Identifying a Lack of Proactivity in Your Team
Clear symptoms that indicate your team is reactive instead of proactive and you need to take action.
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In this article, I'm diving into something many of us in tech leadership roles have noticed but often struggle to pinpoint: when a team shifts from being proactive to merely reacting to problems as they come.
It started with a sense that something was off during our meetings and when our team had to quickly handle unexpected problems. I saw signs like our tasks taking longer to finish, only a few team members regularly taking charge, and a lack of talks about how to avoid issues in the future.
These red flags can pull down team morale and slow down progress. Proactivity is key for solving issues before they even arise, and keeping work quality high.
Let me show you how I start fixing this issue. In this first article we will see how to identify the problem and the following articles will show the tactics to tackle the problem.Â
Having a proactive mindset means we tackle issues before they even arise. It's about focusing on long-term quality and innovation. We'll identify and resolve anything that hinders our productivity.
With years of experience leading and collaborating with teams, I've learned that cultivating and sustaining a proactive culture is quite challenging. It requires continuous effort to build and maintain this mindset.
I have also learned to identify several signs that suggest we need to take action.
Cycle Times Reveal Bottlenecks
Cycle time is the number of days that a ticket needs from the moment someone starts working on it until it gets done. Looking at the patterns in the cycle time is the most impactful step you can take in your team. Many organizations utilize either Lead time or Cycle time to assess their performance. For example, the DORA framework uses the Lead Time as one of four key metrics.Â
Even in high-performing teams, it's normal for some tasks to take longer than others, leading to some variability in the cycle time. However, this variability should be limited. The cycle time usually falls within a small range of values, typically around 3 to 5 days. The cycle time average should also remain stable, indicating that it doesn't increase gradually.
Signs of poor teamwork are evident in the cycle time series when:
Cycle time keeps getting higher
Some tickets remain too long in specific states, such as 'code review,' indicating a recurring pattern of delays.
One team member perceives themselves as more proactive than others.
This isn't something you can measure with metrics, but more often, it comes up in private conversations. Teams usually have members at different levels of experience, seniority, and proactivity. You'll often find at least one person who is more proactive. They tend to notice the unequal distribution of effort among the team.Â
You can identify specific complaints during meetings or in private conversations that highlight issues with team dynamics:
"We seem to be always fighting fires; maybe there's a way to get ahead of things?"
"Can someone else handle this section? I've been taking on a lot of tasks."
"If we don't tackle the underlying problems, we'll continue to rely on manual processes and waste time."
The team is not discussing how to avoid issues in the future
Let’s consider a typical scenario: a team launches an application in a new market and encounters numerous unforeseen issues, unexpected cases, and third-party blockers. Upon completing the project, they were almost ready to jump into another without reflecting on their recent experiences. It was only when a senior member suggested a session focused on, 'Can we mitigate some of these issues in our next launch?' that they began to adopt a more proactive approach.
These conversations are essential and should originate from within the team itself.
Motivation is negatively affected
When some members of a team are not focused on the long-term vision or lack the motivation to be proactive, it can significantly impact the entire group. These team members may not participate actively or think ahead, which can slow down progress and dampen the team's overall energy.
As a result, the entire team's dynamics might suffer, leading to decreased enthusiasm and productivity. It shows how important it is for all team members to understand and work toward the team's goals and to stay actively involved.
If you notice any of these signs, it's time to take action and focus on improving your proactive mindset. Subscribe to the paid version to access more insights and action plans tailored to the specific cases you encounter within your team.