You may already know, but I have been planning weddings and events for over 20 years. It’s been a journey filled with excitement, challenges, and endless learning. Weddings, in particular, are a huge affair, requiring immense coordination and teamwork. Whether it’s working with my in-house team or coordinating with external service providers like photographers, videographers, DJs, and entertainment services, understanding how to create a cohesive team is critical to ensuring that my clients have an unforgettable experience.
Sometimes I work with suppliers I don't know very well, so I have to quickly assess and create a sense of camaraderie. The stakes are high, and these strangers, who may have never worked together before, need to come together to deliver the best possible service for my clients. It’s not easy. And because of that, I have a profound understanding of how team managers feel when they’re responsible for improving teamwork and performance in various industries.
The essence of creating a great team, whether for a one-time event like a wedding or within an organisation where people work together over extended periods, lies in understanding and influencing team dynamics. Before diving into tips and strategies for improving teamwork, let’s first explore what team dynamics are and why they matter.
What Are Team Dynamics?
In simple terms, team dynamics refer to the psychological and unconscious forces that shape a team’s behaviour. These dynamics influence how individuals in the group interact, communicate, and cooperate with one another. When positive, team dynamics can drive productivity, foster creativity, and lead to outstanding results. But if the dynamics are negative, the opposite can happen—teams can become inefficient, conflict-ridden, and unproductive.
One of the most commonly referenced models that explain team dynamics is Bruce Tuckman’s Five Stages of Group Development. These stages are:
Forming: In this initial stage, team members are getting to know each other and figuring out their roles. There’s usually excitement but also some anxiety as people are uncertain about how the group will function.
Storming: As the team starts to take shape, differences in personalities, working styles, and opinions can lead to conflict. This is a crucial stage because, if not handled well, it can cause lasting friction.
Norming: Once the conflicts have been addressed, the team starts to establish norms—unspoken rules about how they work together. Trust begins to build, and cooperation improves.
Performing: By this stage, the team has hit its stride. They work well together, communication is smooth, and everyone is focused on achieving their goals.
Adjourning: This final stage is when the team disbands after achieving its objectives. While not all teams reach this stage, especially if they are ongoing, it's essential for project-based teams.
These stages are helpful to understand, but it’s essential to remember that team dynamics don’t always move in a linear or predictable order. Teams might move back and forth between stages as new challenges, members, or tasks emerge. In my work, for example, I’ve noticed that certain elements of “storming” or “norming” can reappear during critical points in the planning process, such as right before a wedding when emotions run high.
The Latest Insights into Team Dynamics
Recent studies, including research by Gallup, shed light on what truly makes a team effective. According to Gallup, one of the critical drivers of team performance is engagement. Engaged teams are those where members feel valued, have a sense of belonging, and believe their work is meaningful. This aligns well with my experience: when team members—whether it's a wedding photographer or a florist—feel like they are part of something bigger than just fulfilling a contract, they tend to put in that extra effort.
Interestingly, Gallup’s research also highlights the importance of managerial support. Teams that perform well usually have leaders who provide clear direction, continuous feedback, and opportunities for growth. This concept applies in my industry, too. As the lead event planner, my role is to ensure that everyone involved in the wedding understands the bigger picture and feels appreciated for their unique contributions.
Strategies for Enhancing Team Dynamics
Now that we’ve established what team dynamics are and the importance of engagement and managerial support, let’s explore strategies for improving them. These tips can apply to both temporary teams (such as those brought together for an event) and more permanent teams in a workplace setting.
Foster Open Communication: Encourage team members to express their thoughts, opinions, and concerns freely. Open communication fosters trust and prevents misunderstandings. During my events, I make it a point to have regular check-ins with all the suppliers, ensuring that if any issues arise, they’re dealt with promptly.
Clarify Roles and Expectations: Confusion over roles can lead to inefficiency and conflict. Make sure that everyone on the team understands their responsibilities and how they contribute to the overall goal. For instance, ensuring the DJ knows the timeline and the photographer knows the key shots ahead of time helps avoid last-minute scrambling.
Encourage Collaboration, Not Competition: While a bit of healthy competition can sometimes spark creativity, too much of it can hinder teamwork. Focus on creating an environment where collaboration is the norm. In my case, I often emphasise how each supplier's work enhances the overall experience for the couple.
Build Trust: Trust is the cornerstone of any strong team dynamic. This can be achieved by keeping promises, being transparent, and showing respect for every team member’s input. I’ve learned that when suppliers feel trusted and respected, they go above and beyond.
Promote Flexibility: Team dynamics can change as new challenges arise, so it’s crucial to remain flexible and adaptable. Encourage the team to be open to new ideas and approaches when necessary.
Provide Feedback and Recognition: Positive reinforcement goes a long way. When team members know that their efforts are recognised and appreciated, they’re more likely to stay motivated. I always try to provide feedback to everyone I work with, even for something as simple as a quick “thank you” at the end of the day.
Different Types of Team-Building Activities
Team-building activities are a great way to enhance team dynamics. Whether you're building a team for a long-term project or just trying to get a group of strangers to work together for a wedding, these activities can help foster trust, communication, and collaboration.
Here are some team-building activities you can consider:
1. Outdoor Activities
Outdoor activities such as hiking, obstacle courses, and group sports are popular team-building events. They promote teamwork, communication, and problem-solving in a fun, relaxed environment.
Do’s:
Encourage all team members to participate.
Choose activities that everyone can engage in, regardless of their fitness level.
Focus on collaboration rather than competition.
Don’ts:
Avoid overly competitive activities that might alienate some team members.
Don’t choose activities that could put anyone at risk, especially if people aren’t comfortable with physical exertion.
2. Indoor Problem-Solving Games
Indoor problem-solving games like escape rooms are becoming increasingly popular for team building. These activities encourage participants to think critically and work together to solve puzzles or challenges within a set time.
Do’s:
Ensure everyone has a role in solving the puzzle.
Debrief after the activity to discuss what worked well and what could be improved.
Don’ts:
Don’t allow one or two individuals to dominate the problem-solving. Ensure everyone is included.
Avoid overly complicated challenges that might frustrate participants rather than engage them.
3. Art and Craft Workshops
Creativity-based team-building activities, such as painting workshops, pottery classes, or DIY crafts, allow team members to express themselves and bond in a relaxed, low-pressure setting. This type of activity can be especially effective for teams who need a break from high-stress projects.
Do’s:
Provide a variety of materials so team members can choose how they want to participate.
Encourage people to share their creative process and celebrate everyone's unique contributions.
Don’ts:
Avoid activities that might make some participants feel uncomfortable if they aren’t naturally inclined towards artistic expression.
Don’t rush the process. The goal is to enjoy the activity, not to produce a masterpiece.
4. Cooking Competitions or Team Meals
Another popular option is organising cooking competitions or collaborative team meals. These activities not only foster teamwork but also create an atmosphere where people can relax, have fun, and connect on a personal level.
Do’s:
Ensure the tasks are divided fairly so that everyone has a chance to contribute.
Keep it light and fun—focus on the shared experience rather than the competition.
Don’ts:
Don’t make the competition aspect too intense. Not everyone is a master chef!
Avoid dietary restrictions or preferences becoming an issue; make sure there’s something for everyone.
Conclusion
In the world of event planning, as in any other field, understanding and managing team dynamics is key to success. Whether you’re bringing together a team of suppliers for a one-time event or managing an internal team over the long term, fostering positive dynamics is essential. Team-building activities play a crucial role in helping teams communicate better, build trust, and improve collaboration. By carefully choosing the right team-building exercises and focusing on open communication, trust, and engagement, you can create a team that performs at its best—even under pressure.
So, the next time you’re tasked with building a team—whether for a wedding or a workplace project—remember the importance of understanding team dynamics and don’t hesitate to invest time and effort into activities that bring your team closer together.