. Set up a Detailed Plan and Strategy

Benjamin Franklin once said, “If You Fail to Plan, You Are Planning to Fail.” Planning is sometimes a challenge in building team coordination. Because of the uncertainty of tomorrow, many leaders fail to plan. As a matter of fact, making a detailed plan and strategy is a very crucial part of building team coordination.

The benefits of setting up a detailed plan and strategy:

  • It helps set goals. A clear plan and strategy offer your team a sense of assurance about what to achieve. It helps them stay focused and creates trust.
  • It encourages your team to be accountable. Each of your teams will understand what to do and why. It allows you to keep them accountable and also helps them hold each other accountable.
  • It helps with resource allocation. Knowing what needs to be done and when it needs to be done allows you to better arrange your teams to achieve the objectives.

3. Assign Team Members to Specific Roles and Responsibilities

Team members should be assigned specific roles and responsibilities so that they can work together. It is important to make sure that each person has a clear understanding of the goals of the project, their role in it, and what others on the team are doing. This will help them identify any potential conflicts before they happen.

The first step in assigning team members to specific roles and responsibilities is to identify the skill set of each team member. The second step is to identify what each team member’s role should be in order to achieve the company’s goals. The third step is assigning responsibility or task that needs to be completed by a certain date.

4. Communicate With Team Members

A team with excellent communication skills is more likely to succeed in their endeavours. As a leader, it is your responsibility to create a system that allows everyone to communicate effectively and without glitches.

Effective communication must be practised on a regular basis so that everyone may express their thoughts and ideas. Also, remember to pick the correct phrases to motivate your staff while communicating with them. To keep team morale strong, avoid using judgmental language and maintain a welcoming tone. This will improve the team's effectiveness since they will be more enthusiastic about their work.

5. Do a Follow-up and Feedback

When we give follow-up and the appropriate feedback, teams may excel in their job and become more productive. Feedback not only focuses on improving each individual but also works on enhancing the organizational culture.

Successful teams are built around a sound feedback system that keeps them informed about their success on a regular basis. A functional feedback system offers teams ongoing information on what they need to improve and work on, allowing them to operate more efficiently and productively.

Establishing a Well-Coordinated and Effective Team Using VirtualSpace

Building a well-coordinated and effective team is one of the leaders' most important duties. A team that knows their roles contributes to the organization's improvement. 

It has difficulties that require careful consideration and attention because it is not something that can be accomplished overnight. Because it is a continual process, you must work on it every day.

As leaders, you must be able to communicate and delegate tasks to your teams. Using a team communication tool can be an option to help you to delegate tasks. Trying a project management tool using VirtualSpace can be an option in order to provide communication and effective project management. Try it now!

Ready to grow your business with VirtualSpace?

One platform to manage and organise your teams, tasks, projects, and more.


Subscribe to our newsletter to stay updated

We'll keep you posted with everything going on in the modern working world.