There are many different types of groups that are forming in the organizations. While many of us use the terms "group" and "teams" as the same thing, the proper description would consider a "team" as a subgroup, or subset of groups.
"Teams" are generally formed for a particular purpose and have a common goal that cannot be achieved if the team does not work together very well.
In teams generally, a particular set of skills is required from different team members as well as their commitment to being successful. One of the most proven ways of team working effectively is by giving them a certain level of autonomy. It is where the results may be measured by higher senior management, but the team makes the decisions on how best to achieve their common goal. This way of working provides positive flexibility as the team is more likely to address local changes and speedily address adjustments. This is, without a time-consuming chain of approvals from senior management, which generally significantly slows down the process. This way the motivation among the team is also higher as they are taking responsibility and feel accountable for their decisions and actions.
Within this type of team generally, the leader is selected, who will make decisions or plan the tasks and monitor the progress of the project in hand.
Each project may be different. Whether it is providing information, producing products or services, the team requires a number of different individuals with different skills and expertise. Only collaboration and effective work together among the team can bring expected results.
Generally, success will depend on the five main factors:
The clarity of the goal
Agreement on ways of achieving them and plan
Effective communication between the team
Support among the team, rather than competition
Ways of measuring the progress and corrective actions
We all know, from our working experience that these factors are not always present therefore considerations need to be made to these factors in order to be successful.
So, how do we manage and create our teams to achieve the overall team success?
Let's examine the three critical skills required to achieve it.
Managing the task on hand - this will involve setting up the objectives, monitoring the progress, and addressing changes as they arise.
Managing the process - here is the most important factor, where the team will need motivation and encouragement.
Managing communication - this will be important in managing both tasks and processes. By improving our communication we have a greater chance of success.
Informal team discussions
Often we underestimate the importance of informal team discussions about the task. In fact, these should not be ignored. "Bad" experience of the team members can have a significant impact on the performance of the project. Even create conflicts or aggression between the team members. Therefore a good chair of the discussion can avoid some of those problems. The information discussion can only be successful if each of the team members has their fair chance to address their concerns and worries.
The teams need to be educated to always keep the focus on the goal, make contributions, and help others to make contributions. It is important not letting personal and individual needs get in the way of achieving the "together" goals.
Let us explore which behaviours we need to recognize in ourselves and others to become a member of a successful team.
Behaviours serving tasks needs - this will involve clarifying objectives and ensuring everyone understands what success looks like at each stage of the project. We can also encourage and seek information from other members to clarify and progress with the task on hand. Some team members may be shy and generally quiet. This is our behaviour as a team member to recognize the information required and find them among the team. We also need to give and share important information and proposing ideas. Being active and offering possible solutions to problems. Updating on the progress of the project and evaluating against the desired objectives is a valuable input into the team focus and gives the motivation. It is easy to go around one step over and over again, but a quick summary of the overall performance can be a great way of bringing the task to focus. As a successful team member, we also need to ensure we keep tasks timely and to the planned deadlines. It is important to manage your activities so the time limits are met. And finally allocating responsibilities to actions discussed. How often the team has got this wonderful idea but no one is there to take accountability and make this happened.
Behaviours serving group needs - this essential skill as a successful team member will encourage others to contribute and help them to understand and action their respected tasks. We know, that some members will need more encouragement than others. Additionally, regarding and prising our fellow members for their efforts and steps successfully completed. If conflicts arise, we should strive to resolve them in a positive and do not let any team members feel rejected. We should also act and discourage other team members to act aggressively and negatively.
So what are the behaviours that interfere with task or group needs? You may ask.
1. Concentrating only on your tasks- we must understand that other team members also want and need help with their contributions. Keeping the team focus only on your tasks will not lead to the successful completion of the team project.
2. Reacting emotionally - contributions driven by anger are often unhelpful.
3. Attacking others statements
4. Not listening to and interrupting others
5. Coming of the subject in the middle of an important task discussion
6. Using humour to excess - that can be distractive and unproductive
7. Turning away from the group and keeping silent
The more you are aware of the unproductive behaviours of your own and others, the easier will be to improve the overall team behaviours that lead to successful outcomes.
Formal meetings
Many of us complain that we spent far too much time on meetings. But formal meetings may feel intimidating until you get used to them. But, often meetings should be held to make significant decisions and the informal group meetings are simply not enough. It is therefore important that the right people are in the meetings, otherwise, there may be complaints that a decision was inappropriately taken.
Therefore it is important that you as a team member attend the meetings. It is also important to keep meeting minutes with an indication of who attended the meeting. Absentees, who should have given apologies in advance they should be contacted afterwards to fill them in on something which happened.
In informal meetings, members generally share responsibilities for their behaviours necessary to progress with the tasks. They are expected to exercise self-discipline and avoid any unhelpful behaviours.
Informal meetings the responsibility is vested in the person chairing the meetings. People should be asked to make contributions at relevant points, progress is managed, conflicts resolved and the meeting finished on time.
Unfortunately, no all the chairs have relevant skills to achieve it. Therefore you must adopt the necessary behaviour to fill the gaps. If you sit back and take no responsibility, it is certainly unproductive.
Team members also should know in advance what to expect to be discussed, so they can prepare for the meeting discussions, make effective and thorough contributions and address any concerns they may have. A good idea is to the chair of the meeting to put an agenda upfront for everyone to know what is to be discussed.
As a good team member, you should consider and look at the agenda and prepare for the discussion beforehand. Perhaps you need to prepare some paperwork or presentation to support your point.
After you have reviewed the agenda, you have an obligation to prepare yourself. This may involve: setting aside time to read your documents and presentations, discuss them, ask relevant questions and think how best you can make your point. You will be much more effective if you work our what is important from your point of view.
In a formal meeting, you should also speak until you have been given permission to do so. The chair will normally indicate when and what points are required from you. I must admit, I have been one of those who talk too much until the meeting etiquette rules have been clear to me. You also have to remember, that the more formal the meeting is, the more formal the language has to be. Try also not to prejudice or judge other people too early. Try to pay full attention to what others are saying, reward great contributions of others, avoid getting emotional over a subject or topic and most importantly try to stay positive in your responses.
It is also very important to mention, that if you have been given and agreed on the responsibility on any task during the meeting, you must ensure you complete it on time and successfully.
Team tasks
The team tasks are one of the building blocks of the organisation. The teams are forms in order to complete specific tasks to complete. You need to thrive to really understand your role in the tasks given and be self-disciplined to fulfil the needs of the team. This also includes letting people know when there are issues and difficulties in achieving your respected results.
Remote teams
In this current climate with team members working from home the remote and virtual teams are of great importance. You need need to understand that the requirements of a good team member would be the same as with other meetings. Plus some aspects may need your more careful attention.
Systems for virtual working range from simple text-based online chat and audio conferences to virtual conferences. The effectiveness of the virtual meeting will also depend on the individual skills of the participants.
You should work collaboratively during the virtual meetings. Ensure you monitor the tasks, your responsibilities and continually report on your progress. Once your work is done, you may want to produce a report sharing your insights. Little notes and explanations would be very helpful to support your information documents.
Virtual groups are generally benefiting from project and tasks software solutions available. many of them are free nowadays and bring great support for the virtual team communications.
However online communications bring their own challenges. It is not always easy or clear to communicate via documents and messages. Therefore virtual face-to-face meetings are very helpful. You cannot make someone smile or notice they may have an issue they need help with only with text-based communications. Sharing screens is a great tool for better communication and explaining complex concepts.
I hope the information will help you somehow and feel confident to become a better team member. In my next blog, I will be talking about how to create a great project team for those who are interested in principles of designing and understanding of successful team dynamic.
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