Cross-functional success: How to build trust, get buy-in, and lead teams forward

Leadership today isn’t just about authority—it’s about collaboration, trust, and uniting diverse teams toward a common goal. As organizations grow more complex, the real challenge lies in aligning different functions, expertise, and locations to move in the same direction.

Our guest on this episode of Think Deeply, Speak Simply, Mayank Agarwal, puts it perfectly: “Leading today is like unlocking a lock with multiple keys—each held by a different stakeholder. To open it, you need to build trust and confidence among them all.”

With over 16 years of experience in pharmaceuticals and biotechnology, Mayank has seen firsthand how effective cross-functional collaboration can make or break success. In this episode, he shares practical insights on breaking down silos, communicating across departments, and making an impact—even without formal authority.

Whether you're leading from the front or influencing from the side, this conversation is packed with takeaways you can put into action today.

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Key takeaways:

• Trust is your superpower – You don’t need a big title to lead. You need credibility, reliability, and genuine connection. Influence starts with trust—not control.
• Communication makes or breaks collaboration – Keep it simple. Whether it’s emails, meetings, or presentations, your message needs to be clear, structured, and tailored to your audience in order to align people.
• Learn to lead under pressure – High-stakes collaboration requires resilience. A strong vision, aligned goals, and a balanced approach help you navigate challenges without burning out.
• Mistakes aren’t failures, they’re lessons – Don’t overthink what went wrong. Instead, reflect on what led to your decision—that’s where real growth happens.

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Why cross-functional influence is so hard

Before diving into how to navigate cross-functional influence, it’s important to first understand why it’s so complex—especially in large organizations.

Mayank calls out three big challenges today:

• Flatter organizations – With traditional hierarchies shrinking, your ability to persuade matters more than your pace on the org chart. You have earn buy-in before decisions can be made.
• More stakeholders – In collaborative projects, different teams and departments hold key pieces of the puzzle. Trust and alignment are non-negotiable before you can move anything forward.
• Decision making is messy – Decisions today are rarely black and white. They require ongoing iteration, feedback, and adaptation—making alignment even more challenging.

Influencing without direct authority isn’t easy, but understanding these challenges is the first step to overcoming them. 

But, Mayank warns against a common trap: waiting too long to build trust. Mayank points to the Trust Equation, which shows that trust is built on credibility, reliability, and personal connection—but it fades when self-interest is too high.

As he puts it, “Can I make the other person put themselves in my shoes or myself in theirs? That’s the hardest but most crucial part of influencing without authority.”

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Communication: The foundation of cross-functional collaboration

Strong collaboration starts with strong communication—and yet, it’s often overlooked. “Communication isn’t just a tool; it’s a skill that helps you navigate the complexities of an organization,” says Mayank.  

He breaks it down into three key areas that can make or break teamwork across functions:

• Written Communication – Clear and concise writing is essential, especially in emails and reports to senior leaders. If your message isn’t easy to understand at a glance, it risks being ignored.
• Oral Communication – While emails are efficient, they lack the personal touch needed to build deeper connections. As Mayank says, “A 50- or 100-word email cannot compare to a 30-minute verbal conversation.” Prioritize real discussions to foster trust and alignment.
• Shared goals– Collaboration works best when everyone is moving in the same direction. “If everyone in a matrix organization is aligned to a common goal, half the battle is already won,” Mayank explains. Revisit shared objectives regularly to keep teams focused.

But here’s the real secret: keep it simple. Good communication isn’t about saying more, it’s about saying what matters in a way that sticks. Mayank’s go-to technique? The Power of Three: Keep messages clear, concise, and structured.

“Written communication should fit in three bullet points. If you can’t summarize your message concisely, it’s too complicated.” - Mayank Agrawal

And most importantly, communication should always be audience-focused. It’s not just about what you say—it’s about what the listener needs to hear. Tailor your message, get feedback, and ensure it lands the way you intend.

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Resilient Leadership: Accountability, influence, and burnout

Leadership isn’t just about titles or authority—it’s about making tough choices, influencing others, and staying resilient under pressure. 

Mayank shares practical insights on navigating high-stakes environments, preventing burnout, and communicating effectively across teams. His advice is a guide for professionals looking to grow their careers while maintaining balance.

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1. Shift your mindset:

With leadership comes accountability—and that can feel overwhelming. But Mayank offers a refreshing take:

“Feel excited about those crossroads because they build grit, character, and learning. If you always take the easier path, your progress will be much slower than the industry.”

Instead of seeing accountability as a burden, think of it as a chance to grow. The toughest decisions aren’t just challenges—they’re the ones that shape your career and set you apart. 

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2. Influence peers with a clear plan–and execute:

Influencing peers can be one of the toughest challenges in any workplace. They’re your equals, with their own priorities and goals—so how do you get them on board?

Many professionals struggle with cross-functional influence because they focus too much on the big vision and not enough on execution. But as Mayank points out, influence isn’t just about having a great idea—it’s about making others see its value and understand their role in bringing it to life.

"Have a strong vision, but an even stronger execution plan. Influence happens when people see exactly how they contribute."

When you define clear goals, align roles, and lay out a structured plan, people don’t just listen—they take action.

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3. Lead with clarity and compassion:

One of the biggest challenges in leadership is navigating shifting priorities while keeping teams motivated and engaged. When strategies keep changing, progress stalls, frustration builds, and collaboration suffers. 

The mistake many leaders make? Expecting instant results. True impact takes time. Instead of constantly pivoting, teams need the space to execute and deliver meaningful outcomes.

"Frequent changes in goals can disrupt collaboration. Be patient—goals need time to be achieved rather than constantly shifting," says Mayank.

At the same time, nonstop change and unclear direction can wear people down.  That’s where burnout creeps in. Many professionals work themselves to exhaustion, thinking nonstop effort equals success. But overwork doesn’t drive results—it drains energy, creativity, and morale.

Mayank emphasizes the importance of balance and human connection to keep teams motivated. 

"Take time to connect with your team on a personal level. The human element is what keeps teams motivated and engaged,” he says.

So, how do you lead through change without burning out your team? Mayank shares a few key strategies to keep teams focused, engaged, and energized:

• Set clear priorities. Focus matters more than ever in a fast-changing environment.
• Give teams time to execute. Don’t yank the steering wheel at every turn—let them build momentum.
• Avoid knee-jerk strategy shifts. Make adjustments intentionally, not reactively.
• Create a culture where well-being and results go hand in hand. Because sustainable success depends on both.

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4. Be flexible—but intentional:

Meetings with senior leaders don’t always go as planned. Conversations can take unexpected turns, priorities can shift, and you’ll need to think on your feet. The key? Adapt quickly—but with purpose.

Instead of reacting to every change, take a moment to assess: Is this shift necessary, or is it just a distraction? Staying in control means keeping discussions focused while allowing room for strategic adjustments.

“Be ready to pivot, but do it deliberately,” says Mayank. If leadership takes the conversation in a new direction, ask yourself: ‘Do we need to shift focus, or should we stay on track?”

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Final thoughts

“Don’t overthink mistakes.” Mayank reminds us that mistakes aren’t failures—they’re learning opportunities. Instead of dwelling on what went wrong, focus on why you made that decision in the first place. The real growth comes from understanding your thought process and refining it for the future.

Want to dive deeper? Catch the full conversation on our YouTube channel, or listen on the go via Spotify and Apple Podcasts.

Stay tuned for more insightful episodes of Think Deeply, Speak Simply, where industry experts share real-world tips, best practices, and lessons learned.