10/25/2015 IENG 471 Facilities Planning 1 IENG Lecture 08 Teaming and Effective Meetings

10/25/2015IENG 471 Facilities Planning 2 Teaming Factors What makes for a good project team? 1. Clear, challenging goal 2. Results-driven team structure 3. Competent members 4. Commitment to team goal(s) 5. Positive team culture Honesty Openness Respect Performance consistency 6. High team standards for performance 7. External support and recognition 8. Effective leadership

10/25/2015IENG 471 Facilities Planning 3 Successful Team Life Cycle Five Stages of Team Development (Tuckman & Jensen) Forming Storming Norming Performing Adjourning Not Everyone, Every Team Goes Through All Stages Some opt-out Some teams are aborted

10/25/2015IENG 471 Facilities Planning 4 Stage 1: Forming Brief Description: Transformation of individuals into team members Characteristics: Struggle to: 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 As a group, members are: Likely to be polite, but guarded Passive, and dependant on a leader to tell them what to do Need a nurturing and structured environment

10/25/2015IENG 471 Facilities Planning 5 Stage 2: Storming Brief Description: Similar to adolescence, team members vie for control over the group and the way the group will work together. Characteristics: 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

10/25/2015IENG 471 Facilities Planning 6 Stage 3: Norming Brief Description: Team resolves their basic differences and begins to work together in atmosphere of cooperation, respect. Characteristics: Remaining members have become more accepting of: Each other Their own roles The team’s goals and objectives 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

10/25/2015IENG 471 Facilities Planning 7 Stage 4: Performing Brief Description: Members feel intimacy with each other and gain a great deal of satisfaction from interaction Characteristics: 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

10/25/2015IENG 471 Facilities Planning 8 Stage 5: Adjourning Brief Description: The team accomplishes its mission and disbands. (This phase does not always occur) Characteristics: 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 If team members don’t experience some of these feelings, the team probably never reached Stage 4

10/25/2015IENG 471 Facilities Planning 9 Successful Team Key Behaviors Communication Ability to restate, express concisely, solicit feedback, accept criticism Decision-Making Ability to gather input from all affected, consider options and alternatives, advocate a differing view, encourage risk-taking Collaboration Ability to commit to team purposes, support team members, share responsibility and credit, accept weaknesses and strengths of other team members Self-Management Ability to communicate and stay focused, commit to quality work, meet professional and personal standards, empower others without controlling them, and get yourself started

10/25/2015IENG 471 Facilities Planning 10 Effective Meetings Member Roles Primary Facilitator Scribe Timekeeper Secondary Facilitator(s)

10/25/2015IENG 471 Facilities Planning 11 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

10/25/2015IENG 471 Facilities Planning 12 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

10/25/2015IENG 471 Facilities Planning 13 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

10/25/2015IENG 471 Facilities Planning 14 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

10/25/2015IENG 471 Facilities Planning 15 Questions & Issues Each team will need to send a bi-weekly progress report memo ( ): Addressees: Dr. Jensen Team members Subject: IENG 471 Progress Report - Content: Summary of actions on old tasks Summary of decisions made Summary of next tasks and responsible personnel 1 st Meeting: Team Organization Include hardcopy in your project report. Due every other Friday at Noon.