How to build a team: Strategies, importance and challenges

Introduction

Do you remember the first time you led a team? For me, it was both exhilarating and stressful. As a manager, learning how to build a team isn’t just about getting the work done. You also need to bring people together, align their strengths, and guide them toward a shared goal.

Let’s be honest, building a winning team is not easy. You have to establish trust, promote collaboration among your team members. But, where to start?

Don’t worry! I am here to help you. I’ve spent years working with diverse teams—from creative designers to remote collaborators—and I’ve learned that if you want your team to be successful, you need to understand your people, manage dynamics, and stay consistent.

In this article, I’ll share actionable tips and strategies on how to build a team that wins. You will also learn how to tackle common challenges that managers face. As Lewis B. Ergen once said, “The ratio of ‘‘We’s’’ to ‘‘I’s’’ is the best indicator of the development of a team.” Let’s focus on creating more “We’s” together. 

Before we begin, let’s learn why it is important to build a successful team.

Why it is important to build a successful team in the workplace?

Building a successful team is never about putting people together. It’s more about creating a group that works well together, supports one another, and achieves desired results.

Companies with strong team dynamics are 1.9 times more likely to outperform their competitors. Why? Because when people collaborate effectively, they trust each other, bring diverse ideas, solve problems faster, and create a positive work environment.

Everyone feels valued and heard, reducing stress and enhancing job satisfaction. No one wants to work in a group where communication is poor or conflicts are common.In short, a strong team isn’t only a nice to have, it’s a necessity for success. When people feel connected and motivated, they’re more likely to achieve their goals together. After all, who doesn’t want to be part of a winning team?

What are the characteristics of a successful team?

A strong team isn’t only about having talented individuals, it’s about how those members work together, support each other, and strive toward a common goal.

“Some of the essential elements of a high-performing team are: A common and aligned vision. A variety and balance of skills. A strong sense of trust and accountability. A respectful and collaborative communication. A nurturing and enabling leadership.” – Mehdi Saffari

Let’s break down these characteristics of successful teams and how you can create them.

1. Clear communication

Effective communication is the glue that holds a team together. When your team members communicate openly, transparently, and frequently, it reduces misunderstandings between them and keeps everyone on the same page.

Nowadays, remote and hybrid work is becoming the norm. You need the right tools that can help you with seamless communication and collaboration.

One such tool is ProofHub – an all-in-one project management and team collaboration tool. This tool allows your team members to share updates, ask questions, and collaborate asynchronously – all from a single location. That means they don’t have to be online at the same time to get work done.

Pro tip: Encourage your team members to over-communicate rather than under-communicate. A simple “Got it!” or “Let me clarify” can save hours of confusion later.

No communication gaps, no more disorganized work, no more failed project in 2025– Try ProofHub now!

2. Psychological safety

“Psychological safety is not about being nice or lowering performance standards, it’s about giving candid feedback, openly admitting mistakes, and learning from them.” – Amy C. Edmondson

Psychological safety means creating an environment where team members feel safe to speak up, take risks, and be themselves without fear of judgment.

Did you know that teams with high psychological safety are 12 times more innovative and 6 times more efficient than their peers?

If you want similar performance in your team, you need to create a culture of psychological safety. To do so, you need to actively listen, celebrate diverse opinions, and respond to mistakes with curiosity rather than blame.

3. Shared goals and accountability

A team without clear goals can do hard work, but can’t achieve the desired results. Successful teams have a shared vision and clear objectives that everyone understands.

You can use tools like OKRs (Objectives and Key Results) to align your team efforts with organizational goals. For example, you can set an objective for your team like “Increase customer satisfaction by 20%” and track key results to measure progress.

But goals alone aren’t enough. You need to build an accountable work culture. Accountability will help you make sure that everyone plays their part.

When each member on your team takes ownership of their tasks, it builds trust among them and keeps the team moving forward.

4. Adaptability and resilience: 

Change is the only constant. And, successful teams are adaptable, they can pivot when faced with challenges and learn from setbacks.

You can opt for Agile methodologies to focus on flexibility and continuous improvement, building adaptable teamwork skills among your employees.

Also, you can encourage a culture of continuous learning where team members feel comfortable experimenting and growing. Resilience is what turns failures into stepping stones for success.

5. Diversity and inclusion

Diverse teams are smarter teams. When people from different backgrounds, experiences, and perspectives come together, they bring fresh ideas and innovative solutions.

According to a study by Boston Consulting Group, “companies with diverse teams generate 19% higher revenue due to innovation.”

But diversity alone isn’t enough—inclusion is crucial. Inclusive practices make sure that everyone on your team feels valued and heard.

DEI (Diversity, Equity, and Inclusion) initiatives, such as unconscious bias training and inclusive hiring practices can also help you attract top talent and foster creativity.

11 tips and strategies to build strong and high-performing teams

1. Welcome aboard, Buddy!

“Perfectionism wont help in a team selection but bringing members with right attitude matters the most.” – Narayanan Palani

Starting on the right foot with new team members is the first step in building effective and lasting teams. Sending a warm welcome message with a few lines of encouragement is a good start, but it can only take them so far. 

Adapting to a new environment can be challenging for anyone. Here at ProofHub, we implement the buddy system to ease this transition. The buddy, or mentor, plays a crucial role in helping new team members, not only with work-related questions but also in integrating them into our team dynamics and company culture. 

Whether it’s guidance on team communication, navigating unwritten rules, or even discovering the best local lunch spots, your buddy is always there to support you.

2. Embrace diversity the right way

“Hire people smarter than you. Hire people that have varied professional backgrounds.” – Stantton Pallister

To build an effective team with strong team dynamics, embracing diversity without any room for discrimination is essential.

You don’t need to go as far as Michael Scott from ‘The Office’ by sticking race and nationality cards on foreheads to celebrate Diversity Day. 

Instead, take a more genuine approach.

Get to know your team members in a friendly and humble way. Encourage open conversations that promote understanding and appreciation of different cultures and backgrounds. Implement clear policies that foster inclusivity and ensure that every team member can thrive in their unique way.

By creating a collaborative work environment that values diversity, you’re not just building a stronger team, but also a more vibrant and innovative one.

Here at ProofHub, we take this commitment seriously. All our teams celebrate diversity by conducting weekly potluck lunches or retreats, where team members bring a signature dish from their culture.

These events not only introduce everyone to new flavors but also create opportunities for genuine conversations and a deeper appreciation of our diverse backgrounds.

3. Practice mindful leadership

“Leadership requires good listening skills. This is the first step to analyze your team’s strength and areas to improve.” – Khaled Al Blooshi

To effectively lead a team, your leadership style must resonate with your team members. Embracing mindful leadership is the initial step towards establishing collaborative work relationships and nurturing teams with improved overall work performance.

To build a truly successful and long-lasting team, it’s essential to remember that your team members are unique individuals with their own stories, experiences, and aspirations.

While at work, they form part of your team, but outside of work, they have rich and varied lives. Recognizing and respecting their individuality is a fundamental building block for a thriving environment. 

When team members feel valued for their unique gifts and contributions, they are more likely to invest themselves fully in the collective goals of the team.

This will help you to understand them and identify their strengths and weaknesses. Being aware of the skills and talents of your team members gives you clarity about who is fit for which position. 

Also read – 13 Leadership skills you need to lead your team successfully

4. Be Specific about roles & responsibilities

“In my experience, assigning roles is not just about allocating tasks. It’s about understanding each person’s passions and strengths and aligning them with the team’s needs.” – Simon Childs FREC

Remember your first day at a new job?

The feeling of stepping into a world of unknowns, with its unique culture, people, and expectations. It’s a crucial moment for any new team member, and as a leader, you have the power to shape their experience from day one.

Moreover, every team member is dependent on the other one for getting his work done. For instance, the marketing team cannot do anything without the content team. 

And till the time the marketing team doesn’t provide keywords to the content team, the latter cannot work. The whole idea is to allocate tasks in a way that the whole team can work with each other as a united force.

5. Build strong relationships

“The stronger the relationship between team members, the stronger the team becomes.” – Syed Uzair Haider

A team is as strong as its weakest link, and trust is the cornerstone of a high-performing team. Finding team members you trust is important in working toward the shared goals of your business.

Teams, like any aspect of business, will face challenges and changes. It is, therefore, important to create a strong sense of relationship among your team members to navigate the tough time.

In my experience, striking the perfect balance between competitiveness and reliability among team members is the key to success.

I organize friendly competitions within the teams, such as achieving sales targets or solving complex problems. These competitions can foster innovation and elevate performance.

Also, relying on your team members to achieve something, even for fun, can create a sense of camaraderie and collaboration.

When team members strive to outperform each other constructively, it can lead to higher levels of innovation and productivity. However, it’s crucial to set clear boundaries to prevent competition from turning into cutthroat rivalry.

6. Team building activities

“Relationships and camaraderie occur when people spend some time getting to know each other through team bonding activities such as team lunches, fun scavenger hunts, escape rooms, etc.” – Marc Merulla

To build truly exceptional teams, and not just the efficient ones, it is important to engage with them on levels beyond the work. This is where fun activities and team-building exercises come into play.

They provide an opportunity for team members to collaborate, communicate, and problem-solve in a relaxed and enjoyable environment. By breaking down barriers and encouraging open interaction, these activities pave the way for a more cohesive and efficient team.

At ProofHub, we have a diverse range of team-building activities to cater to different interests and preferences. Every month, the HR department conducts an activity day where team members not only have fun but also learn to trust and rely on each other, ultimately leading to a more efficient and high-performing team. 

But this is not just limited to office settings. Team members also get engaged in social activities outside the office. From marathons to virtual yoga sessions with remote team members, we’ve created an environment where distance is no longer a barrier to bonding.

By prioritizing team bonding through engaging activities, organizations can elevate their teams to new heights of success and achievement.

7. Leveraging technology to strengthen the bond

“High performance will be achieved when you have proper technology, processes and tools to set them up for success.” – Anila Lalani

The power of technology isn’t just about optimizing work processes; it’s about creating a virtual space where team members can connect, collaborate, and share more than just work.

Today’s workforce includes Gen Z and millennials, who are inherently tech-savvy. Born and raised in the digital age, they bring a fresh perspective to team dynamics. Instead of traditional face-to-face interactions, these generations often find bonding over technology to be more natural and convenient. 

Additionally, traditional office setup has given way to more flexible working arrangements, with a significant portion of the workforce opting for hybrid or remote models.

This is where project management and team collaboration tools can help you save the day. But it takes more than just assigning tasks, having one-to-one meetings, and formal celebrations to bring teams together.

At ProofHub, we’ve recognized the potential of technology in strengthening team bonds. We utilize these platforms to facilitate a wide range of personal team bonding activities. Our teams engage in virtual coffee breaks, online gaming sessions, and hobby clubs where members share their interests and experiences.

8. Communicate with open feedback

“Create a culture where feedback is constructive and welcomed. It keeps us aligned and accountable.” – Ryan Lee

Feedback is a powerful communication mode that helps you communicate the appreciation and shortcomings of your teammates. 

Create a flexible system of giving feedback that makes them feel that are authenticated and also leaves an impact on them. But make sure you are proactive when it comes to providing feedback to your employees. 

When you give constructive criticism to your employees then they cannot deny it.

At times, when sharing feedback directly isn’t possible as in the case of remote teams then a technological platform can help you out. ProofHub is a great tool for managing teams and working in modern hybrid conditions. For instance, to provide feedback on the creative assets, you can use the in-built proofing feature of ProofHub to specifically highlight the changes. 

Also, in some cases, it is not directly suitable to share the feedback as it may not be perceived constructively by the employee. Using a technological platform to manage work and share feedback with employees in a cultured and accountable manner.

9. Shower Rewards

“The deepest principle in human nature is the craving to be appreciated.” – Steven Claes

Human beings love to be acknowledged, respected, and appreciated. So, providing only feedback to your employees isn’t enough to sustain them for a longer time in your company.

Positive reinforcement is a powerful tool for motivating team members. Instead of dwelling on mistakes or shortcomings, effective leaders focus on the positives. They highlight events and behaviors that they particularly appreciate and encourage team members to replicate them.

Whether it’s financial bonuses, extra responsibilities, or opportunities to make important decisions, finding ways to reward and recognize your team members’ contributions is essential to build long-lasting and high-performing teams.

10. Constant learning and growth

“By supporting continuous growth, we empower individuals to acquire new skills, enhance their expertise, and contribute effectively.” – Soumik Dey

Building a successful and enduring team is not just about the present; it’s about the future. Encourage a culture of continuous learning and development within your team. Provide opportunities for skill enhancement, whether through training programs, workshops, or mentorship.

Here at ProofHub, we conduct several learning and skill enhancement programs that not only empower our team members to excel in their roles but also allow them to showcase their unique skills and interests. 

When team members see that you are invested in their growth and career development, they are more likely to remain committed to the team and contribute to its long-term success.

11. Celebrating milestones and achievements 

“Lead by example, address conflicts promptly, and celebrate individual and team achievements to boost morale.” – Priti Menezes

Building a long-lasting team isn’t just about focusing on future goals; it’s also about celebrating the journey. Recognize and celebrate both small and significant milestones and achievements. 

Celebrations create a sense of unity and pride within the team. They remind team members of their collective accomplishments and motivate them to continue working together toward future success.

We use our in-house tool, ProofHub, to celebrate our achievements with all our in-office, remote, and hybrid team members. And it’s not just a Hurray! or job well done! Team members go all out using GIFs and emojis to express their happiness.

What are the challenges in team building and how to overcome them?

Building a strong team isn’t easy. Even the best teams face challenges, but with the right approach you can overcome them.

Here are some common team-building challenges that you can face and how to tackle them head-on.

1. Communication gaps

One of the biggest challenges a team can face is poor communication. Misunderstandings, unclear instructions, or even just not speaking up can result in confusion and mistakes.

In fact, 86% of employees and executives cite lack of collaboration in teams or ineffective communication as the root cause of workplace failures.

To overcome this challenge, you can encourage open and honest communication among your team members. Create a safe working space where everyone feels comfortable sharing their thoughts.

You can also use team communication tools to keep conversations organized and accessible. Also, schedule regular check-ins or team meetings to ensure everyone is on the same page.

2. Conflict and clashing personalities

Let’s be honest – not everyone gets along all the time. Everyone has different personalities, work styles, or opinions, which can sometimes lead to conflicts.

So, encourage your team members to focus on shared goals rather than individual differences. Remind them of the overall objective.

It’s important that you address conflicts early and constructively, so that there are no bigger issues within your team. You can encourage your team to resolve issues through respectful dialogue.

And, celebrate diversity! Different perspectives can actually help you make your team stronger if managed well.

3. Lack of trust

Trust holds a team together. Without it, collaboration can easily fall apart. 45% of employees say a lack of trust in leadership is the biggest issue impacting their work performance.

You need to lead by example if you want to build trust within your team. Show your team members that you trust them by giving them autonomy and responsibility.

You can also build trust through team-building activities, like problem-solving exercises or casual hangouts. And be transparent about decisions and share credit for successes.

4. Unclear roles and responsibilities

When your team members don’t know what’s expected of them, it can result in confusion, duplication of work, and important tasks being overlooked or missed.

So, clearly define roles and responsibilities from the start. You can use tools like RACI charts to outline who is Responsible, Accountable, Consulted, and Informed for each task.

Also, regularly review and adjust these roles as needed to keep up with changing team dynamics or project requirements.

5. Low engagement and motivation

A disengaged team won’t get far. Did you know that only 23% of employees worldwide feel engaged at work?

If you want your team members to be one of them, create a positive work environment where they feel valued and heard. Recognize and celebrate their achievements, big or small. A simple “thank you” can help you make a positive impact.

Also, provide opportunities to your team for growth and development. People are more motivated when they can see a future for themselves in the team.

Examples of successful teams in the workplace

A successful team can achieve extraordinary things. Here are some real-life examples of teams that made history by working together effectively.

1. NASA’s 1969 moon landing: Teamwork that reached the stars

When Neil Armstrong took his first step on the NASA’s 1969 moon landing, it was never just one person’s achievement. It was the result of thousands of people working together as a team.

Scientists, engineers, astronauts, and support staff all had to collaborate efficiently to make this historic moment happen.

Each person had a specific role, and they trusted each other to do their part. This mission shows how a clear goal, strong leadership, and teamwork can achieve the impossible.

2. US Airways Flight 1549: A team that saved lives

In 2009, US Airways Flight’s Captain Chesley “Sully” Sullenberger and his crew faced a terrifying situation when their plane hit a flock of birds, causing both engines to fail.

With no time to panic, the team worked together seamlessly. The pilots made quick decisions, the flight attendants kept passengers calm, and everyone followed their training.

The result? All 155 people on board survived after the plane safely landed on the Hudson River. This is a perfect example of how trust, communication, and teamwork can save lives.

3. Disney: Where magic meets teamwork

“It’s a kind of fun to do the impossible.” – Walt Disney

Disney is known for creating magical stories and unforgettable characters, but behind the scenes, it’s all about teamwork.

Writers, animators, sound designers, and marketers work together to bring ideas to life. For example, when creating a movie like Frozen, teams had to brainstorm, solve problems, and support each other’s creativity.

Disney’s success shows that when people with different skills come together and respect each other’s contributions, they can create something truly special.

4. Google: A small team that changed the world

Google started as a small project by two students, Larry Page and Sergey Brin. But it grew into one of the biggest companies in the world because of its team.

In the early days, Google focused on hiring people who were not only smart but also good at working together. They created a high performance work culture where everyone felt comfortable sharing ideas.

This teamwork, transparency, and openness resulted in groundbreaking innovations like Gmail, Google Maps, and more.

5. The Salesforce.com: Teamwork that transformed technology

Salesforce.com started with a simple idea: to make business software easier to use. But turning that idea into reality required a dedicated team.

Founder Marc Benioff focused on building a culture of trust, innovation, and customer focus. Employees were encouraged to think outside the box and work together to solve problems.

This teamwork not only helped Salesforce grow but also changed the way businesses use technology.

How ProofHub can help you build and manage your team

A successful team is one where every member feels valued, motivated, and empowered to contribute their best. And with the right tools, you can make teamwork smoother and more effective.

ProofHub is just what you need. With ProofHub, you can create and assign tasks, set deadlines, and track progress in real time. This makes sure that everyone knows their responsibilities and is accountable for their work.

The built-in collaboration tools, such as chat, discussion, task comments, shared notes, announcements, and many more – all in one place, make team communication clear and efficient. This reduces confusion or misunderstandings and eliminates the need for endless email chains.

ProofHub also provides a centralized place for file sharing, feedback, and approvals, so no more searching through scattered documents or missing crucial updates. The visual project timelines and calendars allow you to plan effectively, ensuring that nothing falls through the cracks.

FAQs