The most central function of
any manager or leader is coordinating human resources to complete the tasks of
an organization. Organizing and motivating a group of people to work together
is often called
team-building.
There are many steps in successful team building. Each step in creating and
facilitating teams is described below.
Creating the Team
1. Define
the Task
A team is required to perform a
particular task or a set of tasks. Clarify what the team must achieve to enhance
its effectiveness and efficiency.
2. Develop
Terms of Reference (TOR)
TOR are the ‘job descriptions’ of the
team members. A proper TOR usually includes background information, objectives,
description of the tasks and how the tasks should be performed, concrete
‘deliverables’ that the team member should produce and the time frame. It can
also include brief job descriptions and characteristics of the team members
(qualifications, experience, special skills and attitudes) as well as the
support and resources at their disposal.
3. Select
Prospective Team Members
It is not always necessary to follow
a formal process, but it is best to use a selection committee to recruit and
interview several candidates for each position.
Before appointing or engaging team members, obtain their consent. It is
important that team members agree to work with each other.
4. Announce
the Team
Let everyone know that a team exists,
who its members are, what it will be doing and what support and cooperation it
may require.
Initiating Team Work
Introduce the team members to
each other. Each team member should know:
- Other
members by name and their responsibilities.
- The
purpose, goals and specific activities of the team.
- His/her
own responsibilities to reach the team goal(s).
Establish a process for how the
team will work together and a regular meeting schedule (e.g. daily morning briefs, weekly or bi-weekly meetings).
Coordination and
Communication
Most groups follow a similar
pattern when working together. The leader will need to guide the team through
these phases:
- Forming: the initial
stage when people are still new and polite to each other.
- Storming: group
members struggle for dominance.
- Norming: members begin
to accept each other, their roles and how to proceed.
- Performing: team
members work well together and achieve.
Prompt, consistent and clear
communication is critical to team building.
·
Schedule meetings where all ideas
and opinions are welcome and heard.
·
Establish a mechanism to
pass information to all team members, making sure that all members receive it
correctly.
·
Members have the right to
know the progress of the implementation.
·
Communicate and inform each
member on progress and matters concerning them.
·
Give timely feedback to team
members on relevant matters.
All team members
should be responsible for monitoring and assessing the progress of the work. Progress
should be reviewed regularly (weekly, monthly, or quarterly) with clear
decisions on the way forward.
All problems that arise should be solved as a team rather than by individuals, preferably
through a process with all team members. This will develop consensus about
solutions and increase likelihood of successful outcomes because all members
feel ownership.
Maintaining Team Spirit and Cohesion
Every team member should feel included through respect,
equal opportunity and fair distribution of resources. The best way to
accomplish this is to involve every team member in the planning process,
setting priorities and goals, making decisions, and sharing results with the
team. Other creative strategies to build cohesion include:
o
A good way to conduct reviews away from the
ordinary work place. Retreats are not necessarily costly (e.g. could be
organized at the home of the team leader).
o
A whole range of exercises that can be performed
in the workplace.
- Occasional Recreation
o
Team members may decide to meet occasionally for
purely recreational purposes without needing to talk about work.
- Celebration of Achievements (important
team motivator).
Discharging the Team
Once the task has been performed
it is necessary to formally discharge the team. Follow these important steps
when discharging a team:
o
Present a final report for acceptance.
o
Account for all assets and finances. An audit
may be required.
o
Publicly acknowledge and thank the members.
o
Perhaps give small gifts or certificates as a
token of appreciation.
o
Arrange for any ‘next steps.’
o
Exchange contact information and e-mail addresses.
Send an occasional newsletter as team members may need each other again during
new opportunities.
Team Leaders
Of course, all
successful teams need a competent, active leader with skills and experience in:
- Creating
team spirit and cohesiveness.
- Facilitation,
guidance and directing.
- Coordination
and communication.
- Problem
solving.
Effective team
leaders should:
- Be
concerned of each member’s concerns and problem.
- Be
available and give needed support when a member finds difficulties with
his/her responsibilities.
·
Act as a facilitator and not
a dictator. Demonstrate and let members do their tasks.
·
Guide and direct members
towards reaching the goals, creating a sense of ownership.
·
Assist members who need help
until they reach the needed level of performance.