Friday, December 3rd, 2021

How To Conduct A Team Building Meeting …Dealing With Change

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Economies, organizations and individual attitudes are constantly changing and almost always out of sync with each other. If your gut tells you there are some changes going on in your organization and you don’t have a handle on them, here is an exercise that you can do with your direct reports to determine what is out of sync and what really working well!  It is easy to do, but once the topics are opened up the leader needs to be committed to action.  Otherwise, you will experience a loss of credibility and possibly make things worse.

Below is a Team Analysis Form.  This will give you ample information for you to initiate your team discussion.  I will share a recommended way to: introduce this process, collect the information, analyze and discuss the information and what should happen as a result.  

First, examine the Team Analysis Survey: note that no identity is required for the person completing the form.  What is said is more important than who said it. If necessary, even the position can be left blank if there is only one person in that role.  You will also observe that these are meaningful Team Characteristics that if scored as an average from 8 to 10 in each category would indicate at this moment the team was well adjusted and high functioning in that particular area. Any score averaging under a seven needs some discussion.

Preparation and Introduction of Team Discussion to Participants:

This is a simple process. In a meeting with your team members, indicate that you think it is time to begin a process to periodically take the temperature of your team in order to determine how we can continue to work more effectively together.  You would like to allocate approximately two hours for the initial meeting after their anonymous completion of the Team Analysis Survey. 

Collection of Team Survey Information:

Hand out the survey, determine a person to collect the surveys within a designated time period and set the date for the meeting.

Analysis and Discussion of Information:

On a flip chart record the scores on each of the ten characteristics by indicating a check mark for each response on the number of 1-10.  For example if there were five people on the team and for the first characteristic Loyalty: there were scores of two respondents on 7 and three on 8 they would be noted on the flip chart.  Also, the average score would be calculated and noted and placed on the flip chart for the characteristic.  This process would continue for all ten characteristics.

The Team Leader would act as a facilitator and ask for observations.  All observations would be noted.  For example and observation could be made to the way scores may be dispersed.  For example the characteristic of goals could average 7.  But the average may be made up of two people at 5 and two at 9 and one at 7.  This would mean that the team

has a satisfactory average but 40% of the team members may not understand the goals.  The team leader may ask: What causes the wide range of scores?  After some share why they think this is the case, the leader may then ask for ideas on how to remedy this gap.  As you can gather you will have an opportunity for interesting discussions on high and low scores and their reasons behind the scores.

Ending the Team Meeting with Agreed Upon Follow Up Actions:

There are a few possibilities.  You may not have completed your discussions so you will need to set another meeting up to finish.  If you have finished, you will summarize key observations and identify key actions and note who is responsible for each.  Also close meeting with each person sharing what they personally gained from the meeting.  Set a follow up meeting to repeat the process and to chart improvement.

Summary:

Trust your gut and get to specific issues in a non-threatening way and get to implement needed actions.  On thing you can count on is change- it is constant.  Your effectiveness as a leader is dependent on how well you manage change.  Your team is affected by change and you need to have a way of bringing issues to the forefront for identification, discussion and solution. The team building process is an essential leadership skill and will assist you in strengthening your team. Think team building anytime there is a change that may impact your team members.

Team Analysis Survey

 

Position:______________Team:_____________DateCompleted:_______________

 

Please show how you feel about your team in the following areas by circling the # that best indicates your opinion of that characteristic (1=low, 10=high).

TEAM CHARACTERISTICS

 

1. LOYALTY

 

Disloyal 1 2 3 4 5 6 7 8 9 10 Pride

 

2. TRUST

 

Suspicion 1 2 3 4 5 6 7 8 9 10 Mutual Trust

 

3. COMMUNICATION

 

Poor 1 2 3 4 5 6 7 8 9 10 Open

 

4. HONESTY

 

Role Playing/Game 1 2 3 4 5 6 7 8 9 10 Honest & Frank

 

5. RELATIONSHIPS

 

Controlling (Parent/Child) 1 2 3 4 5 6 7 8 9 10 Mutually Responsive (Adult)

 

6. STABILITY

 

Unstable 1 2 3 4 5 6 7 8 9 10 Stable

 

7. PLANNING/PROBLEM SOLVING

 

Crisis Management 1 2 3 4 5 6 7 8 9 10 Management by Objective

 

8. INTELLECTUAL ENVIRONMENT

 

Stagnant 1 2 3 4 5 6 7 8 9 10 Innovative/Creative

 

9. ACTIVITY AND RESULTS

 

Sporadic 1 2 3 4 5 6 7 8 9 10 Consistent

 

10. GOALS

 

Vague 1 2 3 4 5 6 7 8 9 10 Defined

 

Any time that you do something with your team members it can be motivating. Often, when you do something to or for team members it has a greater chance of being de-motivational. For more Team Building Information and article make your request to:

bclinton@business-wise.com .

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