When Teams Fail

1. Introduction

In schools, universities, and education organizations, teamwork is essential. Whether designing curricula, managing student programs, or leading professional development, teams shape the success of an institution. But what happens when teamwork breaks down?

Dysfunctional teams struggle with poor communication, lack of trust, and resistance to change. Instead of collaboration, meetings turn into arguments—or worse, silence. Deadlines are missed, projects stall, and frustration grows. In an educational setting, this dysfunction affects not only staff morale but also student success.

A high-functioning team fosters open discussion, accountability, and innovation. In contrast, a failing team may avoid responsibility, resist feedback, or allow personal conflicts to overshadow shared goals. This handout explores the most common causes of team failure, using real-world case studies from education. By recognizing these issues, teams can take the first step toward fixing them—before failure becomes the norm.

2. Lack of Clear Communication

Case Study: The School Curriculum Chaos

At Westwood Middle School, a team of teachers and administrators was tasked with revising the school’s curriculum to align with new provincial guidelines. The principal expected a seamless process, assuming that everyone understood their roles. However, within weeks, confusion took over.

Emails with important updates went unread, and meeting agendas were vague. Some teachers duplicated work while others waited for instructions that never came. Critical deadlines passed without acknowledgment, leaving administrators scrambling. When concerns were raised, team members blamed each other for the delays. At the final review meeting, the principal was shocked to find that large sections of the curriculum had been overlooked. The result? A last-minute scramble to finalize materials, leading to frustration, burnout, and a curriculum full of gaps.

Breakdown: How Poor Communication Leads to Dysfunction

Lack of communication is one of the most common causes of team failure. In dysfunctional teams:

• Expectations are unclear, leading to confusion over responsibilities.

• Messages get lost, whether through ignored emails, vague meeting notes, or poor documentation.

• Assumptions replace dialogue, as team members guess instead of ask.

• Frustration builds, causing resentment and blame instead of collaboration.

At Westwood, the failure to communicate led to wasted time, duplicated efforts, and a rushed final product. This pattern is common in educational teams, where multiple stakeholders must work together across different schedules and priorities.

Solution Preview: The Power of Structured Communication

The best teams establish clear expectations, use consistent communication channels, and foster an open dialogue to prevent misunderstandings. In the next sections, we’ll explore other key dysfunctions—and how they can be addressed before they derail a team’s success.

3. Absence of Trust & Psychological Safety

Case Study: The Silent Staff Meetings

At Brookside Elementary, the new principal, Mr. Lewis, wanted his staff meetings to be productive and engaging. However, every week, the meetings felt eerily quiet. When he asked for feedback on new policies, teachers simply nodded or avoided eye contact. Even when major issues—like an increase in student behavioral challenges—came up, no one spoke honestly.

Behind the scenes, teachers vented to each other in private. They felt that in past meetings, suggestions were dismissed, and those who challenged leadership were subtly penalized. Over time, they learned that staying silent was safer than speaking up. As a result, unresolved problems piled up, frustration grew, and the school struggled to implement real change.

Breakdown: How Lack of Trust Paralyzes Teams

Trust is the foundation of teamwork. In dysfunctional teams:

• Fear replaces honesty—team members stay quiet to avoid conflict or retaliation.

• Blame is common—mistakes become opportunities for criticism rather than learning.

• People hold back ideas—staff hesitate to contribute solutions, leading to stagnation.

• Morale declines—team members disengage, feeling unheard and undervalued.

At Brookside, the teachers’ silence wasn’t due to a lack of ideas—it was a symptom of a culture where speaking up felt risky. When trust is absent, teams stop communicating openly, leading to poor decisions and growing frustration.

Solution Preview: Building a Culture of Trust

High-functioning teams encourage open discussion without fear of judgment, actively listen to concerns, and foster an environment where every voice matters. Without trust, even the most skilled team members struggle to work together effectively. In the next section, we’ll explore another major dysfunction—the lack of accountability and follow-through—and its impact on team success.

4. Lack of Accountability & Follow-Through

Case Study: The Teacher Training That Never Happens

At Maplewood Academy, the leadership team proudly announced a new professional development initiative to improve student engagement. The plan included monthly training sessions, peer coaching, and a shared resource bank for best practices. The announcement was met with enthusiasm, and everyone agreed it was a great idea.

But then… nothing happened.

The first training session was never scheduled because no one took ownership of organizing it. A few teachers asked about the peer coaching program, but the administrator in charge was “too busy” to set it up. Emails about next steps went unanswered. Months passed, and eventually, the initiative was forgotten. When asked about it at the year-end meeting, staff members shrugged: “It just never got off the ground.”

Breakdown: How a Lack of Accountability Stalls Progress

A dysfunctional team struggles when no one takes responsibility for moving projects forward. This leads to:

• Missed deadlines because tasks are passed around with no clear ownership.

• Excuses instead of solutions, as team members avoid responsibility.

• Loss of motivation, since people stop expecting follow-through.

• Frustration and disengagement, making future initiatives even harder to launch.

At Maplewood Academy, the professional development plan failed not because it was a bad idea, but because no one ensured its execution. This is a common issue in educational institutions, where teams rely on goodwill but lack clear systems of accountability.

Solution Preview: Building a Culture of Ownership

Strong teams make accountability a shared responsibility rather than an afterthought. They set clear expectations, check in on progress, and ensure that follow-through happens. In the next section, we’ll explore another major dysfunction: resistance to change and problem-solving failures.

5. Resistance to Change & Problem-Solving Failures 

Case Study: The Outdated Teaching Methods Debate

At Oakridge High School, student engagement was plummeting. Test scores were declining, and surveys revealed that students found lessons outdated and uninspiring. A group of teachers proposed integrating more technology and hands-on learning, but their ideas were quickly dismissed by the school board.

“This is how we’ve always done it,” said one senior board member. “If it worked before, it should work now.”

Frustrated, the teachers stopped pushing for change. Over time, more students disengaged, and talented staff members transferred to schools with more innovative teaching approaches. By the time Oakridge’s leadership finally recognized the problem, it was too late—the school had developed a reputation for being outdated and resistant to improvement.

Breakdown: How Resistance to Change Hurts Teams

Dysfunctional teams resist change, even when the evidence shows that change is necessary. This often leads to:

• Missed opportunities, as good ideas are rejected out of fear or stubbornness.

• Decreased morale, since innovative thinkers feel unheard.

• Poor decision-making, as outdated approaches continue despite clear signs of failure.

• Loss of talent, with skilled individuals leaving for more forward-thinking teams.

At Oakridge High, the refusal to adapt led to a worsening crisis. In many educational teams, the fear of change keeps schools and organizations from evolving to meet new challenges.

Solution Preview: Embracing Adaptability

High-functioning teams encourage open discussions about change, evaluate ideas based on merit rather than tradition, and empower members to contribute solutions. In the final section, we’ll summarize the key dysfunctions and explore ways teams can break the cycle of failure before it’s too late.

6. Conclusion: Recognizing & Fixing Dysfunction

When teams fail, it’s rarely because of a lack of talent or effort—it’s because dysfunction goes unaddressed. Poor communication leads to confusion, lack of trust silences ideas, and missing accountability allows projects to stall. Resistance to change locks teams into ineffective patterns. These issues don’t just affect workplace morale; in education, they directly impact student success.

The good news? Dysfunction isn’t permanent. Teams that recognize these warning signs can take steps to improve. Clear communication structures, a culture of trust, and shared accountability can transform a struggling team into a productive one. The first step is awareness—identifying the patterns that hold a team back. The next step is action—breaking those patterns and fostering a culture where collaboration, adaptability, and follow-through are the norm.

Every team has the potential to succeed. The question is: Will they choose to fix what’s broken before failure becomes the status quo?