We’ve all heard the wisdom: “If you want to go fast, go alone. If you want to go far, go together.” I’m a firm believer that the best achievements emerge from collaborative efforts, where diverse minds combine their strengths to solve complex problems.
Some relatively recent research (from MIT Sloan in 2022), had people self-reportedly spending at least 41% of their work time collaborating. HBR reported that collaborative work had increased by 50% or more in the decade prior to this 2021 report, and claiming 85% or more of some people’s work weeks.
There is an obvious definitional challenge in defining collaboration here. At it’s simplest, it’s when people work together to complete a task or achieve a shared goal. Working in a business is inherently a collaboration, but I’m thinking more about the things that people do to achieve the outcomes the business is pursuing.
And here’s my spicy* take: collaboration isn’t always good. Sometimes it’s a symptom of organisational dysfunction: a band-Aid over trust issues, unclear authority, or fear of accountability. When we don’t trust each other’s judgment, we compensate by pulling everyone into every decision. The result? Collaboration becomes theatre rather than substance, a productivity killer that breeds decision paralysis and endless meetings.
The key lies not in whether we collaborate, but in how and when we collaborate – and more importantly, why.
When Collaboration Becomes a Drag
I’ve been talking to peers who find their time increasingly consumed by requests for input, opinions, and “alignment” conversations. They’ve been identified as stakeholders who need to be consulted, and suddenly their calendars are packed with meetings where their primary role seems to be seen to be nodding along or providing token input on decisions that could have been made without them.
Is this collaboration? Or is it collaboration theatre? It feels like the organisational equivalent of being overly collegial, where including everyone becomes more important than actually accomplishing anything. The result? Talented people spend their days in meetings about meetings, while real work gets pushed to the margins.
Much better to do it async…
The Hidden Costs of Unfocused Collaboration
When collaboration lacks purpose, it creates a phenomenon similar to analysis paralysis, but with a twist. Instead of overthinking a problem, we’re over-involving people in solving it. This can happen for several reasons:
Unclear Decision-Making Authority: When it’s not clear who has the final say, everyone becomes a potential decision-maker, leading to endless consultation rounds.
Fear of Failure and Cover-Your-Ass Collaboration: When trust is low, including more people feels safer – if things go wrong, at least everyone was involved in the decision. This transforms collaboration from a creative process into a liability-spreading exercise. The goal shifts from “let’s make the best decision” to “let’s make sure no individual can be blamed.”
Misguided Inclusivity: The belief that more perspectives automatically lead to better outcomes, regardless of relevance or expertise.
Organisational Politics: Sometimes people are included not because they add value, but because leaving them out would create political friction.
The Trust Factor
Often, excessive collaboration is a symptom of a deeper issue: lack of trust. When teams don’t trust each other’s judgment or decision-making ability, they compensate through over-involvement. If I don’t trust you to make a good decision, I’ll insist on being consulted. If I’m worried about being blindsided, I’ll demand inclusion in every conversation. If I don’t trust that my concerns will be considered, I’ll show up to every meeting to advocate for myself.
Thus collaboration becomes a risk management rather than value creating activity. The meeting becomes a form of organisational insurance, and everyone’s time is the premium.
I’ve seen this turn into a vicious cycle: low trust leads to over-collaboration, which wastes time and breeds resentment, which further erodes trust. People become frustrated that their time isn’t respected, which makes them trust the process even less, which makes them insist on even more involvement next time.
High-trust environments, by contrast, enable people to delegate effectively, make decisions with appropriate input, and trust others to handle their domains of responsibility. The collaboration that does happen is focused and purposeful because it’s driven by genuine need rather than defensive positioning. When you trust your colleagues’ competence and judgment, you don’t need to be in every room where decisions are made. What’s that you say? You move at the speed of trust?
The Principles of Purposeful Collaboration
Effective collaboration isn’t about getting everyone in the room, it’s about getting the right people in the room for the right reasons. Here are the core principles:
1. Start with Clear Objectives
Before involving anyone in a collaborative effort, ask yourself: What specific outcome are we trying to achieve? What decisions need to be made? What problems need to be solved?
If you can’t articulate clear objectives, you’re not ready for collaboration. Instead you should be focusing on individual reflection and planning. Now, you may benefit from collaboration or coaching on defining your objectives, but be clear on that.
2. Separate Discussion from Decision
One of the most powerful frameworks for purposeful collaboration is clearly distinguishing between discussion and decision-making. During discussion, you want diverse input, creative thinking, and open dialogue. During decision-making, you need clarity about who has the authority to choose and move forward. Something akin to the Design Council’s Discover-Define diamond.
This separation prevents the common scenario where great discussions never lead to action because the decision-making process remains unclear. It also builds trust by making the process transparent – people know when their input is being sought and who will ultimately decide.
3. Distinguish Between Work and Decision-Making
Sometimes collaboration is needed for the work itself – brainstorming, problem-solving, or executing complex tasks. Other times, it’s needed for decision-making – choosing between options, setting priorities, or gaining buy-in for implementation.
Understanding which type of collaboration you need helps you involve the right people in the right way.
4. Be Intentional About Involvement
For each person you’re considering including, ask: why do they specifically need to be involved? What unique perspective, expertise, or authority do they bring? What would we lose if they weren’t part of this process?
This isn’t about being exclusive, it’s about being respectful of everyone’s time and ensuring that collaboration serves a genuine purpose.
The Trust Test: before adding someone to a collaborative effort, ask yourself: Am I adding this person to provide oversight, validation, or a safety check on someone already involved? That’s a sign you’re using collaboration as a band aid. The solution isn’t more people, rather it’s addressing the underlying relationship or capability concern directly.
5. Build Trust Through Competence and Transparency
Purposeful collaboration both requires and creates trust. You need enough trust to let people work in their areas of expertise without excessive oversight. And when collaboration is purposeful and productive, it builds trust for future work.
This means:
Demonstrating competence in your domain so others trust your judgment
Being transparent about your decision-making process
Following through on commitments made during collaborative work
Giving credit appropriately and acknowledging contributions
Being willing to say “I trust your judgment on this” and mean it
Keeping people informed without requiring their presence at every discussion
When you consistently demonstrate these behaviours, you earn the trust that makes future collaboration more efficient. People stop feeling the need to protect themselves through over-involvement because they trust you’ll handle things well and keep them informed.
Using Collaboration to Build Support
One legitimate use of collaboration is building support for decisions and initiatives. When you need others to implement, fund, or champion your work, involving them in the process is invaluable – but be honest that this is your motivation.
If you’re using collaboration primarily to build support rather than to improve the outcome, acknowledge this and structure the process accordingly. Focus on education, addressing concerns, and creating ownership rather than pretending you’re seeking input that will fundamentally change your direction.
This honesty also builds trust. People can tell when their input is genuinely valued versus when they’re being managed through a predetermined process. Transparency about your goals maintains credibility.
Avoiding the Groupthink Trap
Perhaps the biggest risk in any collaborative effort is groupthink: the tendency for groups to converge on similar ideas and avoid challenging perspectives. This is especially dangerous when collaboration becomes an echo chamber of similar voices and experiences.
To counter this, actively seek out diverse perspectives. Ask yourself: do we have the right representation? Are we hearing from people who might disagree with our assumptions? Are we including voices that might be uncomfortable or challenging?
True diversity of thought requires intentional effort to include people who think differently, have different experiences, and might challenge the group’s assumptions. But here again, trust plays a role. Do people trust that dissenting opinions will be heard and valued, or have they learned that disagreement is unwelcome? A culture of trust enables productive disagreement, while low-trust environments drive people toward safe consensus.
Use Collaboration to Beat Individual Efforts
In some domains collaboration can drive higher quality and speed compared to a process of individual contributions, reviews and hand-offs. A technique championed by many wise and seasoned software professionals (and me) is pair or mob programming. This practice involves two or people looking at the same screen - one person drives and the rest provide real time feedback and direction.
Solo efforts in software developed in groups typically involves a sequential review process: the programmer writes their code and submits it to the group for review by one or more others, often more experienced or senior developers. The aim is to catch poor quality code before it goes to far. But these code-review processes can be slow and unsatisfying. The seniors become bottlenecks and can get fed up with reviewing junior developers poor code. Juniors can become demotivated by rejections and feedback without a decent conversation.
Pair and mob programming allows for real time, highly contextual feedback and learning. It also reduces the need for a separate code review process, speeding up delivery. It can also be a bit daunting when first encountered - I remember pairing with my CTO in my first job, I could barely type. But I got over it and it was ultimately a really rewarding experience.
Making Collaboration Count
The most successful collaborative efforts share certain characteristics:
Clear Scope: Everyone knows what they’re working on and what success looks like.
Defined Roles: People understand their specific contribution and level of decision-making authority.
Efficient Processes: The collaboration itself is designed to be productive, not just inclusive.
Regular Check-ins: The group regularly assesses whether the collaboration is serving its purpose.
Decisive Leadership: Someone has the authority and responsibility to make final decisions and move things forward.
Mutual Trust: Team members trust each other’s competence, judgment, and commitment to shared goals.
The Bottom Line
Collaboration is a powerful tool, but like any tool, its value depends on how skilfully it’s used. While I am a huge advocate for collaboration, the goal isn’t to collaborate more, it’s to collaborate better. This means being intentional about when, why, and how we bring people together.
Before your next collaborative effort, pause and ask: Are we doing this because it will genuinely improve the outcome, or because it feels like the right thing to do? Are we clear about what we’re trying to achieve and who needs to be involved? Are we compensating for trust issues by over-involving people?
Effective collaboration is both a cause and effect of organisational trust. Low trust creates performative collaboration, which wastes time and erodes trust further. But purposeful collaboration, with clear objectives, appropriate involvement, and decisive leadership, builds the trust that makes future collaboration more efficient.
Remember: the best collaboration isn’t about including everyone, it’s about including the right people in the right way at the right time. When we get this balance right, and when we build the trust that enables people to work confidently in their domains, collaboration becomes a force multiplier that helps us achieve things we never could have accomplished alone.
After all, going far together is only possible when we trust each other enough to let go of the need to be involved in everything. And that trust is only possible when collaboration is purposeful, transparent, and respectful of everyone’s contributions.
* spicy take? I’m well aware that when people use this phrase they are generally saying something uncontroversial, and would most likely be found on the children’s menu at a westernised curry house.
Mike, perfectly put! I love how you've called out the different types of collaboration and how they can be approached. I think I've seen/experienced most of these (and caused some also!). I can definitely advocate for being upfront and clear on why you need folk's time (and trying to make it as efficient as possible).
P.s., I often see articles about "the scourge of meetings", but meetings are just 'work tools'. They've purpose and value. But as with all things, overuse and poor use diminishes this.