When working on diversity for collective intelligence I've realized is that high-performing teams are more than just groups of skilled individuals—they function as unified "Team Minds," where collective intelligence is achieved through shared knowledge, trust, and coordination.
Drawing from evidence on transactive memory systems and shared mental models, leaders can adopt practical strategies to enhance team efficiency, resilience, and adaptability.
Understanding the “Team Mind” Concept
The Team Mind Model is based on transactive memory and shared mental models, where team members know each other’s areas of expertise, trust each other's knowledge, and coordinate seamlessly. This model has three primary components:
Specialization: Each team member has distinct expertise.
Coordination: Knowledge is shared and integrated efficiently.
Credibility: Trust in each other’s expertise enhances team cohesion and performance.
Building Team Mind for Collective Intelligence: Start with Psychological Safety, then foster Specialization, Coordination, and Credibility to unlock your team's full potential.
Research Evidence from Navy SEALs
The research experiment by Espevik, Johnsen, and Eid examines how shared mental models (SMMs) among team members influence team performance, communication, and physical arousal during cross-training and high-intensity simulations.
The researchers conducted a quasi-experimental study with 69 Navy officer cadets, dividing them into two groups: 33 cadets in 11 seasoned teams with established "Team Mind" and 36 cadets in 12 newly formed teams without shared "Team Mind".
Both groups participated in identical naval scenarios during cross-training and simulation exercises.
The findings revealed that teams with shared "team mind" demonstrated superior performance, characterized by more effective communication patterns, including frequent updates and confirmations, compared to the teams without it.
Additionally, during cross-training, teams with shared "Team Mind" provided more backup support to their teammates. These results suggest that shared mental models of team members are transferable across tasks and enhance the effectiveness of cross-training, highlighting their role as an adaptive asset that improves overall team efficiency.
Evidence-Based Benefits of Building a Team Mind
Research consistently shows that teams with shared mental models and strong transactive memory systems perform better across various dimensions:
Improved Decision-Making: Teams with clear role definitions and trust in each other’s expertise make faster and more accurate decisions.
Enhanced Communication: Coordination through updates, confirmations, and backup behavior minimizes misunderstandings and supports rapid responses.
Greater Adaptability: Teams with shared mental models can shift roles and responsibilities in dynamic situations, leveraging their collective knowledge to adapt to changes.
How to Build a Team Mind in Your Organization
For leaders aiming to foster a Team Mind, these evidence-based strategies can help build specialization, coordination, and credibility within teams.
1. Encourage Role Specialization and Knowledge Sharing
Define Roles Based on Expertise: Assign specific responsibilities that align with each team member’s strengths and skills. This ensures that team members develop deep knowledge in particular areas, which they can share with the team when needed.
Create Knowledge-Sharing Platforms: Use digital tools or regular meetings to allow team members to showcase their areas of expertise. Platforms like knowledge databases, wikis, or project-specific Slack channels can facilitate sharing and access to information.
Tip: Conduct a skills audit to identify individual strengths and knowledge gaps within the team, then assign roles that align with these insights.
2. Foster Seamless Coordination Through Structured Communication
Establish Clear Communication Protocols: Implement communication guidelines for check-ins, updates, and task assignments. Structured communication minimizes ambiguity and ensures that all members stay informed.
Use Collaborative Tools: Tools like project management software, shared task boards, and digital whiteboards help keep communication organized, enabling team members to coordinate their activities without information getting lost.
Tip: Encourage a routine of "closed-loop" communication, where updates and confirmations are used to ensure everyone is on the same page—a practice observed in high-performing TMSMM teams.
3. Build Trust to Enhance Credibility and Team Cohesion
Cultivate a Trusting Environment: Foster open feedback, transparency, and recognition. Leaders should model trust in team members’ expertise and encourage others to do the same.
Encourage Psychological Safety: Psychological safety enables team members to express their ideas and admit mistakes without fear, reinforcing credibility in each other’s expertise.
Tip: Implement regular check-ins and team-building activities to strengthen interpersonal bonds and build trust among team members.
4. Reinforce and Maintain the Team Mind Over Time
Provide Ongoing Cross-Training: Encourage team members to learn about each other’s roles to ensure knowledge transfer and adaptability. Cross-training can help individuals step into different roles when needed, enhancing flexibility in dynamic environments.
Regularly Review and Adjust Roles: As the team’s objectives and individual skills evolve, roles may need to be adjusted. Periodically revisit each member’s specialization and make adjustments as necessary.
Tip: Schedule quarterly reviews of team roles and responsibilities to keep the Team Mind aligned with organizational goals.
Practical Steps for Leaders to Build an Inclusive Team Mind
The concept of Team Mind aligns closely with both diversity and inclusive leadership principles.
My Inclusive Leadership Blueprint, which emphasizes Diversity-Sum Mindset™, Psychological Safety, Inclusive Decision-Making, and Collective Intelligence, integrates seamlessly with the Team Mind approach.
When these frameworks are combined, they create a robust model for fostering high-performing, inclusive teams that fully leverage the strengths of each member.
Encourage Diverse Specialization: Recognize and cultivate the unique expertise of each team member. This not only helps in role allocation but also builds a solid foundation for collective intelligence by integrating various perspectives.
Establish Credibility with Psychological Safety: Create an environment where all team members feel safe to express their ideas and ask questions. This builds credibility, making team members more willing to rely on each other's specialized knowledge.
Foster Inclusive Coordination in Decision-Making: Use structured frameworks for decision-making that ensure all voices are heard. This practice enhances coordination by ensuring that diverse inputs are woven into the team’s processes.
Measure and Reflect on Collective Intelligence: Regularly evaluate the team’s performance, communication patterns, and decision-making processes to ensure that collective intelligence is being achieved. Adjust roles, responsibilities, and workflows to maximize the Team Mind approach.
Start Your Team Mind Journey with Psychological Safety Scan
Building a high-performing Team Mind begins with a foundation of psychological safety—the essential ingredient that empowers team members to share ideas, take risks, and collaborate openly.
My consulting services offer the Fearless Organization Scan, a powerful tool based on Amy Edmondson’s research, to assess and strengthen psychological safety within your teams.
The Fearless Organization Scan will help you identify areas where team members may feel hesitant to speak up, enabling targeted strategies to build trust and open communication.
With this solid foundation, you can foster an environment where specialization, coordination, and credibility naturally flourish, setting the stage for true collective intelligence.
Get in touch to start your Team Mind journey by creating a fearless, psychologically safe workplace where every team member is empowered to contribute their best.
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