Insights: How to Build Team Capacity

In this episode, we explore capacity building, what it means, the mindset needed, and how to effectively build team capacity.

Capacity building empowers individuals and groups with the skills to tackle complex tasks and work toward a shared vision. However, it’s essential not to fall into the trap of thinking only the leader or a facilitator can drive this growth. While facilitators can help, true and lasting capacity is built when the entire group contributes to creating their desired future together.

Attitudes Needed to Build Team Capacity:

• Communication dynamics that encourage and support
• Willingness to listen, ask questions, check understanding, and contribute without judgment
• Desire to serve, empathy, and patience
• Willingness to address challenges and support others in addressing them

Example 1: Help Each Other Out
I recently worked on a project with a study circle that included a business owner facing challenges after opening a store. She had to manage more staff, deal with absences, train employees, and balance family life, as her husband worked night shifts. Although the study circle provided important support, she worried about neglecting her children. We discussed her desired outcomes and obstacles, and together we found a potential solution: hiring a nearby teenager seeking work experience to watch her kids during the study circle. This could foster a positive relationship between the teen and the children, providing mutual support. However, the solution depends on various factors, like the teen and parents agreeing and ensuring good chemistry. With mutual care, the group can build a supportive, capacity-building environment.

Example 2: Work Without Play Makes Jack a Dull Boy
When working toward a goal, especially in project management, teams can feel drained by the details and setbacks, leading to exhaustion and a lack of motivation. If a team appears apathetic or fatigued, what they need is fun, food, and informal interaction. Seriousness and fatigue can be relieved through team-building exercises, but simply gathering for food and laughter can greatly improve morale. A team not functioning well is often one where no one is smiling or laughing. Humor is a key indicator of a healthy, capacity-building team. So, if humor and joy are missing, it’s essential to help bring them back to foster a supportive and effective environment.

Example 3: Create Opportunities to Open Up
Managers understand the importance of 1-on-1 conversations but often struggle with implementation because they approach them as problem-solving sessions rather than opportunities to connect. These meetings should focus on appreciating the individual and discussing their personal and professional experiences through simple questions about challenges and successes. The goal is to build trust and relationships, not to give feedback or solve issues. For larger teams, managers should meet with supervisors, while smaller teams benefit from more frequent 1-on-1s. Regularly scheduled meetings every few months foster a supportive environment, preventing problems and enhancing team dynamics.

Example 4: Be Interested, Not Interesting
Being genuinely interested helps the team move toward a desired goal. When you become absorbed in your interest in the team’s progress, you naturally rise in their eyes as someone with capacity, credibility, and respect. The more you try to insist on your greatness, the less impactful you appear. The more you help resource the team, the more your esteem in their eyes grows.