Navigating team dynamics: Practical tips for common collaboration challenges

Introduction

Working in teams can be energizing and rewarding—but only when everyone is engaged and communicating effectively. Unfortunately, that’s not always the case. Whether you're part of a project team, class group, or research collaboration, you’ve likely encountered situations like ghosted emails, last-minute meeting cancellations, or team members wanting to rush through tasks without real collaboration. In this post we take a look at the top 13 teamwork challenges participants have experienced along with practical strategies and phrases you can use to help your team get back on track.

1. When someone doesn’t respond to emails

Challenge: A team member goes silent on group messages or emails.

What you can do:

• Follow up with a short, clear message:
  “Just checking in—did you see the message about [X]? We’d appreciate your input.”
• Use group norms:
  “Can we agree that we’ll respond to team emails within 24–48 hours?”
• Consider alternative platforms if email isn’t working (e.g., Slack, Teams, WhatsApp).

2. When team members don’t show up to agreed upon meetings

Challenge: No-shows make it hard to move forward or finalize plans.

What you can do:

• Start meetings by confirming availability for future ones:
  “Does this time still work for everyone moving forward?”
• Follow up directly:
  “We missed you at today’s meeting—are you okay, and is there a better time that works for you?

3. When team members don’t contribute in meetings

Challenge: Silence from some members limits the diversity of input.

What you can say and do:

• “Have we heard from everyone?”
• “[Name], what do you think about this idea?”
• “Has everyone had a chance to speak before we decide?”
• Create a safe, non-judgmental space by thanking people for all contributions—big or small.

4. When someone wants to rush the process

Challenge: A team member says things like “Let’s just get this done quickly,” or tries to shortcut collaboration.

What you can do:

• Gently refocus:
  “I hear you want to be efficient. I think if we take just 10–15 minutes to talk through this together, we can make sure we’re all aligned, and the final work is stronger.”
• Ask for balance:
  “How can we make this efficient but also make sure everyone’s voice is heard?”

5. When there’s lack of interest or engagement

Challenge: Disengaged team members slow the momentum.

What you can do:

• Invite curiosity:
  “What part of this project feels most interesting to you?”
• Offer different types of engagement. Some people prefer one-on-one chats while others prefer asynchronous work, or using visual planning tools like Miro or Trello.

6. When you’re the only one representing your profession

Challenge: Feeling like the odd one out in a discipline-heavy team.

What you can do:

• Position yourself as a bridge:
  “I can offer a perspective from [your field]—would that be helpful here?”
• Encourage shared understanding:
  “Would it be helpful if I gave a quick summary of how this would typically work in my profession?”

7. When someone suggests only using Google Docs asynchronously

Challenge: No real-time collaboration–and no opportunity to create connections.

What you can do:

• Suggest a hybrid:
  “How about we do a quick 15-minute virtual check-in to align, then move to Google Docs?”
• Explain the value:
  “Real-time chats can help us avoid misunderstandings later—could we try one short meeting?”

8. When people avoid video or prefer voice/chat only

Challenge: Lack of facial expressions or presence in virtual meetings.

What you can do:

• Respect preferences, but ask about expectations:
  “Is everyone okay with voice-only for this meeting, or would it help to have cameras on just for check-ins?”

9. When someone suggests a meeting close to a deadline

Challenge: Not enough buffer time for revisions or input.

What you can do:

• Advocate for proactive planning:
  “Could we aim to meet 3–4 days before the deadline to give ourselves room for edits?”

10. When meetings are scheduled outside working hours

Challenge: Team boundaries and work-life balance.

What you can do:

• Set boundaries:
  “Evenings are tough for me—can we look for a time during work hours?”
• Offer alternatives:
  “I can’t make a live meeting at that time, but I’m happy to contribute via shared doc or pre-record a response.”

11. When tasks aren’t finalized close to the deadline

Challenge: Unclear responsibilities or procrastination.

What you can do:

• Use a team task board (Trello, Notion, etc.).
• Create a shared activity log for team members to record what they have done.
• Confirm deliverables at every meeting:
  “Before we end, can we make sure we each know what we’re doing and by when?”

12. When someone suggests meeting in person

Challenge: Team members might be in different locations so meeting in person can present challenges with logistics and preferences.

What you can do:

• Clarify expectations:
  “Is this meeting better suited for a quick virtual call instead?”
• Let others know what is possible for you.
• Offer a compromise:
  “Would you be okay if some join virtually and others in-person?”

13. When team members are in different time zones

Challenge: Finding a meeting time that works for everyone.

What you can do:

• Use tools like World Time Buddy to find overlap.
• Rotate meeting times for fairness.
• Embrace asynchronous tools for ongoing collaboration.

Final tips for healthier team dynamics

• Use inclusive language:
  “What does everyone think?” “Can we all agree on this direction?”
• Acknowledge contributions:
  “Thanks for sharing that, it helps shape the conversation.”
• Create space:
  “I’m interested in exploring this further. Can anyone else stay to discuss?”
  

Remember: Effective teamwork isn't about avoiding all conflict or discomfort—it’s about navigating differences with respect, flexibility, and clear communication.