Team dynamics: How to stabilise a team when a valued team member leaves

Team dynamics are complex and ever-changing, especially when a highly valued and well-connected member departs. It’s a challenging situation that can leave a team feeling unsteady, much like losing a key piece of a puzzle. How do you stabilise the team and ensure it regains momentum without losing its cohesion?

A helpful framework for navigating this process builds upon the classic “Form, Storm, Norm, Perform” model (Bruce A Tuckman) by incorporating a crucial first stage: Mourn. This addition acknowledges the emotional impact of a valued colleague’s exit and sets the stage for a smoother transition.

Let’s break down each phase of this extended model to see how leaders and team members can navigate the journey toward stability and high performance.

1. Mourn: acknowledge the loss

When a valued team member leaves, the initial response is often emotional. They were more than just a colleague; they likely held deep relationships, organisational knowledge, and influence that contributed to the team’s success. Ignoring this loss can lead to unresolved feelings and a breakdown in morale.

What to do:

• Acknowledge the departure: Openly recognise the individual’s contributions and the void they leave behind. This can be done through a leaving do, a heartfelt email, or a team discussion.
• Validate emotions: Give team members space to express how the departure affects them. Some might feel sad, while others could be worried about how their own workload might be affected.
• Communicate next steps: While it’s important to reflect, ensure the team understands the way forward. Discuss how responsibilities will be redistributed and share plans for filling the gap.

This phase is about showing empathy and reinforcing the team’s shared purpose, setting the stage for the next steps.

2. Form: rebuilding the team’s identity

Once the initial mourning period is addressed, the team enters the Form phase. This involves recalibrating roles and re-establishing how the team operates without the ex- colleague.

What to do:

• Revisit roles and responsibilities: Arrange temporary cover for the departing team member’s tasks. This ensures operational continuity while avoiding overburdening any one individual.
• Focus on inclusion: If a new hire or team member steps into the role, integrate them thoughtfully. Encourage the team to welcome them and provide a clear onboarding process.
• Reaffirm goals: Refocus on shared objectives, reinforcing the team’s mission and values.

This phase is about laying down a fresh foundation while maintaining continuity and cohesion.

3. Storm: navigating new challenges

Even with careful planning, the transition period can bring challenges. The absence of a key player can lead to uncertainty, shifting dynamics, and occasional conflict. The Storm phase is inevitable as the team adapts to its new reality.

What to do:

• Encourage open communication: Allow the team to voice concerns and ask questions. Creating a safe space for dialogue can prevent misunderstandings and improve team dynamics
• Address conflict promptly: If tensions arise, address them constructively. Acknowledge that discomfort is part of change but focus on finding solutions.
• Support the team: Offer additional resources or training if needed, particularly if the departure left a skills gap or increased workload.

The Storm phase can feel tumultuous, but it’s also a time of growth. Leaders can guide the team by remaining patient and proactive.

4. Norm: establishing new patterns

As the team works through the turbulence, it will naturally begin to establish new norms. This phase represents a turning point where stability starts to emerge, and the team finds its rhythm again.

What to do:

• Document new processes: As the team settles into new roles and workflows, formalise these changes to ensure clarity and consistency.
• Celebrate small wins: Recognise progress, whether it’s completing a project under the new structure or successfully onboarding a new team member.
• Monitor team health: Regularly check in to gauge morale and identify any lingering concerns. Adjust as needed to maintain balance and efficiency.

The Norm phase is about cementing new practices and ensuring the team feels confident and comfortable.

5. Perform: thriving in the new normal

With new norms in place, the team can begin to perform at its full potential again. By this stage, relationships have been rebuilt, processes refined and confidence restored.

What to do:

• Focus on growth: With stability achieved, encourage innovation and continuous improvement. Use lessons learned from the transition to strengthen the team’s resilience.

• Reinforce collaboration: Promote a culture of trust and openness, where team members feel empowered to share ideas and support one another.

• Celebrate milestones: Recognise the team’s journey and accomplishments since the departure. This reinforces the group’s identity, collective achievements and positive team dynamics.

The Perform phase is a testament to the team’s adaptability and determination.

Final thoughts

Losing a valued and well-connected team member is never easy, but it can be used as an opportunity to build growth and resilience within the team dynamics. By acknowledging the emotional impact through the Mourn phase and guiding the team through Form, Storm, Norm and Perform, leaders can create an environment where the team emerges stronger than before.

Transitions are a part of every team’s journey. When approached with empathy, clarity, and intention, they become stepping stones toward even greater achievements.

If you would like to discuss team management and team dynamics, do get in touch and one of our consultants would be happy to have a chat.