Transcript IENG 471 Lecture 08: Teaming and Effective Meetings

IENG 471 - Lecture 08
Teaming and Effective Meetings
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Teaming Factors
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What makes for a good project team?
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Clear, challenging goal
Results-driven team structure
Competent members
Commitment to team goal(s)
Positive team culture
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Honesty
Openness
Respect
Performance consistency
High team standards for performance
External support and recognition
Effective leadership
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Successful Team Life Cycle
 Five Stages of Team Development
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(Tuckman & Jensen)
Forming
Storming
Norming
Performing
Adjourning
 Not Everyone, Every Team Goes Through All
Stages
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Some opt-out
Some teams are aborted
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Stage 1: Forming
 Brief Description:
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Transformation of individuals into team members
 Characteristics:
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Struggle to:
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As a group, members are:
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Define nature of the task to be performed
Knowing each other’s personalities, motives, work styles…
Determining acceptable group behavior
Determining where, when, how to begin
Likely to be polite, but guarded
Passive, and dependant on a leader to tell them what to do
Need a nurturing and structured environment
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Stage 2: Storming
 Brief Description:
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Similar to adolescence, team members vie for
control over the group and the way the group will
work together.
 Characteristics:
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Conflicts, because the team has unrealistic
expectations for themselves, and others:
 Some success leads to over-reaching
 High energy, enthusiasm, optimism at the same time as
frustration, resentfulness and restlessness
 Polarization and scape-goating as team self-identifies
 Some may voluntarily (or be forced to) leave the group
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Stage 3: Norming
 Brief Description:
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Team resolves their basic differences and begins to
work together in atmosphere of cooperation, respect.
 Characteristics:
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Remaining members have become more accepting of:
 Each other
 Their own roles
 The team’s goals and objectives
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Members:
 Share information willingly
 Communicate openly
 Solve problems effectively
 Begin to understand individual strengths & weaknesses
 Start to identify as a group, socialize, some become friends
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Stage 4: Performing
 Brief Description:
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Members feel intimacy with each other and gain a
great deal of satisfaction from interaction
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No issues over power, control, or status
Members work through problems as part of the
interpersonal and team dynamics in an open
manner
Team is productive, efficient, highly focused
Credit is shared
Members recognize that a synergy occurs as they
work together
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Stage 5: Adjourning
 Brief Description:
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The team accomplishes its mission and disbands.
(This phase does not always occur)
 Characteristics:
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Period of letting go and moving on with individual lives
Members recognize that their time as a group is over,
consequently, mixed emotions prevail:
 There is a sense of loss
 There is some remorse, sadness, and grieving
 There is pride is what they achieved
 There is pride in having been a special group
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If team members don’t experience some of these
feelings, the team probably never reached Stage 4
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Successful Team Key Behaviors
 Communication
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Ability to restate, express concisely, solicit feedback, accept
criticism
 Decision-Making
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Ability to gather input from all affected, consider options and
alternatives, advocate a differing view, encourage risk-taking
 Collaboration
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Ability to commit to team purposes, support team members,
share responsibility and credit, accept weaknesses and
strengths of other team members
 Self-Management
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Ability to communicate and stay focused, commit to quality
work, meet professional and personal standards, empower
others without controlling them, and get yourself started
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Effective Meetings
 Member Roles
Primary Facilitator
 Scribe
 Timekeeper
 Secondary Facilitator(s)
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Effective Meetings: Roles
 Primary Facilitator
 Prior to meeting:
 Purpose of meeting
 Agenda for meeting
 State desired outcomes for meeting
 Assign roles for Scribe & Timekeeper
 During the meeting:
 Responsible for beginning
 Drawing information from all members
 Processing information
 Aid in drawing conclusions & developing actions
 Keeping the meeting on track
 Contributing to the meeting
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Effective Meetings: Roles
 Scribe
 During the meeting:
 Records proceedings of the meeting
 Provides feedback on what is recorded
 Checks for consensus
 Act as a secondary facilitator
 After the meeting:
 Sends notes of the meeting
 Minimal Notes:
 Date, time, location and attendees
 Actions completed, discussion points and decisions
 Task assignments and target dates
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Effective Meetings: Roles
 TimeKeeper
 During the meeting:
 Keeps meeting on schedule
 Assist in keeping meeting on track
 Act as a secondary facilitator
 Secondary Facilitator(s)
 Prior to the meeting:
 Perform assigned tasks
 During the meeting:
 Actively contribute to the meeting
 Volunteer to take on assignments
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Facilitation for Effective Meetings
1. Start the meeting on time (3 people starting point)
2. Ask members for information, opinions, and feelings
3. Paraphrase what was said to aid understanding
4. Ask for specific examples to comprehend
5. Clarify assumptions
6. Probe ideas: depth = insight
7. Summarize key points & issues
8. Encourage consideration of all information
9. Reflect on expressions and member feelings
10. Refocus on issues when necessary
11. Draw out differences of opinion
12. Encourage “out of the box” thinking about issues
13. Recommend processes for moving forward
14. Test for consensus
15. Move the team forward: help make decisions, identify actions
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Questions & Issues
 Each team will need to send a bi-weekly progress
report memo (e-mail):
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Addressees:
 Dr. Jensen ([email protected])
 Team members
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Subject: IENG 471 Progress Report - <date>
Content:
 Summary of actions on old tasks
 Summary of decisions made
 Summary of next tasks and responsible personnel
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1st Meeting: Team Organization
Include hardcopy in your project report.
Due every other Friday at Noon.
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