Why Investigating Team Size and Team Roles Matters
High-performing executive teams share two characteristics: the right number of people and the right roles around the table. That is why investigating team size and team roles is such a critical leadership task — it ensures the right people are in the room to make decisions and collaborate effectively. When either of these is off balance, effectiveness suffers. Too many people, and airtime gets scarce. Too few, and key voices are missing.
Investigating team size and team roles is not about following a strict formula. It is about finding the balance that maximizes contribution, collaboration, and decision quality.
When the Team Feels Too Large
Most often, when team size comes up as an issue, it is because the group is too big.
- Scarcity of airtime: With many voices competing, discussions drag.
- Difficulty in alignment: Larger teams require more effort to align on decisions.
- Risk of disengagement: Some members may contribute less, assuming others will speak up.
In our experience, a leadership team of 10 to 12 is often the upper limit. In well-run, virtual settings, high-functioning teams may push beyond 12, but only if their meeting processes and team dynamics are strong.
If the team is too large, ask:
- Is every member essential?
- Does each person’s role have interdependence with the others?
- Are some included mainly to avoid hurt feelings?
If you cannot reduce team size, strengthen meeting design and clarify decision processes. A team aligned on why the group is large will work harder to make the constraint manageable.
When the Team Feels Too Small
Sometimes a team feels underpowered because key voices are missing.
- A critical functional leader may be left out.
- Important perspectives may not reach the table.
- Execution may suffer because decisions lack full representation.
If the group believes the team is too small, explore:
- Whether new members should be added permanently.
- If leaders could join periodically (monthly or quarterly) for issues relevant to them.
- Whether individuals can be invited for specific agenda items when their expertise is needed.
This flexibility avoids “all in” or “all out” thinking and ensures the right perspectives shape decisions.
Using the Interdependence Test for Team Roles
One practical way to assess team size and roles is the interdependence test:
- Do the decisions made by each role affect multiple colleagues?
- Does the information each member holds matter to others?
If the answer is yes, the role likely belongs on the team. If no, the role may not require a permanent seat. This test helps cut through complexity and focus the team on who truly needs to be in the room.
Balancing Art and Science in Team Size Decisions
Getting team size and roles right is more art than science. Each team is unique, shaped by its context, strategy, and leadership style. But there are guiding principles:
- Keep the team as small as possible while maintaining interdependence.
- Clarify how larger teams will manage airtime and decision processes.
- Use flexible participation to involve others without diluting the core.
- Revisit team composition regularly, especially during organizational change.
About the Author
Michael Quoia is co-founder and partner at KSE Leadership. He has worked with more than 50 executive teams worldwide, drawing on experience as a former McKinsey consultant, Stanford MBA, and partner at Heidrick & Struggles. His work focuses on role clarity, alignment, decision making, and overall team effectiveness.
Closing Thoughts
Investigating team size and team roles is an essential leadership task. The right balance enables faster decisions, stronger collaboration, and greater accountability. Teams that revisit these questions regularly adapt more quickly to new challenges.
At KSE Leadership, we use the Team Effectiveness Profile (TEP) to help executive teams evaluate their structure, size, and roles. In our work with more than 50 leadership teams, we consistently see that aligning size and roles creates the conditions for lasting performance.
Frequently Asked Questions
What is the ideal size for an executive team?
Most leadership teams function best with 8 to 12 members. Beyond 12, strong meeting design and clear processes are needed to maintain effectiveness.
What happens if a team is too large?
Large teams dilute airtime, slow down decisions, and risk disengagement. Every member should be essential and interdependent with others.
What if a team feels too small?
Explore whether key functional leaders should be added, or if flexible participation (periodic or agenda-specific involvement) can cover gaps.
What is the interdependence test for team roles?
A role belongs on the team if its decisions affect others and its information matters to multiple colleagues. Roles failing this test may not need a permanent seat.
How often should team size and roles be reviewed?
Revisit size and roles whenever strategy shifts, new challenges emerge, or the team struggles with decision-making and execution.
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