How to Overcome the Most Common Obstacles in Team Management

Working with teams in any industry involves facing common challenges, from disorganization to a need for clarity in priorities. These issues impact productivity and hinder collaboration, but with the right tools and approaches, it’s possible to overcome them. In this article, we’ll explore practical solutions for some of the most common problems faced by key roles in teams, such as Scrum Masters and team leaders. Here you’ll find tips on improving organization, delivering value, task prioritization, and enhancing team satisfaction and motivation.

Many teams, regardless of the industry they operate in, face issues of disorganization and lack of direction. This situation affects software development teams as much as it does those working in areas like construction or restoration. A disorganized team tends to lose focus, making effective decision-making and problem-solving difficult. But how can we improve organization within a team?

The first key to improving organization in any team is having a person specialized in facilitation and conflict resolution. Whether it's a Scrum Master or a team leader with these skills, this figure plays a crucial role in creating an environment where teams can make informed decisions and resolve conflicts effectively. Having a facilitator to guide the team allows them to focus on their main work while solutions to organizational challenges are developed.

The Scrum Master plays an important role by facilitating necessary discussions to identify blockers and seeking support at higher levels or from other teams when needed. Facilitating retrospectives and analysis sessions can unblock problems, prevent the team from progressing, and help create a smoother, more collaborative environment.

A common challenge for many teams is the ongoing battle to address urgent issues or "put out fires." These frequent disruptions make it difficult to plan and stay focused on key tasks. How can we break this cycle?

One key tip for these teams is to reduce the length of sprints. When sprints are shorter, for example, one week instead of a month, it's easier to manage interruptions. With shorter sprints, minor issues can be pushed to the next iteration instead of trying to fix everything right away. This gives the team better control over priorities, allowing them to focus on what matters and plan more smoothly.

The next tip is to plan work that not only solves immediate problems but also addresses the underlying causes of those fires. Are there recurring technical issues? Is there a misinterpretation of client requirements? These are the kinds of questions we need to ask to stop problems from coming back.

Root cause analysis is essential here. Tools like the Ishikawa diagram or the Five Whys help identify what’s causing the interruptions. As the team gains more control over their planning and reduces interruptions, it becomes possible to dedicate more time to solving the root causes of problems.

Another common challenge in organizations is that, while teams work hard, the results aren’t as expected. Part of the problem might come from not knowing which parts of the work are actually adding value. Sometimes, tasks that have historically been done are no longer necessary, or the functionalities delivered aren’t being used by users.

To improve results, it's crucial to eliminate what doesn’t add value. This may involve cutting processes or features that are simply taking up time and effort without a clear benefit. By reducing these unnecessary burdens, teams can focus on what really matters and generates impact, increasing their capacity to deliver real value.

When teams feel they lack clarity on priorities, it may be that Scrum artifacts like the Product Backlog or Sprint Backlog aren’t being used correctly. These artifacts provide medium- and long-term visibility into what the team needs to do. However, it’s also necessary to have smooth and open communication between developers and the Product Owner.

The Product Backlog not only needs to be updated but also clear to all team members. If communication between key roles isn’t effective, this can lead to confusion and misalignment. The Scrum Master has the responsibility to ensure Scrum artifacts are working as they should and to facilitate effective communication among all team members.

Sometimes, problems in a team aren’t immediately visible. They may go unnoticed until they become significant obstacles that negatively impact the team’s performance. One of the key skills of a Scrum Master, often overlooked in books or videos, is the ability to observe and listen.

A Scrum Master, in addition to being a facilitator, coach, mentor, and trainer, should dedicate time to observing team dynamics. This means noticing who works well together, who avoids teaming up, and whether small groups are making decisions without involving the whole team. These patterns, while they may seem minor, can lead to bigger conflicts if not addressed early.

To identify these problems before they escalate, the Scrum Master should pay attention to how team members communicate, who actively participates in conversations, and who doesn’t. Constant observation allows problems to be anticipated before they turn into crises. By being proactive and addressing these situations openly with team members, the Scrum Master can prevent small issues from growing and affecting team cohesion and productivity.

The work environment can also be affected by chaos and lack of direction. To improve team satisfaction and motivation, it’s vital to understand what works for them. Not all teams are the same; activities that might be motivating for one group may not work for another.

The Scrum Master should take the team’s “temperature,” understand what they like and what their biggest pains are. Creating activities aligned with their interests while also solving the problems that are really affecting them will generate a more positive environment. Without this alignment, efforts to improve motivation may result in rejection and discomfort rather than improving the work atmosphere.

To those unfamiliar with Scrum, it might seem like a complex, technical concept. However, its real value isn't in the jargon, but in how it helps teams organize and work more effectively.

One of the best ways to demystify Scrum is by using everyday examples. Imagine you’re organizing an event with your friends, be it a dinner, a trip, or a party. The first step is identifying what you need: a venue, food, transport, etc. This list of needs is equivalent to the Product Backlog in Scrum. Then, you divide the tasks among everyone, setting deadlines (e.g., one week to book the restaurant, another to confirm attendees). These divisions are what we call sprints in Scrum.

Each day, you’d check in with your friends to see if they’ve progressed with their responsibilities (this would be a Daily Scrum). At the end of each week, you’d review which tasks were completed and what’s left to do, which is the equivalent of a Sprint Review in Scrum. If you notice that some things didn’t go as planned during the review, you'd discuss how to improve for the next week—just like in a Retrospective.

When you relate Scrum to everyday situations, like organizing an event, it stops feeling technical and complicated and becomes an easy-to-use tool for improving organization and efficiency in any setting.

Managing teams in agile and fast-paced environments can be tough, but with the right tools and a proactive mindset, overcoming common challenges is entirely possible. By adopting these strategies, teams can not only boost their performance but also create a more positive and collaborative work environment.