We’re all familiar with the traditional, top-down organizational hierarchy: a team reports to one manager, and that manager reports to a senior manager, and so on. But what happens when there is a power shift, and teams report to multiple managers at the same time?
The matrix organizational structure, first coined from the US space program in the mid-1900s, is a classic example of such a shift. Matrix environments exist when teams have more than one leader, thus creating a culture of collaboration and enhanced productivity.
Well at least, that’s how it should be operated. As more organizations are adopting the matrix structure, you as a leader need to upskill and focus on staying ahead of the curve so you can navigate the challenges that exist within such environments.
Here are a few areas you need to work on:
Communication transparency
Alex Ugarte, an operations manager at London Office Space, believes that in the matrix organizational setting, communication is your compass. “In a matrix structure,” he says, “you’ve got folks reporting to multiple managers. You can imagine the chaos if the lines of communication break down. Regular team huddles and one-on-ones are non-negotiable. I’ve found that Slack channels dedicated to project-specific communication can cut through a lot of noise.”
Monique McDonough is chief operating officer at WorkTango, an award-winning employee experience company, where she leads customer success, implementation, support, and business operations teams. With more than 20 years of experience in leading Fortune 500 organizations, McDonough stresses the importance of communication with your teams, noting how it has affected her work as a leader.
“Over-communicate with your colleagues,” she says. “In a matrix team environment, where multiple reporting lines and team structures can be complex, frequent communication is key. In addition to daily communication, set meetings and channels that are dedicated to sharing updates on project progress, priorities, and any potential roadblocks across the entire team. This ensures everyone is on the same page and reduces misunderstandings even when working across different teams and functions.”
Identifying and defining roles
Kit Henseleit, global operations manager leading a headcount of 35 at global manufacturer and retailer Custom Neon, advises mapping out key roles early on, to eliminate confusion:
“Before you can effectively lead in a matrix, you need to know who’s who and what’s what. Take the time to map out the reporting structures, roles, and understand key relationships.
“This mapping builds the fundamental foundations of effective communication and decision-making. When everyone knows their role and how they connect to others, you can avoid overlap, eliminate blind spots, and facilitate a smoother workflow.”
Adopting a collaborative approach
Once roles are identified, it’s essential to adopt a collaborative approach, remembering that you are not a sole leader; you are working with other business managers and teams, so it is essential to create an environment where team members are comfortable contributing, giving feedback, and even challenging the status quo.
Henselheit reminds leaders and managers: “When people feel that they are part of the decision-making process, they’re more committed to the outcomes.”
Playing to employee strengths
Justin Soleimani, co-founder of Tumble and a previous management consultant at Bain & Company, believes that is is essential to play to specific employee strengths, thus ensuring operational efficiency and minimizing time lost between projects. In addition, he advises leaders to create comprehensive employee role descriptions and set clear, expected goals to ensure maximized visibility in the complicated matrix environment.
Creating a common challenge
To work effectively towards a common goal, teams must be united in facing a common enemy. MIT Leadership Center’s senior lecturer Hal Gregerson explains, “Creating a common challenge is key. If there is no common reason for two lines of a matrix to connect, they will not. When they do, it will be rife with unproductive conflict. In short, finding a bona fide big challenge that requires the efforts of both sides of the matrix matters.”
Building psychological safety
With so many people from different sides working together, it is critical to develop a culture of psychological safety; otherwise, matrix structures can quickly degenerate into hostile environments, thus being counterproductive.
Gregerson suggests a genius technique he terms the “Question Burst.”
“Next time you find yourself stuck in a matrix, set a timer for 2-4 minutes and generate as many questions as possible about the challenge you’re stuck on. Don’t answer any of them and try to get 5 questions per minute. Sticking to questions actually gets us unstuck faster than instantly searching for answers. Ideally, this is done with people from both lines of a matrix and by so doing, they not only get unstuck, but they also build deeper levels of trust.”
Rotating assignments
Stefan Chekanov, TEDx speaker and co-founder of Brosix, advises, “Repetition can breed conformity and a routinized way of doing things. By implementing assignment rotations, teams avoid silo thinking and approaches and think more outside the box when finding solutions.”
Building strong relationships
Finally, CEO and CPO Andreia de Melo Cabral, recommends that leaders prioritize relationship-building in their organization. “Confusion and conflicts arise every day, particularly in large organizations. That’s where strong relationships with your team and peers are crucial because they lead to true collaboration, which is needed in an environment of interdependence. Relationships should also be built on trust, because that will promote a culture of accountability, which can be the make or break of a matrix organization.”
While matrix organizations can indeed be challenging, you don’t need to fall prey to common pitfalls that cause you and your teams to lose productivity. Through concentrating on expanding your leadership skills and toolbox as outlined in the ideas listed above, you can experience a prolific career, master effective leadership, and establish strong connections who will follow and work heartily with you because they trust you.
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