Why small teams work better than big teams
By: Charlie Ursell
It is one of the most common traps we see in complex projects: the well‑intentioned desire to “include everyone” leads to one big team that is too large to get anything done.
The logic makes sense. The project needs functional representation, diversity of thought, and broad buy‑in. But in practice, large teams often struggle with:
Slow decisions and miscommunication
Shallow relationships that hinder trust
A sense of disconnection from purpose or outcomes
That is because teams do not scale the way people often think they do.
The Relationship Cost of Adding More People
Here is a little math to illustrate the point:
n × (n - 1) / 2
That is the number of unique connections in a group.
3 people = 3
6 people = 15
12 people = 66
20 people = 190
That is 190 different dynamics to manage and 190 opportunities for misalignment, misunderstanding, or mistrust.
As team size grows, the complexity of connection does not increase in a straight line. It grows exponentially, creating a hidden cost for large teams. This often results in the opposite of what leaders are aiming for: confusion, disengagement, and inertia.
The 2-Pizza Rule (and Why It Still Matters)
Jeff Bezos famously said that if a team cannot be fed with two pizzas, it is too big. While lighthearted, this rule reflects an important truth. Smaller teams:
Build trust at a personal level
Move faster and make clearer decisions
Take greater ownership of outcomes
But large projects — especially those involving multiple stakeholders — often require broad participation. The challenge is finding ways to keep the benefits of small teams while ensuring the whole project stays connected.
Designing Projects with Function and Trust
At Tidal, we do not shrink complex projects. We restructure them. We make space for both functional representation and relationship‑driven delivery by intentionally designing team architecture.
1. Small Sub-Teams That Can Actually Deliver
Each sub‑team is focused, purposeful, and small enough to build trust and move quickly. Their size allows them to experience the full team development cycle: forming, storming, norming, and performing.
2. Shared Checkpoints to Knit the Work Together
We design regular alignment sessions where sub‑teams share updates, offer feedback, and make joint decisions. These are not routine status updates. They are intentional sessions for sense‑making and forward motion.
3. Short-Term Team “Switches” to Cross-Pollinate
One member joins a different sub‑team for a short period. They see how the work connects, share insights, and return with a fresh perspective. This is a simple way to break down silos and encourage shared understanding.
4. 1:1 Connection Time Between Team Members
We schedule lightweight 1:1 check‑ins across teams. These informal conversations build trust, strengthen personal relationships, and surface early signals of misalignment before they become real problems.
Don’t Forget to Adjourn
The final stage of team development is adjourning, and it is often overlooked. Good endings matter. We make space for reflection, celebration, and closure so people leave the project with clarity instead of fatigue. It also helps prepare teams to form again, stronger and more connected.
From Inclusion to Impact: What Leaders Can Do
If you are leading a project, ask yourself:
What is the minimum viable team for this work?
How do we connect sub‑teams without slowing them down?
Where can we create opportunities for relationship‑building across the project?
How will we close this phase with care?
Inclusion matters. So does structure. Designing for both is where real impact happens.
Final Thought: Go Small to Scale Smart
Big teams can feel inclusive, but they often are not effective. Small, well‑connected teams are nimble, focused, and powerful. When you design for the right connections, you create systems that can move, adapt, and succeed.
At TidalCo:, we co-create collaborative processes to help organizations and communities navigate complex challenges. If you’re ready to turn collective intelligence into lasting impact, connect with us.
