Building Cohesive Action Groups and Task Forces: The Power of Safe Spaces and Facilitation
Why Introductions Matter
When building a new team, one of the most valuable exercises is to let each member introduce themselves — not just their role, but their story. A simple five-minute share can cover:
Why they’re here
What they bring to the team
What’s important to them
Any hopes, fears, or concerns
This exercise fosters understanding, helps people feel heard, and gives everyone a sense of agency, accountability, ownership, and opportunity. It lays the groundwork for genuine collaboration.
The Role of Environment in Psychological Safety
These sessions work best in a safe, closed environment — somewhere different from the usual workplace.
Neutral ground helps avoid territorial thinking (“someone else’s turf”).
Novelty sparks fresh thinking and creativity.
Separation from daily routines signals that this is a different kind of conversation.
This is what’s known as a liminal space — a threshold between the old and the new, where teams can explore new ideas, relationships, and ways of working without the baggage of everyday office politics.
Boundaries as Catalysts for Creativity
Creativity thrives when there are boundaries. Much like constraints in art (“create something on one side of A4” or “only with a pencil”), clear limits can focus energy and spark innovative thinking.
The boundaries might be:
A clear aim or ambition
A defined mandate or manifesto
A specific problem or burning question to address
These aren’t about micromanagement — they’re about creating the framework within which the team has complete agency over how it works, what it tackles, and the solutions it chooses to pursue.
The Facilitator’s Role
Facilitation is not the same as leadership. A facilitator:
Creates the conditions for success
Encourages participation and equity of voice
Prevents domination by any one person
Guides the group without imposing their own solutions
This is where Nancy Kline’s 10 Components of a Thinking Environment can be so valuable — ensuring everyone is heard, respected, and encouraged to think deeply.
Belonging, Accountability, and the “Tribal” Mindset
Teams work best when there’s a sense of belonging and shared accountability. One coach I know insists that in group programmes, missing even one session means you’re out. It sounds harsh, but it creates:
A strong sense of commitment
A feeling that “I’m here for my colleagues as much as for myself”
Peer accountability that doesn’t require heavy-handed leadership
Contrast this with many workplace meetings where people drift in late, leave early, or skip entirely — without consequence. The difference in commitment and outcomes is striking.
From Forming to Performing
Co-production can be slower at the start. The early “forming, storming, norming” phases take time. But this investment pays off in stronger, more resilient teams. Once foundations are in place, the group can perform at a far higher level — not as a collection of individuals with side agendas, but as a unified, collegiate team.
Top Tips for Facilitating High-Performing Action Groups
1. Start with Stories – Give each person 5 minutes to share who they are, why they’re here, and what matters to them.
2. Choose a Neutral Venue – Avoid the workplace to encourage fresh thinking and psychological safety.
3. Set Clear Boundaries – Define the purpose, scope, and expectations before creative work begins.
4. Ensure Equal Participation – Use facilitation techniques to prevent dominance and encourage quieter voices.
5. Use Chatham House Rules – What’s said in the room stays in the room, fostering openness and trust.
6. Commit to Attendance – Establish attendance as a non-negotiable to create belonging and accountability.
7. Focus on Co-Creation – Let solutions emerge from the group rather than imposing them from the top.
8. Allow for the Storming Phase – Don’t rush early disagreements; they’re part of building a strong foundation.
9. Apply Nancy Kline’s Thinking Environment – Build equity, respect, and genuine listening into every session.
10. End with Next Steps – Finish each meeting with clear actions, owners, and timelines.