The Power and Value of Self-organizing Workteams within an Organization
Many organizations still strongly believe that effective operation requires management, precisely defined approval points, and hierarchical decision-making. In a rapidly changing, complex environment, this is increasingly insufficient.
In such cases, self-organizing teams can be an excellent solution.
Self-organization is an approach in which leadership becomes more distributed and leaders act as facilitators: they support the team and provide guidance when necessary. They recognize and value the collective wisdom of individuals and their ability to manage their own activities independently.
How do self-organizing teams develop?
Self-organizing teams do not appear overnight, and they do not function well simply because management steps back.
They usually develop around real needs, problems, or opportunities, where traditional formats are too slow, too rigid, or too far removed from the problem or goal/opportunity.
There is a problem that cannot be put off any longer.
There is a goal or opportunity that we see and want to achieve.
There is an issue that affects several areas but has no owner.
Or people simply come together spontaneously around an issue because they feel that they can work faster and more effectively together.
Self-organization requires trust, cooperation, and effective communication. It is based on the assumption that people are capable of making informed decisions and adapting to change more quickly and flexibly than under strict supervision.
What are the typical characteristics of self-organizing teams?
1. A common purpose and understanding of how the team's work relates to organizational goals and operations.
The common purpose
- gives meaning to cooperation,
- provides direction for decisions,
- helps prioritize when the team has limited resources,
- and reduces personal conflicts because they are not working against each other but for a common cause and goal.
2. Autonomy
Teams manage their own activities freely and responsibly. They jointly determine
- how to achieve their goals,
- what approaches to take, and
- what decisions to make.
Appropriate autonomy requires clear boundaries so that the team knows where the limits are within which it can operate freely.
3. Cooperation
- Knowledge, experience, and skills are shared in pursuit of a common goal. This fosters creativity and innovation.
- Teamwork is considered more important than individual results, and an open, supportive environment is created.
- Success is the result of joint efforts; team members freely share their knowledge and work together to achieve common goals.
4. Shared responsibility
Responsibility is not assigned to one person, but is distributed among several. This increases involvement, commitment, and internal motivation.
5. Participation in decision-making
Decisions are not made by one person, the manager or a committee, but all the team members are involved, thus allowing the diverse expertise of the team members to be utilized and create value.
6. Adaptability
They are able to response to changes and redefine priorities quickly.
7. Shared leadership – taking ownership
Ownership mindset and commitment are essential in self-organizing teams. Leadership is situational; team members take on leadership roles and responsibilities in different situations and tasks, and must immediately report any obstacles so that they can be resolved.
8. Expertise
For a self-organizing team to function effectively, it needs a diverse mix of expertise, knowledge, and experience within the team, enabling team members to support each other and perform different tasks as needed.
9. Motivation
Instead of waiting for tasks to be assigned by management, team members take the initiative and, if there is no plan, suggest new ideas. This requires a high degree of internal motivation, a willingness to take responsibility, and a strong commitment to the team's shared vision.
10. Trust and respect
Trust based on vulnerability and respect are essential in self-organizing teams. Team members actively listen to each other. If someone faces a challenge or needs help, they are encouraged to speak up, ask for help, or take time to learn.
When and why is it worth setting up a self-organizing working group?
- In the case of complex problems affecting multiple areas.
- When rapid learning and experimentation are needed.
- When knowledge is not concentrated in one place.
- When commitment is more important than the perfect plan.
- In the case of innovation and new approaches.
- When the organization wants to strengthen ownership.
🎁 Solution-focused question for organizations
❓ What specific problems, challenges, or opportunities currently exist within the organization where a self-organizing working group could create real value?
💡 Tips for organizations
1. Don't create teams, but bring up topics and questions that people can join!
You can start small; depending on the topic, even 3-5 people can start working together, so large teams are not necessarily required.
2. Allow space for suggestions to come from within the organization!
You can try internal idea crowdfunding (see the sources listed for a detailed description).
This is an approach where innovative ideas are not selected by a committee or management, but by the community of employees: everyone receives a virtual budget that they can "invest" in the ideas they find most promising. Thus, it is not management that decides which idea is best, but a consciously designed system that allows the strongest initiatives to rise from the bottom up with community support.
3. Train employees in the functioning of self-organizing teams and, if necessary, provide them with a coach so that they can get the best out of themselves.
5. Provide the basic framework: goals, time frame, decision-making boundaries!
6. Be clear about what is and is not authorized.
7. For leaders
Don't take back control at the first sign of uncertainty.
Don't take away the opportunity to learn by solving everything for them.
Stick to the framework, not the solution; ask questions and facilitate instead.
Ask: "What do you need from me?"
8. Recognize self-organizing work with time, visibility, and recognition.
9. Celebrate experimentation and learning, not only success, to give the self-organizing team courage and confidence.
🎁 Solution-focused question for those thinking about self-organization
❓ What issues, problems, or opportunities are around me right now where I could create real value together with others?
💡 Tips for self-organization
1. Start by asking the right questions, not offering ready-made solutions. For example:
What is the obstacle/problem that we should focus on solving right now?
What would be the smallest, measurable improvement within 2-4 weeks?
2. Don't wait for authorization for every step, clarify the framework in advance and then get started.
Ask (the manager/sponsor/stakeholders): "What can we decide freely, and what needs to be approved?"
Agree on three frameworks: time (how much capacity), scope (what it covers), decision-making authority (what you can decide).
Have a "stop rule": when to stop and consult (e.g., cost, compliance, impact, risk).
3. Start small: 3–5 people is already a working group.
4. Distribute responsibility and leadership: discuss who will take on what tasks and who will make what kind of decisions.
5. Make sure that responsibility does not turn into invisible overtime.
Record the expected resource expenditure, make it clear to the manager how much capacity it will take and what results you expect in return!
Rotate tasks as much as possible!
If you don't have the resources/time, choose a smaller goal instead!
6. Ask for feedback, make learning and results visible.
Self-organizing teams are not mireacle medicine that works in every situations and environments, but where live cooperation and genuine responsibility are needed, and the organization and management are ready for it, or willing to learn to use it, they can become one of the most powerful organizational tools.
Resources for further inspiration used in this article can be found here:
https://management30.com/blog/self-organizing-team/#definition
https://medium.com/@jurgenappelo/from-innovation-committees-to-internal-crowdfunding-fffa7d9b4860
https://businessmap.io/blog/self-organizing-team
https://www.pmi.org/learning/library/power-illusion-self-organizing-teams-5970