Knowing when to collaborate, and when to not

Collaboration is one of those words that gets thrown around a lot, almost to the point of suggesting that collaboration is the best or only way to work. There are times when coming together as a team is essential and times when it’s better to let people work solo without weighing them down with meetings and input from every direction.

Knowing when to lean into collaboration — and when to pull back — can make all the difference between a project that flows and one that stalls. Here are a few key moments when collaboration is essential.

1. Tackling big, complex problems

Some challenges are just too complicated for one person to solve alone. When a problem is complex, ambiguous, or needs input from lots of angles, that’s when collaboration shines. Different people bring different experiences and perspectives, and that’s exactly what you need when things get tricky.

Imagine a project that is well engineered but hasn’t considered what the user is looking for. The same can be true for public policy affecting stakeholders in a different region or having specific needs.

Collaboration is about more than consultation. It is about bringing the user into the design process. Yes, perhaps requires more work in the front end, but it ensures a better long-term result.

2. Building a shared vision

When it’s time to set a direction for the team, project or organisation, getting everyone on the same page is vital. Creating a strategy or vision shouldn’t be done in a vacuum—it’s the kind of thing that needs multiple voices. By involving people from different departments, you get insights into what’s working, what’s needed, and what could be improved.

When people are part of creating the vision, they’re more invested in making it a reality. So, when it comes to big-picture planning, collaboration isn’t just helpful—it’s essential.

3. Making decisions that affect everyone

Sometimes, decisions have a ripple effect, impacting a lot of people. When a choice has the potential to disrupt workflows or change the way people do their jobs, it’s only fair to get input from those affected. Collaborative decision-making isn’t just about avoiding problems; it’s about making choices that genuinely work for everyone involved. The more inclusive the process, the more buy-in you get, and the smoother the transition is for everyone.

4. Staying out of silos

Here’s a classic problem: teams start working in their own little bubbles and, before long, they’re out of sync with each other. Silos are the enemy of smooth execution because once teams lose sight of the bigger picture, they can unintentionally end up at cross-purposes. This is where ongoing collaboration and communication come in. Regular check-ins, updates, and shared projects keep everyone aligned, ensuring that each team’s efforts fit into the larger goals. It’s not about micromanaging—it’s about keeping moving in the same direction so that no one’s out there on an island, accidentally working against each other.

When not to collaborate

Collaboration is great when it works, but there are times when working solo (or with just a couple of people) is way more effective. Here are some moments when it’s best to skip the teamwork and go it alone:

1. When time is of the essence

Sometimes, you just need to get something done now. Waiting around for everyone’s input can slow you down. If you’re up against a tight deadline and don’t need a lot of outside perspective, it’s usually better to tackle it on your own and get it done fast.

2. When you need to get 'in the zone'

Certain tasks require deep focus—like writing, designing, or tackling a tough analysis. In these cases, collaboration can actually be a distraction. Working alone allows you to dive deep, find your flow, and get creative without interruptions or conflicting input.

3. When you're starting to brainstorm

Sometimes it’s best to explore your initial ideas solo, so you can fully imagine different directions without groupthink setting in. Getting feedback and refining ideas together is great, but if you start brainstorming on your own, you’re free to dream big without feeling influenced by everyone else.

4. When you need a specialist’s touch

Some jobs call for specific expertise, and adding extra people into the mix can complicate things. If the task requires specialised skills — like debugging code or setting up a complex process — sometimes it’s best to leave it to the expert who can handle it efficiently. This also means knowing who on your team has those specialist skills and giving them the space and trust to do what they do well.

5. When you’re at risk of decision overload

Ever been in a meeting where no one can decide because there are too many opinions? Decision fatigue is real. When a choice doesn’t have huge implications, it’s usually better for one person (or a small team) to make the call without endless debate. This way, things can keep moving without getting bogged down.

Wrapping It Up

Collaboration is powerful, but only when it’s applied at the right time. Sometimes, working solo is just more efficient — it lets you go faster, stay focused, and keep things simple. By saving teamwork for when it’s truly needed, you make sure everyone’s time and energy are used wisely.

The trick isn’t so much to collaborate all the time; it’s knowing when it really matters. When you need creative solutions, clear direction, decisions that impact everyone, or a way to avoid silos, it’s time to come together. By choosing it intentionally, you keep the process light and purposeful, making sure that when people come together, they’re adding real value and staying aligned with the mission.