Stop Wasting Time: The Collaboration Trap
Think about the last coordination meeting you attended. How often have these meetings stretched on for two hours or more, leaving you feeling drained rather than accomplished? Reflecting back, you might realize that despite the lengthy session, the truly effective work probably accounted for about 25 minutes of that time. Sound familiar?
Typically, these meetings begin casually—people drift in late, engage in friendly small talk, and there's an informal, almost relaxed atmosphere. Without a clear plan or defined objectives, discussions quickly spiral into tangents or dive down rabbit holes on specific topics that don't require everyone's full attention. Meetings frequently meander into "what-if" scenarios or revisit past decisions that should already be settled. Participants spend significant time engaging in side conversations that would be better suited to focused, direct dialogues between specific individuals rather than consuming the whole team's attention. As a result, the momentum stalls, frustrations quietly build, and valuable team time slips away.
This scenario is all too common on construction projects, where our teams typically include specialists from various companies—architects, contractors, interior designers, landscape architects, lighting designers, automation consultants, and others. Each expert contributes essential knowledge, but without clear and structured coordination, their valuable insights and efforts risk becoming fragmented and ineffective.
What's often missing from these projects is a dedicated facilitator or team leader operating at the project level. The client, as the project owner, usually doesn't have the specialized skills or awareness needed to effectively coordinate such diverse expertise. Frequently, clients aren't even aware this crucial coordination role exists or understand why it's essential.
As project facilitators, our role isn't to dictate tasks but to clearly structure and energize collaboration. We immediately establish defined objectives, facilitate purposeful discussions, and encourage team members to openly share pressing issues. By visually mapping these issues and addressing them systematically, we transform scattered efforts into focused, actionable steps. Priorities become clear, conversations move forward consistently, and each expert’s contribution directly enhances the project's outcome.
We've consistently observed the remarkable impact structured collaboration has on our projects. Efficient collaboration boosts team motivation, creates a positive working atmosphere, and maximizes profits for everyone involved. And naturally, when our teams function smoothly and effectively, clients experience greater satisfaction and confidence in the results.
Genuine collaboration is not about extending meetings—it's about intentional, efficient interactions that drive results and invigorate teams.
Take a moment and reflect: Does our current approach to meetings genuinely facilitate collaboration, or are we merely coordinating without clarity? Real collaboration requires intention and structure. When thoughtfully implemented, it transforms projects from ordinary into exceptional achievements.