Teams

Teams are groups of people who come together to achieve specific goals.  Two key factors that shape teams are roles and norms. Roles and norms provide structure and clarity, guiding how people behave and what is expected of them. They can be tricky, though, because they might be both obvious and hidden, and they relate to both tasks and relationships.

Some teams are permanent––like departments––while others are temporary––like project groups. The way a team is organized, how roles are defined, and how members interact can have a big impact on how well the team communicates and functions. Teams are usually formed to tackle bigger, more complex tasks than what one person or a group working separately could handle. While teams can boost performance, it is not always a given. Over time, researchers have become increasingly interested in how teams function, and what makes them effective––given their widespread use in organizations today. Roles and norms are two often studied, shaping forces of teams (Forsyth 1990).

Roles

Roles are the expectations around what each team member focuses on and how they contribute to the group’s work.

Roles are the expectations around what each team member focuses on and how they contribute to the group’s work.

As teams work towards shared goals, members take on different roles and responsibilities, which can be assigned by a leader, decided by the team, or volunteered for by individuals. Some roles also naturally develop as the team works and grows together.

Roles that are established and clear help avoid misunderstandings and boosts team performance. But if roles are unclear, it can lead to frustration, and slow down progress. Over time, as people stick to certain roles, others start to expect them to keep doing those tasks, making the group more predictable and stable. However, roles are not fixed; they can be changed––and this is where agency comes in. Changes in role will impact communication and outcomes.

Norms

Norms are shared beliefs and expectations about appropriate behaviour within the group.

Norms are shared beliefs and expectations about appropriate behaviour within the group.

They can be overt and explicit or implicit, and they develop through group interaction. Norms shape many aspects of group life, including seating arrangements, communication patterns, language, attire, humor, and respect for the person in charge. They can be about how tasks are completed, and about how relationships are prioritized. Norms define roles and behavior in such a way that makes social settings predictable, because these behaviours are repeated over time. There are two main types of norms in an organization:

Descriptive norms refer to what people typically do in a given situation. They describe the behavior that is common or usual among a group of people. For example, if most employees arrive late for meetings, a new employee might observe this and decide to do the same because it seems to be the norm.

Injunctive norms refer to what people ought to do in a given situation. These norms are based on group expectations about what is considered appropriate, acceptable, or right. For example, if there is an understanding that you should always notify the team leader before taking time off, this would be an injunctive norm. Some norms are explicitly communicated by members of the group, while implicit norms operate through more indirect means. Often, implicit norms are not clearly defined, or made explicit, until a member has been found in violation of one of them.

Finally, these team norms can develop in one of four ways:

1. A team’s initial meeting often establishes a pattern of norms that determines future interpersonal behavior and expectations.
2. Norms can be established when the leader or influential member makes an explicit statement or deliberate action regarding a particular norm.
3. Through the experience of a critical event when a member breaks one.
4. Norms are inevitably carried over from prior group experiences.

Be careful what norms you assume when you join a new team, and ask yourself where any assumptions come from: are you carrying them from a past experience? Are they the same expectations in the new team?

As you can see, roles and norms shape interaction and communication. Other things that can influence team communication and functioning are (1) the approach taken by formal team leaders and (2) the overall sense of unity and commitment among team members––cohesion––which contributes to overall morale and motivation.

A framework to help think about it

The informal roles assumed by team members can be split in three distinct types: task roles, relationship roles, and individual roles (Benne et al., 1948).

Task roles focus on completing the group’s objectives, and include positions such as the initiator, information seeker, and coordinator. These roles drive the group to achieve its goals by proposing ideas, gathering information, and organizing efforts.

Social or maintenance roles aim to maintain group harmony and positive relationships. Examples include the encourager, harmonizer, and gatekeeper, who help manage interpersonal dynamics and ensure smooth communication.

Individual roles are often counterproductive and centered on personal needs rather than the group’s interests. These include the aggressor, blocker, and recognition-seeker, which can disrupt group progress and cohesion.

Understanding these can help you think about how teams function and interact.

Here is a list of informal roles, alongside their respective significance:

Psychological Safety

On the other hand, research has also found that one of the most important factors for team success is psychological safety––the shared belief (norm) that the team is safe for interpersonal risk-taking, meaning that members will not be punished or humiliated for speaking up with ideas, questions, concerns, or mistakes (Edmondson, 1999).

The notion of psychological safety has gained significant traction in recent years. Popularized by Amy Edmondson, a Harvard Business School professor, widespread by Project Aristotle, psychological safety is increasingly recognized as essential for driving creativity, enhancing team dynamics, and adapting to change. Research has consistently shown that teams with high levels of psychological safety perform better, collaborate more effectively, and demonstrate greater engagement.

The following norms can increase the likelihood that people will experience a sense of psychological safety:

Open communication

This norm involves creating a space where honest dialogue is encouraged, and feedback is received without judgment. Active listening plays a crucial role here in ensuring that every team member feels heard and valued. Respect and empathy are also vital. Team members should interact respectfully, appreciating diverse perspectives, and showing empathy towards colleagues’ concerns.

Sharing mistakes and feedback

Viewing mistakes as opportunities for learning rather than grounds for punishment—helps alleviate the fear of errors and supports constructive feedback.

Inclusivity and equity

Ensuring that all team members have equal opportunities to contribute and that their contributions are recognized helps build a sense of belonging. Fair treatment across all levels of the organization reinforces the idea that every individual’s input is valued. Providing support systems, such as access to mentorship and training, also plays a crucial role in making team members feel secure and supported.

Opportunity for action and change

When you join a new team, you are entering an ecosystem of goals, norms, roles, responsibilities, and interpersonal dynamics. Understanding these is not just for getting work done but for shaping the essence of organizational relationships and communication. By reflecting on the roles and norms within a team, we can gain insight into the underlying dynamics that drive communication flow and how these can help meet goals and either empower or constrain individual agency.

The way communication flows within a team is deeply connected to the roles and norms established. It can foster open communication, giving team members the autonomy to express ideas, share concerns, and contribute to problem-solving or make it difficult for individuals to bring their full selves to the table. When team members know their roles and how they contribute to the group’s success, they feel more competent and capable. Similarly, when teams value collaboration and inclusivity, individuals experience a greater sense of belonging, fulfilling their need for relatedness. Ethical behavior isn’t just about following rules; it is about creating an environment where trust, respect, and fairness are the norm. When team norms promote psychological safety, encourage open dialogue, and respect diverse perspectives, they contribute to the overall wellbeing of team members. This kind of environment not only leads to better decision-making and problem-solving but also nurtures a culture where individuals can flourish both personally and professionally. Teams that aspire to excellence in communication do more than just exchange information—they build relationships, foster trust, and inspire collective action.

There are things you can do to support aspirational communication. Encourage open communication by creating a safe space for sharing ideas, giving feedback, and discussing mistakes without fear of judgment. Make sure that the team’s norms and roles align with ethical principles, ensuring that all members feel respected, valued, and treated fairly. Actively seek out and include diverse perspectives. Ensure that everyone has an opportunity to contribute and that their input is recognized. Regularly reflect on how the team’s communication patterns are influencing both individual agency and overall team success. Consider what changes might be needed to enhance both. By applying these insights, you can help create a team environment that not only achieves its goals

By carefully analyzing the team’s structure and exercising your agency thoughtfully, you can contribute to shaping an ethical and thriving team environment where both individuals and the collective can excel but also supports the growth, wellbeing, and ethical development of its members.

Reflection

Reflect on the dynamics of the group or team you are joining. Consider the norms, roles, responsibilities, and expectations within the team. Think about how people propose ideas, how decisions are made, how conflicts or tensions are resolved, and how humour is used. Think about the time spent toward task achievement compared to relationship maintenance. Identify the formal and informal roles and rules that exist and where you fit in.

Analyze how the team structure affects your experience as a new member. Analyze how your skills, experiences, and values influence your understanding of teams. Consider how these align with the team’s dynamics. Identify how you can support your teammates in tasks and relationships. How can you contribute to improving processes, enhancing communication, or fostering a more effective work environment within your team? Consider what unique perspectives and contributions you can offer.

Plan your actions to integrate effectively into the team. Think about how you can build relationships, communicate effectively, and contribute to the team’s success. Set specific goals for your involvement in the team, including how you will navigate challenges and leverage opportunities to make a positive impact. Reflect on how you can help shape the team’s culture, ethics, and dynamics moving forward and how in turn it may shape you. Reflecting on your professional and personal identity, how do your choices and actions within this organization shape your self-concept, your long-term career goals, and personal growth?

References

Benne, K., & Sheats, P. (1948). Functional roles of group members. Journal of Social Issues, 4(2), 41-49.

Edmondson, A. C. (1999). Psychological safety and learning behavior in work teams. Administrative Science Quarterly, 44(2), 350-383.

Forsyth, D. R. (1990). Group dynamics (2nd ed.). Brooks/Cole Publishing Company.

Supplementary material

Rossingol, N. (2023, August 28). 5 different types of teams & their role in the organization. Runn. https://www.runn.io/blog/types-of-teams