Building trust through collaborative flow states

A day in the office It was 10:00 AM. The glass meeting room was full—a founder, an engineering lead, a designer, and me. The agenda was simple: review progress on the new feature.  But within 10 minutes, voices started to tighten.  - The 𝗲𝗻𝗴𝗶𝗻𝗲𝗲𝗿 𝗹𝗲𝗮𝗱 said, “We’ve already delivered; the code is in GitHub.”  - The 𝗱𝗲𝘀𝗶𝗴𝗻𝗲𝗿 frowned: “Wait, but the handoff screens aren’t final yet.”  - The 𝗳𝗼𝘂𝗻𝗱𝗲𝗿 shook his head: “No, ‘delivered’ means it’s live for customers.” 𝗦𝗶𝗹𝗲𝗻𝗰𝗲. Then frustration. There were three intelligent individuals present. Three different definitions of “𝘥𝘰𝘯𝘦.” That’s when it hit me: the problem wasn’t the work. It wasn’t commitment. 𝗧𝗵𝗲 𝗽𝗿𝗼𝗯𝗹𝗲𝗺 𝘄𝗮𝘀 𝗲𝘅𝗽𝗲𝗰𝘁𝗮𝘁𝗶𝗼𝗻 𝘀𝗲𝘁𝘁𝗶𝗻𝗴 (𝗰𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻). We paused. I asked each person to write down their response in one sentence:  - What does “done” mean for this feature?  - Who owns what part of the journey? The answers were eye-opening. What we assumed was “obvious” wasn’t obvious at all. From that day forward, we made a small but powerful rule: - 𝗗𝗲𝗳𝗶𝗻𝗲 𝘀𝘂𝗰𝗰𝗲𝘀𝘀 𝘂𝗽𝗳𝗿𝗼𝗻𝘁; “𝗱𝗼𝗻𝗲” 𝗺𝘂𝘀𝘁 𝗺𝗲𝗮𝗻 𝘁𝗵𝗲 𝘀𝗮𝗺𝗲 𝘁𝗵𝗶𝗻𝗴 𝘁𝗼 𝗲𝘃𝗲𝗿𝘆𝗼𝗻𝗲. - 𝗪𝗿𝗶𝘁𝗲 𝗶𝘁 𝗱𝗼𝘄𝗻; 𝗶𝗳 𝗶𝘁’𝘀 𝗻𝗼𝘁 𝗶𝗻 𝗦𝗹𝗮𝗰𝗸/𝗡𝗼𝘁𝗶𝗼𝗻, 𝗶𝘁 𝗱𝗼𝗲𝘀𝗻’𝘁 𝗲𝘅𝗶𝘀𝘁. - 𝗖𝗵𝗲𝗰𝗸-𝗶𝗻 𝗲𝗮𝗿𝗹𝘆; 𝗻𝗼𝘁 𝗮𝘁 𝘁𝗵𝗲 𝗳𝗶𝗻𝗶𝘀𝗵 𝗹𝗶𝗻𝗲. Two weeks later, the same group walked into the same meeting room. This time, instead of tense debates, we had crisp updates. No surprises. No finger-pointing. Just flow. The lesson I walked away with: 𝗖𝗹𝗮𝗿𝗶𝘁𝘆 𝗶𝘀 𝗸𝗶𝗻𝗱𝗻𝗲𝘀𝘀. 𝗔𝗺𝗯𝗶𝗴𝘂𝗶𝘁𝘆 𝗰𝗿𝗲𝗮𝘁𝗲𝘀 𝘀𝘁𝗿𝗲𝘀𝘀, 𝗯𝘂𝘁 𝗰𝗹𝗲𝗮𝗿 𝗰𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗯𝘂𝗶𝗹𝗱𝘀 𝘁𝗿𝘂𝘀𝘁. So next time you’re in a meeting, don’t just ask:  “Are we aligned?”  Instead ask:  “Can we all say in one sentence what success looks like?” You’ll be amazed how quickly the room shifts. #Leadership #ClearCommunication #ExpectationSetting #ClarityIsKindness #WorkplaceCulture #TeamAlignment #ProjectManagement #OfficeStories #Teamwork #TrustInTeams #Productivity #LeadershipLessons #CommunicationMatters #DeliveryExcellence

I walked into a room full of frustration. The project was off track, the budget was bleeding, and trust had worn thin. As the new project manager, I had 30 days to rebuild what was broken not just the plan, but the relationships. 💡 Here’s the exact trust-building strategy I used to shift the momentum one conversation, one quick win, and one honest update at a time. ▶ Day 1–5: I started with ears, not answers. 🎧 Active Listening & Empathy Sessions I sat down with stakeholders one by one, department by department. No slides. No status updates. Just questions, empathy, and silence when needed. 💬 I didn’t try to fix anything. I just listened and documented everything they shared. Why it worked: They finally felt heard. That alone opened more doors than any roadmap ever could. ▶ Day 6–10: I called out the elephant in the room. 🔍 Honest Assessment & Transparent Communication I reviewed everything timelines, budgets, blockers, and team dynamics. By day 10, I sent out a clear, no-spin summary of the real issues we were facing. Why it worked: I didn’t sugarcoat it but I didn’t dwell in blame either. Clarity brought calm. Transparency brought trust. ▶ Day 11–15: I delivered results fast. ⚡ Quick Wins & Early Action We fixed a minor automation glitch that had frustrated a key stakeholder for months. It wasn’t massive, but it mattered. Why it worked: One small win → renewed hope → stakeholders leaning in again. ▶ Day 16–20: I gave them a rhythm. 📢 Clear Communication Channels & Cadence We set up weekly pulse updates, real-time dashboards, and clear points of contact. No more guessing who’s doing what, or when. Why it worked: Consistency replaced confusion. The team knew what to expect and when. ▶ Day 21–25: I invited them to the table. 🤝 Collaborative Problem-Solving Instead of pushing fixes, I hosted solution workshops. We mapped risks, brainstormed priorities, and made decisions together. Why it worked: Involvement turned critics into co-owners. People support what they help build. ▶ Day 26–30: I grounded us in reality. 📅 Realistic Expectations & Clear Next Steps No overpromising. I laid out a realistic path forward timelines, budgets, trade-offs, and all. I closed the month by outlining what we’d tackle next together. Why it worked: Honesty created stability. A shared plan gave them control. 💬 In 30 days, we hadn’t fixed everything but we had built something more valuable: trust. And from trust, everything else became possible. Follow Shraddha Sahu for more insights

Creating a fluid, high-performing team doesn’t happen overnight. I’ve done it time and again, and I’ve noticed it tends to evolve through four distinct stages: STAGE 1: GET ON THE SAME PAGE Every team starts as a collection of individuals with their own goals, skills, and experiences. Initially, we need to focus on alignment—understanding the fundamentals that guide our work: → Clarifying team goals and objectives → Establishing individual roles and responsibilities → Aligning on foundational knowledge (for marketing, that’s things like audience, messaging, data, etc.) This stage is about ensuring everyone is on the same page – getting our feet under us and setting the stage for collaboration. STAGE 2: BUILDING CORE PROCESSES Once the basics are in place, the focus shifts to creating processes and fostering communication. This is where we start shaping the team dynamic: → Developing workflows that connect our roles → Understanding each other’s strengths and expertise → Establishing communication norms (e.g., who to go to for what) At this stage, we’re learning how to work together efficiently toward those goals we set – figuring out what each person brings to the table and how we all mesh. STAGE 3: LEVELING UP: WORKING SMARTER & FASTER If you’ve set a solid foundation in stages one and two, the team starts hitting its stride. Core processes run smoothly, efficiency improves, and trust builds. Now we can stretch beyond the basics with room for: → Moving faster with confidence in our systems and each other → Experimenting with new ideas and approaches → Tackling more complex challenges This is when teams move from “getting it done” to creating something exceptional. STAGE 4: MOVING WITH TRUST & AUTONOMY In this final stage, the team operates with a deep sense of trust and shared purpose. Each member has the freedom to work independently while contributing to the team’s goals. Key indicators of this stage include: → Bolder decision-making with less oversight → Seamless collaboration → A culture of mutual accountability and support When a team reaches this stage, the foundation enables not just efficiency but true innovation and growth. Building a great team takes time and effort, but breaking it down into stages makes it easier to evaluate where you are and what’s needed to move forward. When you take the time to build it, a solid foundation doesn’t just unlock efficiency—it unleashes a team’s full potential. PS - Shout out to Nizam Yusuf, Kristine Dill, Rachel Veitch, Kiersten Lopez, Kerry Niccum!

𝐓𝐞𝐚𝐦𝐰𝐨𝐫𝐤, 𝐬𝐲𝐧𝐜𝐡𝐫𝐨𝐧𝐢𝐜𝐢𝐭𝐲 𝐚𝐧𝐝 ‘𝐭𝐞𝐚𝐦 𝐟𝐥𝐨𝐰’. Just like an expedition team moving in unison to conquer mountains, the most extraordinary results in organizations come when teams operate in a state of flow and synchronicity. Neuroscience is showing us that ‘team flow’ is a powerful brain state. When teams are fully engaged and united toward a common goal, their brain activity synchronizes, creating harmony—literally. Brainwaves move in sync, helping the team communicate more effectively, understand each other deeply, and work together effortlessly, resulting in better teamwork and higher performance. Much like these climbers, a team in ‘flow’ relies on one another to navigate challenging terrain and reach new heights. When teams find their rhythm, they can overcome any obstacle with a strong sense of unity and purpose. I’ve experienced this firsthand in several settings: from working with military teams—where we intuitively knew each other's movements and communicated effectively—to creative co-creation at work, and even watching my son’s football team get into that unmistakable rhythm of flow. So how can you foster more 𝐭𝐞𝐚𝐦 𝐟𝐥𝐨𝐰? Here are a few ideas: 𝟏. 𝐂𝐫𝐞𝐚𝐭𝐞 𝐚 𝐬𝐡𝐚𝐫𝐞𝐝 𝐬𝐞𝐧𝐬𝐞 𝐨𝐟 𝐢𝐝𝐞𝐧𝐭𝐢𝐭𝐲: Our brains thrive in a unified atmosphere. 𝟐. 𝐒𝐩𝐞𝐧𝐝 𝐦𝐨𝐫𝐞 𝐭𝐢𝐦𝐞 𝐭𝐨𝐠𝐞𝐭𝐡𝐞𝐫 𝐭𝐨 𝐜𝐨𝐧𝐧𝐞𝐜𝐭: Building relationships & understanding are the glue. 𝟑. 𝐀𝐥𝐢𝐠𝐧 𝐨𝐧 𝐲𝐨𝐮𝐫 𝐩𝐮𝐫𝐩𝐨𝐬𝐞 & 𝐜𝐨𝐦𝐦𝐨𝐧 𝐠𝐨𝐚𝐥𝐬: Clearly define roles and responsibilities. 𝘌𝘷𝘦𝘳𝘺𝘰𝘯𝘦 𝘴𝘩𝘰𝘶𝘭𝘥 𝘩𝘢𝘷𝘦 𝘢 𝘳𝘰𝘭𝘦 𝘵𝘰 𝘱𝘭𝘢𝘺. 𝟒. 𝐄𝐧𝐜𝐨𝐮𝐫𝐚𝐠𝐞 𝐝𝐞𝐞𝐩𝐞𝐫, 𝐨𝐩𝐞𝐧 𝐜𝐨𝐧𝐯𝐞𝐫𝐬𝐚𝐭𝐢𝐨𝐧𝐬:
Build curiosity and collective awareness. 𝟓. 𝐂𝐞𝐥𝐞𝐛𝐫𝐚𝐭𝐞 𝐭𝐞𝐚𝐦 𝐩𝐫𝐨𝐠𝐫𝐞𝐬𝐬: Trigger the brain’s “feel-good” chemicals. 𝐏.𝐒. Have you experienced ‘team flow’? What impact did it have on your team? I’d love to hear your experiences 😊 𝐒𝐨𝐮𝐫𝐜𝐞: Shehata, M. et al. (2021). '𝑇𝑒𝑎𝑚 𝐹𝑙𝑜𝑤 𝐼𝑠 𝑎 𝑈𝑛𝑖𝑞𝑢𝑒 𝐵𝑟𝑎𝑖𝑛 𝑆𝑡𝑎𝑡𝑒 𝐴𝑠𝑠𝑜𝑐𝑖𝑎𝑡𝑒𝑑 𝑤𝑖𝑡ℎ 𝐸𝑛ℎ𝑎𝑛𝑐𝑒𝑑 𝐼𝑛𝑓𝑜𝑟𝑚𝑎𝑡𝑖𝑜𝑛 𝐼𝑛𝑡𝑒𝑔𝑟𝑎𝑡𝑖𝑜𝑛 𝑎𝑛𝑑 𝐼𝑛𝑡𝑒𝑟𝑏𝑟𝑎𝑖𝑛 𝑆𝑦𝑛𝑐ℎ𝑟𝑜𝑛𝑦,' eNeuro.

My customer turned off their camera and listed demands. I closed my deck and told them the truth. What happened next changed every meeting since: I noticed a pattern with our happiest enterprise customer: We haven't shown them a single slide deck since an on-site in July. Instead, something more powerful emerged: Genuine collaboration, cameras on, teams working in close alignment. Last month’s meeting crystallized why this works: - Live product demos and real-time ideation - Prototype sharing that triggered immediate feedback - Two-way dialogue building on each team's insights - Energy that felt more like partners than vendor-client The contrast with typical customer meetings is stark: Decision cycles: Rigid to Fluid Energy levels: Passive to Active Idea flow: One-way to Collaborative Trust indicators: Formal to Natural Here's what most customer meetings optimize for: - Structured roadmap presentations - One-directional updates - Prescribed Q&A sessions - Checkbox compliance But high-trust partnerships flow differently. They're marked by: - Spontaneous collaboration - Rapid idea exchange - Compound energy - Growing trust velocity - Honest conversation (even about challenges) The metrics on human engagement are clear. Cameras on and ideas flow faster Faces shown and deal velocity increases Real presence and trust compounds AI will perfect email communication, and automation will streamline meetings. Bots will handle routine interactions. But they can't replicate: - Authentic laughter that actually builds rapport - Genuine nods that signal understanding - Human presence that accelerates trust. Your best customers don't need weekly roadmap updates, they're too busy building alongside you. Great partnerships aren't built on perfect slides but built on genuine human connection. Next time you're tempted to hide behind a deck, try this instead: Turn your camera on. Show your face. Watch trust happen Your slides don't matter. Your humanity does.