Breaking Down Silos: The Collaboration Challenge
In our series exploring a decade of organisational agility data, we have examined the reality behind transformation efforts, the balance-flow bottleneck and the leadership paradox. Today, we focus on organisational silos and the collaboration challenge.
The Collaboration Contradiction
Our data reveals an interesting pattern: while Collaboration scored relatively well overall (2.69/4.0), the improvement over time was modest (+0.26). When we examined the detailed responses, we discovered something interesting:
Collaboration within teams is consistently strong. Collaboration across teams is consistently weak.
This creates a situation where individual teams function effectively in isolation, but the organization as a whole struggles to deliver value smoothly.
The Hidden Costs of Silos
These collaboration gaps create more than just communication headaches:
Delayed deliveries when work must cross team boundaries
Quality problems at integration points between teams
Frustration and finger-pointing when commitments aren't met
Duplicated work when teams solve the same problems independently
Customer dissatisfaction when their needs fall between organizational communication gaps
Coordination overhead where significant time is lost managing dependencies and coordinating rather than delivering value
You may have noticed in your workplace that some teams are highly functional and high-performing, yet achieving anything that requires the collaboration of multiple teams becomes surprisingly complicated and slow.
Why Silos Persist Despite Best Intentions
If everyone agrees collaboration is important, why do silos remain so stubbornly in place? Our research and experience show that silos are not a people problem; they are a system problem. They are the natural, often unintentional, consequence of how organizations are designed, led, and operated. Even with the best intentions, the very structure of a company can force teams apart
Misaligned Structures and Incentives
Organizations often optimize team structures around technical or functional specialties rather than customer value streams. They measure and reward team-level performance without considering the impact on the whole system, and create funding processes that force departments to compete for resources, turning potential collaboration into competition. This structure is reinforced by leaders who are accountable only for their own department's performance. Their focus is naturally on protecting their team and resources, which strengthens the walls of the silo rather than building bridges between them.
Cognitive Load & Complexity
Collaboration can feel overwhelming. Teams struggle to understand other teams' contexts, keep track of complex dependencies, and manage their own work while coordinating with others. Navigating different tools, processes, and ways of working adds a significant "load" on their time and mental energy.
The Information Flow Gap
Collaboration breaks down when communication fails. This happens when teams use different tools that don't connect, when documentation is inaccessible or confusing, when key decisions are made in private meetings, or when historical context is lost as people change roles.
Breaking Down Silos: Practical Approaches
Organizations that successfully improved cross-team collaboration discovered that structural changes were far more effective than simply encouraging people to communicate more. Here are four proven approaches.
1. Organize for Flow: Align Teams & Funding to Value Streams
Instead of organizing purely by function:
Map how value flows to your customers from end to end.
Align teams around complete customer journeys or products to minimize handoffs.
Shift from annual project funding to incremental value stream funding. Provide stable teams with a rolling budget (e.g., quarterly) based on the continuous value they deliver, eliminating the need for departments to compete for resources.
Create stable, long-lived teams with clear business purposes.
2. Make Dependencies Visible: Implement Coordination Systems
Beyond typical meetings:
Establish regular synchronization points focused specifically on dependencies.
Create visual systems (like a Kanban board for multiple teams) that make cross-team work and blockages visible to everyone.
Define clear "team APIs" that specify how teams should interact with each other.
3. Enable, Don't Mandate: Build Shared Technical Foundations
Beyond just buying tools:
Develop shared architecture principles that allow teams to work independently without breaking each other's code.
Create integration environments where teams can test their work together early and often.
Invest in automation that makes cross-team work more reliable and less manual.
4. From "My Team" to "Our Goal": Foster a System-Wide View
Beyond individual team performance:
Regularly visualize and discuss the entire value stream with all the teams involved.
Adopt a shared goal-setting framework like OKRs to align multiple teams around common, measurable outcomes. This shifts the focus from team-specific outputs to shared customer value.
Establish shared metrics that measure end-to-end performance (e.g., total time from customer request to delivery).
Recognize and reward behaviors that optimize the whole system, not just a single team's results.
The Payoff: What Effective Collaboration Delivers
Organizations that successfully break down their silos experience dramatic improvements:
Faster time-to-market as work moves smoothly across the organization.
Higher quality with fewer integration problems.
Increased innovation as diverse perspectives come together to solve problems.
Greater employee satisfaction as frustrating handoffs and waiting diminish.
Better customer outcomes when the entire organization aligns around their needs.
The shift is transformative: from asking "Is my team's work done?" to "Did we solve the customer's problem?" When the entire organization starts asking the second question, the silos begin to dissolve on their own.
In our next post, we'll explore the critical challenge of Closing the Customer Gap and how organizations can maintain customer focus throughout their delivery process.
Ready to put these ideas into practice?
If these challenges sound familiar, you don't have to tackle them alone. At Pathways, we offer hands-on workshops, trainings and coaching support tailored to your needs
