We all work differently, so how do you get your team to follow the same process?
Some teammates love structure and details. Others love creative brainstorming and seeing the big picture. While these differences are your team’s strengths, they can also make it harder to get everyone aligned.
The key to getting aligned is building a structure that honors everyone’s differences while creating clarity and accountability. When you define expectations together and keep your systems simple and accessible, workflows become something people actually want to follow.
Here’s how to create a workflow process that brings out the best in your team:
1. Acknowledge That We All Work Differently and That’s a Good Thing
Every team has a mix of personalities, perspectives, and preferred ways of working. Some teammates thrive on big ideas and vision casting, while others dig into the details and bring a granular plan to life. Some do their best work in quiet focus, and others light up in collaborative team settings.
Instead of trying to make everyone fit the same mold, it’s important to recognize and honor how each person works best. Use simple tools like our work style matrix (see image below) or a personality test (The Enneagram is our personal favorite) to help your team understand and articulate how they operate and work best. This will spark conversations and build empathy.
Understanding each other’s work styles is the first step toward creating a process everyone can get behind.
2. Define Your Tech Stack and Establish Expectations for Each
Too many tools can lead to confusion, so keep it simple. Define your tech stack and make sure everyone understands what each platform is for.
Identify the tools you’ll use for communication, project management, and asset sharing. Then, get more specific: What should be posted in a messaging app versus a task board? Where should project updates go? Set clear expectations for each to save time and make work easier.
Make sure your tools are also accessible, so that whether someone’s in the office, working remotely, or out in the field, they can easily access the tools.
3. Workshop a Key Process That Affects Everyone
Next, define what an ideal process would look like, including deadlines and expectations. Pick a process your whole team can rally around, something that impacts everyone. Maybe it’s your monthly newsletter, a yearly trade show, or planning for your next team retreat.
Get everyone together to map out what the ideal workflow looks like, from kickoff to wrap-up. What steps are involved? Who owns what? When should reviews and approvals happen, and what are the key deadlines?
This collaborative approach will build buy-in. When your team helps shape the process, they’re more likely to follow it.
4. Make a Teamwide Commitment and Set House Rules
Even the best workflows can unravel without shared expectations. This is where house rules come in. Think of them as team-defined norms that create consistency while allowing for flexibility.
Start by agreeing on the basics, like how often you will meet, what your file naming standard is, and when work should be reviewed and by whom. These “guardrails” reduce misunderstandings and keep projects on track, even when work styles vary.
Once your team agrees on your house rules, make them official. Document them in a central place that everyone can easily access. Finally, assign a “process facilitator” or a “project manager” to keep things moving and ensure follow-through.
And last tip, don’t underestimate the importance of routine, weekly rhythms like Friday check-ins or Monday morning kickoffs help keep your team aligned and accountable.
Bringing It All Together
Creating structure frees your team to do their best work with more clarity. When your workflows honor how teammates work best and sets clear expectations, it builds momentum, trust, and better outcomes.
Need help getting your team aligned around a consistent process? Our Project Workflow Management service helps you implement processes that work for your unique needs. Learn more about how we can provide support for your team or reach out to us.
