Trying to separate life from business is an outdated notion, which is why I wanted to write this article. It’s my hope that it will illuminate the benefits of team bonding because it makes a huge difference in productivity, no matter your industry. I say it often, and I’ll repeat it again here: what affects our work usually has nothing to do with work, and it’s time that leaders everywhere better understand this and implement a more modern strategy.

To build a truly productive team, you need to function like a family. You can’t do it all yourself, so need to learn to trust in delegation. For years, this was a blind spot in my project management approach, but I fixed it and never looked back. I’d love to hear your thoughts on this topic, so comment below if you feel inspired to do so. ✨

The Modern Era of Work Requires a Modern Strategy

For those who are used to traditional parliamentary procedure, the idea of setting aside time for small talk during a team meeting might seem like a complete waste of time. After all, shouldn’t every minute be dedicated to discussing strategies, reviewing numbers, and making critical decisions? I say no. While the importance of focused, business-related discussions cannot be understated, there’s an inherent value to small talk that many leaders often overlook. Let’s remedy that.

Small talk isn’t just idle chatter; it’s a powerful tool for fostering stronger connections, understanding your team members on a deeper level, and ultimately, enhancing productivity and project management success overall. With this post, I invite you to join the modern era of work where human connection and horizontal collaborations make up the foundation.

Let’s explore why small talk is so crucial to a thriving culture, how it leads to better leadership, and why investing time in simple, non-cliché techniques for bonding is a strategic move for business growth.

1. Small Talk Breaks Down Hierarchical Barriers

In traditional corporate settings, there’s often a clear divide between leadership and employees, with communication flowing primarily from the top down in vertical relationships. Interestingly enough though, success in the world of remote asynchronous communication often depends on breaking down those hierarchical barriers and fostering a culture of open dialogue and collaboration.

The best teams function like a big family. They take care of each other before, during, and after work because they understand the human factor in productivity. We all perform better when we are healthy, happy, and held. It’s not rocket science. Yet, there is often a hesitation in relinquishing power (or the appearance of it) for the benefit of getting results. Insecure leaders think that the only way to gain respect is by order and dominance. Not so. You gain much more respect as someone who can lead by example. Hierarchy has its benefits and is applicable in some situations, sure, but the digital era has changed the game in so many ways. You need less barriers, not one more.

Horizontal Relationships Lead to More Personal Responsibility

In the book “The Courage to Be Disliked” (which I read for and discussed in my April 2024 Productivity Report), authors Fumitake Koga and Ichiro Kishimi advocate for fostering horizontal relationships rather than vertical ones. This is the idea that you work WITH people rather than FOR them on ON THEIR BEHALF. This is something that my Swedish soul embraces by default. This is all about avoiding influencing and/or manipulating others for personal (or corporate) gain, and instead offering guidance and insight when invited to do so.

To reach true happiness and fulfillment, letting others take personal responsibility for their own decisions is key; in short, people have their own tasks to handle and you are to stay out of them. When you develop horizontal (read: non-manipulative) relationships, you empower people and allow them to learn. That leads to them taking more personal responsibility over time, which also increases success.

If you’re used to telling people what to do, pick up this book. It may come to change your perspective.

Most Scandinavians Value Horizontal Relationships

I couldn’t agree more with the idea of developing horizontal relationships. Growing up in Sweden, I learned the value of them very early on. The thought that I would tell someone what to do is foreign to me. I can’t stand it in return either. Even as a parent. I prefer to help teach my daughter how to make the right decisions, not order the correct ones as I see fit. As such, those closest to me know that I will help support any decision they make, which is what encourages openness and transparency. That also gives me reassurance that everyone knows how to make good decisions on their own. In my opinion, that’s coaching at its finest, and I strive to be a good coach – always.

All of the Scandinavian countries are big on cultural equality, and although there is a lot more progress to be made, it’s safe to say we’re is well ahead of the rest of the world when it comes to work-life balance and productivity. Ideas that may seem revolutionary on other continents, for example shorter work weeks and family leave (for both new mothers and new fathers) are well-established in the north. Naturally, I can’t speak for everyone, but I feel like most of us who grow up in Scandinavia really value these ideals and align with them. In short, horizontal relationship-building works, and we have the receipts to prove it.

“Fika” is the Scandinavian Secret to Better Bonding

Want an example of team bonding that works? Look no further than “Fika,” our twice-a-day break ritual in which we (as Swedes) disconnect from work to engage in personal conversations over coffee, tea, pastries, or other snacks. This is a perfect example of a small-talk practice that leads to more unity and inclusion. Fika time gives everyone some needed time to clear their minds and perhaps get some fresh air, all while bonding in a fairly casual setting. Ask any Swedish employer or manager, and I guarantee you they’ll confirm that it supports their project management goals. We all know that fika time is sacred. Don’t dare interrupt someone at while on break, or you’ll hear about the error of your ways pretty quickly.

Research actually supports small talk and frequent beaks as a team bonding strategy. A recent study from the Massachusetts Institute of Technology (MIT) found that scheduled 15-minute breaks contributed to an 18% increase in communication and collaboration skills, something that undoubtedly has a compounding effect on productivity over time. Not only that, but employee turnover was lower as well because it fostered a sense of togetherness. That’s pretty huge. If it’s actually working, why wouldn’t we all embrace it as a strategy? Let’s double down on what’s working, and focus on more the human connection between us as co-workers rather than titles and org charts.

2. Small Talk Enhances the “Know, Like, & Trust” Factor

Small talk isn’t limited to interactions within your team; it also plays a crucial role in building relationships with clients, partners, and industry peers. Whether it’s a networking event, a client meeting, or a social gathering, the ability to engage in meaningful small talk can set you apart and leave a lasting impression. Just think about how many deals have been cemented over a round of golf or a cocktail party… This is just how things work. We do business with people we know, like, and trust. Those connections aren’t possible without getting to know someone and taking an interest in their lives, goals, and challenges.

My main way of marketing at this time is networking. Yes, it’s true that I do quite a bit of online marketing as well (mainly due to my courses), but the majority of people who I work with one-on-one are people that I have a met by being out and about at events. We’ve started with small talk, gotten along well, and then followed up with deeper conversations. When people get to know you and see that their values, interests, and goals align with yours, it super-fuels the bonding experience.

My Version of Fika Time Keeps Me Ahead

You may have noticed that I have a monthly “Fika with Caroline” offer for my mailing list subscribers – my own version of break time. It’s a way for me to get to know people, take an interest in their lives, hear what they struggle with, and learn about what they’re working on. It lets me understand them better, which helps me provide more relevant content. Armed with that knowledge, I can stay ahead of the curve and ensure they have adequate support.

Talking to people is fun, and it takes my networking skills to a whole other level. Sessions are never commercial in nature, but it undoubtedly leads to more commercial success down the road. If you take the time to get to know your clients and partners beyond just a business context, that demonstrates genuine interest which builds rapport and trust, laying the foundation for long-term partnerships and repeat business.

3. Small Talk Allows You to Manage Projects Better

If there’s one thing project managers struggle with nowadays, it’s tight project timelines. They are getting shorter and shorter, and on top of it, resources are often stretched thin. Knowing your team members on a personal level gives you a strategic advantage when it comes to planning and allocating resources effectively.

There is More to Delegation than Availability

Having the right person in the right role (and at the right time) makes all the difference, and as I mentioned in a previous paragraph, there’s so much value for me as a leader in knowing what’s going on in the lives of my team members. When you understand each person’s preferences, strengths, weaknesses, and current situation (both at work and at home), you can make more informed decisions about where to place them.

Rather than blindly considering tasks based on availability, leadership is about understanding your workers’ current capacity – physically, energetically, mentally, and emotionally. If I need an team member to hype up a webinar, for example, I might not want to choose the person who is going through a difficult time. Not to say that that person couldn’t do it, but it may just not be the right time; I would want to inquire first. Asking for and honoring the current emotional capacity is just as important as considering availability. Project managers who only focus solely on the latter miss important clues that eventually end up impacting efficiency overall. The same goes for all other capacities. There is much more to good delegation than availability.

The 15-Minute Small Talk Warm-Up

Every team meeting in my company starts with a 15-minute small talk warm-up to hear about what’s going on in everyone’s lives. This is actually on our agenda as the first order of business, and it works great as an ice-breaker, especially when someone is new. No only that, but it also gives some breathing room for those who, on occasion, may be a few minutes late.

Now don’t get me wrong, I value punctuality more than most, and I encourage everyone in my orbit to always be on time, but we cannot control anything but ourselves. The fact is that sometimes things happen, whether it be tech issues, unexpected traffic jams, or some other external incident, and having those extra few minutes up front actually cushions team members from missing important announcements. We can’t be perfect all the time, and pretending like we will be does us all a disservice.

4. Small Talk Fosters Empathy and Leadership

If you look at revered thought leaders throughout history, they have one thing in common: empathy – defined as the ability to understand and share the feelings of others. Those who lack it tend to be on the other side of the spectrum (i.e. not well liked). That’s because leadership isn’t about barking orders; it’s about inspiring others to initiate action on their own. Great leadership requires a high level of emotional intelligence, and those who get that rise above the rest. The more leaders you can develop on your team, the easier your life will get, and small talk plays a crucial role in that endeavor.

As an entrepreneur or business owner, your role extends beyond just making decisions. You’re not really responsible for driving results, though you may mistakenly think so. What you are responsible for is actually fostering a positive work culture, nurturing talent, encouraging team work, and supporting the well-being of your employees, so that they – in turn – can drive the results. By engaging in casual conversations and actively listening to your team members, you gain valuable insights into their thoughts, emotions, and challenges. You learn about their aspirations, their concerns, and the factors that motivate them. Without knowing those facts, you cannot adequately support them. And if you don’t want to support them? Well, then… leadership isn’t for you. Step aside and give someone else the task.

Know Your Team, Manage Them Better

A huge perk of my 15-minute small talk warm-up during team meetings is obviously the fact that it lets me understand what to delegate and to whom. If one of my team members is on tour (because yes, we all love to perform and express ourselves creatively), that’s something for me to be aware of… right? Not only to offer my support and congratulations, but also to understand how to better plan out our projects.

I want my team members to have space and balance in their lives because that helps them help me. As such, I need to know what’s going on in their lives. If someone is moving, maybe I don’t assign a heavy project to that person that month, but instead outsource differently… It’s pretty simple, really. Understanding factors that impact our collective productivity is in my own best interest. It’s a much smarter way forward.

5. Small Talk Activates Trust and Creativity

Business success thrives on good marketing, and marketing is inherently a creative endeavor. As an entrepreneur, your livelihood lives and breathes through expression, emotion, and human connection; that’s where your fans live… and therefore, we need to foster more of that into our work overall.

Whether you’re running a design agency, a marketing firm, or a content creation studio, your most valuable assets are the talented individuals who bring their unique perspectives and skills to the table. Show them that you care, and you’ll be rewarded in return. When team members feel valued, understood, and supported on a personal level, they’re more likely to go above and beyond to contribute to the success of the project or the company as a whole. Small talk provides the avenue for building those connections and actively prevents burnout and turnover at the same time. That’s a win-win for everyone.

Trust is the Gateway to Creativity and Innovation

Innovation thrives in environments where individuals feel comfortable expressing their ideas, taking risks, and challenging the status quo. In other words, good ideas emerge when there is enough trust and mutual respect present. I’ve always felt that the litmus test for any team is if you feel comfortable throwing out any idea for consideration. If yes, that’s a solid team in a solid work environment. If not (let’s say if people are worried about being judged, or feeling restricted), you’ve got work left to do. Small talk is a great start because it provides a more informal setting where trust can naturally grow, so that these types of conversations can occur. The more time you invest in building a foundation of connection in your company, the better you will do. If you want others to care, you have to care.

Cultivating a Small Talk Culture

So where do you start when you’re ready to introduce more human connection into your company? How do you encourage more team bonding and get people to engage without making it weird?

If you’ve traditionally had a no-chatter stance, cultivating a small-talk culture will require a shift in mindset, and that’s not always easy. In fact, it can be quite an awkward transition if it doesn’t come naturally to you. But don’t let that stop you because the pros far outweigh the cons; you just have to get over the initial hesitation.

As with anything else, I would recommend starting small with some basic, an easy-to-implement initiatives. Perhaps adding a 5 or 10-minute break somewhere would be a good start? Perhaps asking team members to share an interesting fact that no one else would know about them? That’s always an eye-opener for everyone. The sky’s the limit here, so think outside the box, and just start. You have to start somewhere.

Whatever you do though, stay away from cliché talking points and novelty activities altogether. Similarly, don’t go from no personal interaction whatsoever to immersive experiences overnight. The process takes a bit of time because people need to warm up to the idea and see that you’re serious about providing a safe environment. You can’t rush relationships, so give it time and space. Stay with it, and over time, you’ll see the right rapport develop. Guaranteed.

Team Bonding Guidelines for Getting Stated

When implementing these types of team bonding initiatives, It’s important that you go about it in a way that doesn’t give the wrong impression. Here’s are some guidelines I recommend as you start to foster a more connected work environment:

1. Lead by example: As a leader, initiate casual conversations with your team members and encourage open dialogue during meetings and informal gatherings.
2. Create opportunities for interaction: Schedule simple team-building activities, like lunch outings or virtual coffee breaks, where team members can connect on a personal level.
3. Practice active listening: Pay attention to what your team members are saying during small talk conversations, and show genuine interest in their experiences and perspectives.
4. Promote inclusivity: Ensure that small talk conversations are inclusive and respectful of diverse backgrounds, interests, and viewpoints within the team.
5. Empower productivity with frequent breaks: Taking a break is good for the brain. It allows processing time and leads to better ideas. Don’t punish people for needing a break; encourage them to take it well before it gets to that point.
6. Set boundaries: While small talk is valuable, it’s essential to strike a balance and respect individuals’ time and preferences. Avoid overwhelming team members with excessive tangents or intrusive questions.

Let the Power of Connection Fuel Productivity

When implemented correctly, small talk is a really smart strategy for building stronger teams, fostering empathy, and driving productivity in business. By investing time and effort into cultivating personal connections with your team members and stakeholders, you’ll demonstrate commitment to their well-being and success – that goes a long way!

Your ability to lead with empathy, communicate effectively, and foster a culture of collaboration can make all the difference in achieving your business goals and driving innovation in your industry, so the next time you find yourself engaging in small talk, remember that you’re not just wasting time – you’re investing in the future success of your business.

Small talk serves as a bridge that connects leaders with their team members on a more personal level, breaking down formalities and fostering a sense of camaraderie. When employees feel comfortable engaging with leadership in casual conversations, they’re more likely to speak up, share their ideas, and contribute to the decision-making process. This not only strengthens teamwork but also promotes a culture of inclusivity and transparency within the organization.

Embrace the power of small talk now, and watch as it transforms your business (and by extension, your relationships) for the better. Let it be the fuel to your productivity and the sanity for your project management efforts. And if you need more help in getting started, feel free to reach out!

Featured Photo Courtesy of Priscilla Du Preez

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Caroline Guntur Organizing & Productivity Coach

Hi there! I’m Caroline, and I’m here to help you get organized and be more productive, so that you can live better and have time for what matters.

www.theswedishorganizer.com

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