Effective Teamwork: Team Development and Meeting Management

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Effective Teamwork Team Development and Meeting
Management
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Reminder about WednesdaySelf-Assessment
Instruments

• Handout provided as guidance for self-assessment.
• I have copies of instruments.
• Submit the worksheet (should be on top) with your
  2-page summary of strengths and weaknesses
  attached.

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Work Teams

• Teams versus groups
• Team defined
• Individuals work interdependently in their team
  to accomplish a goal.
• High-performing teams have
• Clear goals and common values.
• High performance expectations.
• Support for creativity and innovation.
• Cooperation and coordination abilities.
• Effective leadership.
• Trust
• Among team members
• With external support entities.

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Types of Teams

• Three options for organizing into teams
• Work Group
• Traditional Team
• Self-Managing Team
• Sundstroms six types of teams
• Production teams Producing something.
• Service teams Providing service
• Management teams Coordinate activities.
• Project teams Most common teams in
  organizations today.
• Action or Performing teams Working creatively.
• Parallel teams Temporary teams, such as
  committees.

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Defining Team Success

• Successful teams..
• Perform at a very high level, accomplishing their
  task more effectively than any individual could
  alone.
• Build social relationships among team members.
  Team members work well together through effective
  communication, conflict management, and
  decision-making techniques.
• Promote individual growth and development. Team
  members broaden their skills and knowledge

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Facilitating Team Success

• The Team has the Right People
• Team members have task knowledge.
• All roles are accounted for.
• Team members have necessary teamwork skills.
• The Team fits the Task
• Understanding how to use your specific team to
  best accomplish the tasks required.
• The Team works well together
• Team members use effective teamwork skills to
  collaborate effectively. They make decisions,
  communicate, manage conflict, and motivate each
  other toward high performance.
• The Team is supported by the organizational
  context
• Team members receive resources, feedback, and
  rewards necessary for high performance.

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Team Development Basics

• The quality of team interaction changes over
  time.
• Some theories break down these changes into
  stages.
• Stages reflect the processes teams experience
  during a particular time of development.
• Reasons for understanding team development
• Facilitating team effectiveness as the team goes
  through a specific stage.
• Determining whether or not a team facilitator
  would be helpful for team effectiveness.
• Anticipating issues (such as conflict) and
  preparing ahead of time to approach these issues
  effectively.

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Tuckmans Stages of Group Development

• Forming
• Who are we and what is our purpose?
• Norming
• What are the norms and expectations?
• What roles will we each perform?
• Storming
• How will we handle disagreements?
• Can the team be changed?
• Performing
• How can we foster innovation and creativity?
• Adjourning
• How do we conclude our tasks?

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Initial Team Development

• How do you best facilitate..
• Effective team collaboration?
• Positive norms for performance?
• Early productivity and accomplishments?
• During initial team meetings, roles are adopted
  and assigned.
• Roles can include everything from being
  supportive to taking on specific tasks to being a
  leader during a specific phase of team
  development.

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The Role of TIME in Team Development

• Punctuated Equilibrium
• Initial patterns develop early (initial meeting)
  and endure for the first half of a teams life.
• A time of transition at the midpoint of team
  projects is characterized by
• Abandoning first-half agendas.
• Expression of urgency.
• New contact with organizational context.
• New agreements on the ultimate direction and
  purpose of teams work.
• Second phase concludes with completion of tasks.

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Effective Meetings

• Why do we spend so much time in meetings?
• Why is the scene from Dances with Wolves the
  best meeting Begeman has ever seen?
• Three meeting conversations
• Possibility
• Opportunity
• Action
• Why have these three conversations?
• How can meetings be more effective?

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Five Ps of Effective Team Meetings

• Purpose of meeting?
• Share information, problem-solving, commitment
  building, etc.
• Participants?
• Size and composition, do you have the right
  people?
• Planning for meeting?
• Prepare for each meeting make an agenda, and
  make sure participants have enough time to
  prepare.
• Participation?
• Timely and complete participation.
• Review agenda, introductions, ground rules,
  reports, displays, summarize.
• Perspective?
• Evaluate meeting and seek feedback.

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Effective Meetings..

• Are preceded by an Agenda and Plan.
• Have attendees who are all clear on the purpose
  of the meeting.
• Invite only individuals who need to be there.
• Include minutes that are taken and distributed to
  all who attend. Minutes include
• Decisions reached.
• Action items needing follow-up.
• Who will follow up on each action item?
• Open issues needing resolution in the future.
• Result in an updated team plan.

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Your Team Assignments

• Before the Project, write a Team Contract
• Contract among team members regarding
• Shared goals.
• Expectations of each other.
• Plan for project (see following slides).
• Reward/Punishment system
• Team Project Deliverables
• Project write-up and presentation.
• Expectation is for at least 2 hours per week to
  be devoted to project (one hour in class).
• Team Activities
• Team Process Paper

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Project Management

• Begin with the end in mind.
• What are your goals?
• What is the deliverable?
• When are your deadlines?
• Use a spreadsheet to plan your project
• Set preliminary mini-deadlines.
• Each team member can use the plan to coordinate
  their parts of the project.
• Make the plan flexible.
• Assign a Master of the Plan who is responsible
  for updating the plan when assignments or
  deadlines are changed.

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Example of a Project Plan
Note You can add notes at the bottom to spell
out who is working on what components, in mini
teams, etc.
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TeamWork What to do Today

• Get to know each other
• Fill out team information sheet.
• Set up a social event to continue your initial
  team development process.
• VERY IMPORTANT!!
• Discuss preliminary ideas for team project.
• Start thinking about what you want in your team
  contract.

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Initial Team Meeting

• Questions to ask
• Who are the members of your group?
• How are you all similar?
• What unique skills and differences do members
  bring to the group?
• How can you best capitalize on the similarities
  and differences that exist?
• Work through the sections of your team contract.
• Dont forget your Social Event!

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Teams for Quarter

• Record names, numbers, other important
  information.
• Introduce each other.
• Name.
• Major, areas of interest.
• Strengths for team assignments.
• Set up a social event this week.
• Get to know each other.
• Develop a team contract of norms, expectations.
• Remember you will evaluate member contributions
  at the conclusion of the quarter!