Team Building

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:

• Retreats

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).

• Team Building Exercises

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:
  • Accountability
  o   Present a final report for acceptance.
  o   Account for all assets and finances. An audit may be required.
  • Acknowledgement 
  o   Publicly acknowledge and thank the members.
  o   Perhaps give small gifts or certificates as a token of appreciation.
  • Follow-up
  o   Arrange for any ‘next steps.’
  • Keeping in touch
  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.