1. Lecture 8 TQM 311 lecturer: Noura Al-Afeef Medical Record Department 1

2. Team Definition Importance components Responsibilities Team first meeting Ground rules Team stages of growth 2

3. Team Definition a group of participants organized to accomplish goals can be of other name, for example: -Ad Hoc committee -Sub committee -Task force -work group 3

4. What size for a team? Involve at least 3 people Include all the necessary players, the people involved in the process being reviewed or discussed Should be limited enough to : -fit in to the room -allow meaningful interaction -allow all team members to participate 4

5. A team is important and beneficial to quality improvement processes for several reasons: 1.Offer opportunity for more complete knowledge of the process targeted for improvement 2.Support for change necessary for organization improvement 3.Sense of empowerment and satisfying work climate 5

6. Team components: 1.Team leader 2.Team facilitator 3.Team members 6

7. Team responsibilities: 1-Team Leader Usually elected by the team Runs team meetings Responsible and accountable for the success of the team Ensure team goals are customer-focused and clear Keeps team meetings focused on the goals of the team Set agenda for team meetings Help allocate responsibilities for data collection,documentation. Encourage active participation by all team members Negotiate acquisition of needed resources and removal of obstruction Communicate success of the team 7

8. 2- Team facilitator(responsibilities) Team advisor Guide the team through team process by: -managing the group dynamics -using problem solving and quality improvement tools and techniques -provide training in quality improvement theory,application and tools -ensure ground rules are established and followed by the team -clarifies expectation and objectives with the team -stimulate discussion and encourage participation with questions -provide appropriate level of direction and support based on the team needs -suggest alternative methods 8

9. 2- Team facilitator(responsibilities) continue: - managing conflict through gentle confrontation -provide feedback to the team members -reinforce key points and main ideas -Organize activities -Assist the team leader 9

10. Characteristic of successful facilitator: Concerned Confident Open minded Understand individual and group behavior Skilled in time management Creative thinker Effective communication skills Active listener 10

11. 3- Team members responsibilities: Be informed -understand the team tasks -understand the role of team members in completing the tasks -review material for discussion Be focused on the task in meetings -stick to the agenda Be contributory -contribute information and ideas -help interpret data -record team activities as assigned Be prompt -managing and keeping on time - 11

12. Team leaderTeam facilitatorTeam members Key functionsDirect the team to arrive at high quality solutions Encourage and support the group during the process Be involved in sharing information and expertise Key focusedWhat decision are made? How decision are made? Who will make decision? Key responsibilities-lead team meetings -move the team toward problem solving /goal achievements -communicate team activities -guides during the meetings -help the team stay on track -maintain effective group dynamics -provide training in quality improvement tools -focus the team on data driven -Follow ground rules -Actively involved in team activities -actively involved in decision making 12

13. The team first meetings Facilitator meet with the team leader -clarify the team tasks -set the agenda -discuss how facilitator and the team leader will work together Key activities in the first meeting: -introduce team members -clarify the mission of the team -clarify team rules -agree on ground rules -set meeting schedule and dates -Plan initial activities - 13

14. Ground Rules A code of conduct for all teams -respect each team member -share responsibilities -question and participate -attend all meetings -doing the assignments Ground rules should be documented and posted 14

15. Team stages of growth 1.Forming 2.Storming 3.Norming 4.Performing 15

16. 1- Forming Occurs when the team gets together Anxiety Unsure of the role of the team Minimal work accomplished 16

17. 2- Storming Occurs when the team hits it is first conflict Competition for control disagreement Minimal work accomplished 17

18. 3- Norming Feeling the relief Harmony Avoiding conflict Moderate work accomplished 18

19. 4-Performing Improvement of the team process Team identification Accomplishing work 19

20. These stages of growth are universal While some teams may progress through some of these stages rapidly, all teams will experience each stage The team facilitator and team leader are primarily responsible for guiding the team through these stages and keeping the team performing As the team enters each new step, it may revert to an earlier stage of growth 20