1 collaboration toolbox forming your team agenda for lecture 1. material needed: a) electronic copy...

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Collaboration ToolboxForming your Team

Agenda for Lecture 1. Material needed:a) Electronic copy of Entrance Conference Team Booklet (Module 3.5 b)If no laptop, you brought a hard copy

2. Fill out electronically or as a hard copy during class

3. Record the information electronically and send to Recorder

4. Information in the Dropbox the evening before the conference by 10 PM

Pick a recorder for your team for today 2 min

Questions about the Course 5 min

Team Formation Model 113 min

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Collaboration ToolboxTeam Formation Model

Successful Team Formation Theory

What does a team need to do to perform successfully?

Thinking System Theory people and an organization do not exist as an island part of a larger

matrix of systems that function more or less independently, yet

interdependentlyQuickly Form the Team before initiating the Project’s technical tasksAccomplish Formation Tasks early and efficiently to avoid surprises Mission Statement to understand project’s goals and team member’s agendasGround Rules systems of behavior to reduce uncertainty and establish boundariesTeam Life Cycles check team process progressReporting Activities convey progress to interested othersFormal Meetings weekly for brainstorming, writing papers, discussing oral presentations, analyzing data, solving problemsPlan the Project decisions about planning are yours not the faculty’s therefore plan wisely

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Collaboration ToolboxLecture Materials

Entrance Conference Team Booklet

Exercises Support Team Communication

Create Systems to use for Planning and Executing the Project

Form a Successful Team

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Nine Steps

Step 1 Exchange Personal Information

Step 2 Create and Rotate Specified Roles

Step 3 Exchange Interpersonal and Technical Information

Strengths and Weaknesses

Expectations

Step 4 Mission Statement

Step 5 Ground Rules - Meeting Team Expectations

Step 6 Team Life Cycles

Step 7 Systems for Reporting Activities

Step 8 Weekly planned Meetings (Team and Faculty)

Step 9 Project and Time Management

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First Team Life Cycle

FormationCreateAssess

Systems to Work Effectively

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Step 1. Exchange of Schedules

1. Exchange Phone Numbers and E-mail Addresses2. Record Information on an Electronic Team Calendar

Reasons:Become aware of your busy and not so busy times Incorporate into Team’s Time Management Plan for the ProjectPlanning task allocation Understand Team Member Perception of Time ManagementConvey information to:TAs to set up workshopsCI Instructors to set up meetingsTeam to arrange for

Meetings, Write Papers, Analyze Data, plan April Presentation and Entrance and Exit Conferences

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Step 2. Choose Roles

Choose Roles:Team Leader RecorderOral Presenter

Rotation Schedule Fill out on website

Access through teambuilding website

Under Announcements

Rotate Roles evening of Oral Presentation

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Formation Stage Step 2. Choose Roles

Hints

Team Leader is busiest the first and second rotations

Recorder is busiest the second week of the first rotation

Oral Presenter is busiest the first rotation

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Formation Stage Step 2. Team Leader Responsibilities

Module 12.1

1. Oversee project

2. Plan and schedule weekly team and faculty meetings

3. Prepare work plans (Activity Lists) for project, lab sessions, and written assignments

4. Send out Agendas for faculty and team weekly meetings

24 hours in advance E-mail to team, team coordinator and people attending meetings

5. Submit Team Leader Transition Report (Rotation 1 & 2) on evening of Oral Presentation

6. Submit Completion Report (Rotation 3) the evening before the Team’s Exit Conference

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Formation Stage Step 2. Team Leader Responsibilities

Module 12.1

Team Leader has extra responsibilities during each team life cycle

Lists of these responsibilities are posted on Collaboration Toolbox Website - Module 12

E-mail reminders to the Team Leader during the term as a reminder

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Formation Stage Step 2. Recorder Responsibilities

Module 12.2 1. Sets up the Team Dropbox2. Recorder writes Weekly Progress Report after discussing content with Team3. At Weekly Team Meeting

Team describes the team progress Recorder records under Section 4 of the report Team Progress including the team life cycle with explanation

4. Takes minutes (optional) at meetings and send out within 48 hours

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Formation Stage Step 2. Role Oral Presenter Responsibilities

Module 12.3

System for Oral Presentations is in Ground Rules

1. Oral Presenters follows the system agreed upon by Team

2. CI Instructors discusses responsibilities with team at meetings

3. Oral Presentation is a collaborative event

Presenter presents individuallyContent and slides done collaboratively

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Formation Stage Step 2. Choose Roles

Five minutes to prepare a Rotation Schedule

Team LeaderRecorderOral Presenter

Roles are rotated on evening of Oral Presentation

Collaboration Toolbox

Team Formation Model

Step 3. Individual Strengths and Weaknesses

1. List Strengths and Weaknesses - technical and interpersonal abilities (5 minutes)

2. Discuss and record each individual team members’ Strengths and Weaknesses

3. Discuss how to utilize in the team and task process

EXAMPLE: Because Sam is an excellent editor, he will be final editor for the Progress Report

and the Final Paper. Or

Because Mary wants to develop her editing skills she will be the final editor14

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Entrance Conference Material Submission FormattingModule 8.3

Formatting Material Submission

Strengths and WeaknessesTeam Member’s Name:

List StrengthsList next Strength Etc.Then Weaknesses done in same format

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Entrance Conference Material Submission Formatting Example Strengths and WeaknessesName: Team #

Technical Strengths: core chemical engineering knowledge, including mass and energy balances, chemical reaction kinetics and thermodynamics, basic fluid mechanics, basic heat and mass transfer processes, liquid-vapor equilibrium.

Technical Weaknesses: mechanical engineering knowledge on reactor and processes design.

What do you want to develop in this area during the term? I want to apply directly the known chemical engineering concepts and knowledge in an integrated manner to the problem-solving process, at the same time gain further knowledge in reactor and processes design and control.

Interpersonal Strengths: I can engage and facilitate discussions; have active-listening skills.

Interpersonal Weaknesses: I did not have much experience with team-work and team-communication, and sometime still have bias when listening and exchanging ideas.

What do you want to develop in this area during the term? I want to develop effective communication skills for team-work.

Writing and Editing Strengths: I am familiar with scientific style and format; have written 15+ reports for previous lab classes.

Writing and Editing Weaknesses: I do not have previous experience with project-based reports; need proof-read and editing for writing.

What do you want to develop in this area during the term? Further improve scientific writing skills; develop project-based writing skills (agenda, minutes, weekly reports, entrance and exit reports, etc.)

Presentation Strengths: I did 10 to 15-minute presentations for previous lab classes, familiar with basic structures and styles for a research presentation.

Presentation Weaknesses: I loss calm and confident easily when under pressure

What do you want to develop in this area during the term? Further enhance presentations skills: structures, timing, body language, pronunciation, voice)

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Helps team to decide relevant Ground Rules

Supports team discussions

Organize Writing Assignments and Oral Presentations

Helps to Plan and Execute the Project


Step 3. Individual Strength and WeaknessesExpectations

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You have recorded 5 or more Expectations of

You as a Team Memberand

Your Team Members

Use to create Mission Statement and Ground RulesRefer to in Team Leader Transition Report

Analyze whether the team is on track


Formation StageStep 3. Exchange Expectations

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Team Leader e-mails your Faculty Advisor and your Teaching Assistant (some faculty advisors give the expectations to you orally in the faculty meeting when you ask them.)

Have them give you a list of their Expectations for your team for the Project

Once they have replied:Send the recorder a copy of the expectations for Dropbox folder


Formation StageStep 3. Exchange Expectations

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Entrance Conference Material Submission Formatting Example – ExpectationsTeam # Team Members Expectations

Team Member’s Name:

Follow a schedule and plan of action

Complete written materials and project tasks ahead of schedule

Don’t be afraid of asking for clarification from faculty

Work well with team members and divide workload appropriately

Don’t commit myself to more than can be accomplished

Expectations You Have for Your Team Members while Participating on the 10.26/10/29 Team

Develop and follow a project plan

Meet intermediate deadlines for project tasks

Communicate any concerns, scheduling conflicts, etc in advance

Provide constructive feedback to each other

Be open to suggestions and feedback

Team Member’s Name: Team Members Expectations

Do work on-time and take responsibility quickly and usefully for things I did wrong or not at all.

Don’t avoid problems.

Control my emotions when stressed and act rationally and courteously.

Don’t over commit myself

Put in the work necessary to complete the project in a reasonable manner.

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Step 4. Mission StatementModule 7

One: Define the Project's primary goals Foundation and the reasons to accomplish the project.

May be augmented and expanded or change direction Periodic review for accuracy

Discuss:Team flexibility and ability to continuously improve team and task

processExplain team’s commitment to innovative approaches for maintaining

quality Task approaches to problem solvingDefine purpose, values and directionProvide a clear and compelling statement of the team’s directionWhat the team will be doing long term?State the team’s objectivesAchievement of extraordinary goals

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Two: Define the Project's formal organizational structure

Use ground rules, meetings, reporting activities and other team structures to support the organizational structure.

Discuss:Definition of your team cultureAuthority for team to improveCommitment to innovative approaches Maintaining quality approaches to problem solvingSources of the team’s competitive strengths and advantages (use exercises)

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Three: Define the Project's daily operational structure.

Use your knowledge of each other’s strengths and weaknesses Time availability to create daily operational structure. Structure changes to meet Project's goals within the context of resources available. Discuss:Communication structurePlan how to be flexible and to continuously improve team and task processA system to be used for innovation and qualityCreation of a system for problem-solvingHow to implement qualifications for a quality work product.

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Formation StageStep 4. Brainstorming the Mission Statement

Module 6.5

Use colored post its (one color per team member)

Write one idea for each element:

One: Define Primary Goals

Two: Define the Project's Formal Organizational Structure

Three: Define the Project's Daily Operational Structure

Go to wall and Coordinate Ideas

Recorder take Post its to use to Formulate your Mission Statement when you meet

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Step 5. Creating Ground Rules -Meeting Team ExpectationsGround Rules are Systems helping the Team to Function and Collaborate Role Responsibilities Meetings Conflict Decorum and Ethical Conduct Safety Communication

Project Planning Task Delegation

Preparing and Writing Reports Planning a Collaborative Oral PresentationSystems you need to create for your team!

Creation of Ground Rules includes expectations of team members, faculty and consultants

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Step 5. How to Brainstorm Ground Rules

Open the brainstorming meeting to discussion Clearly state “all opinions are respected”

No evaluation or judgment voiced during brainstorming including: Nonverbal communications (gestures, etc.) Praise or criticism.

No right or wrong ideasMore ideas the better

Some ideas may not seem appropriate at one moment but may be useful later

Get agreement in Ground Rules to:Build on each others’ ideasCombine ideas that are similar

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Step 5. How to Brainstorm Ground Rules

Review the topic by asking Why, How, or What QuestionsWhy do we need a ground rule about planning an oral presentation?

How do we want to plan the oral presentation?What rules would be appropriate drawing from our team and

research experiences from the past?Give team members time to think over the problem

Bring “Post its” to first team meeting Gives team members time to think over the problem

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Step 5. How to Brainstorm Ground Rules Ask Clarifying Questions

Bring copies of text messages to meeting Review and ClarifyRephrase and paraphrase all of the ideas on a blank slate or new computer screen, blank sheet of paper.

Recorder is responsible for writing down all expressed ideas

Communicate Ideas in the Weekly Progress Reports or Minutes to Meetings

No discussion on any idea proposed during the generation process

Combining ideas is not the same as discussionDon’t judge

The team leader responsible for moving the team to the decision making part of the brainstorming session when appropriate

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Step 5. Affinity Diagram Brainstorming Ground Rules

1 Discuss Systems you want to have for Team (5 Minutes)

2Take colored “Post its” - different color for each team membera. Write three ground rules on post its for Oral Presentation

3. Go to wall and coordinate with your team members

4. Recorder take “Post its”

5. Use ideas to formulate ground rules

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5. Creation of Ground Rules - Systems

“Guiding the team into mutual and individual accountability is accomplished through the construction of the ground rules.”

ResponsibilitiesTeam LeaderRecorderOral Presenter

Meetings GeneralTeam Meeting Meeting TopicsFaculty MeetingsLateness to or Absence from Meeting

Lab/ Outside Work Lab SessionsProject Planning

Work and Work Distribution (Activity Lists, Milestones)Decorum and Ethical ConductConflict ManagementEffective Communication

GeneralWritten ReportsOral Presentation

Safety

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Step 6. Team Life Cycles -Formation

What are the feelings associated with Formation?What are the behaviors?What tasks do the team perform in the stage?Questions:What are we suppose to do together?Do I want to get involved in this?Is everyone committed to this?How can I contribute?What is expected of me? What are the pros an cons to being on this team?What are the personal agendas of the other team members?Will we get along?What will you contribute?Can I trust you?

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Step 7. Reporting Activities Reports:

Weekly Progress Reports AgendasActivity ListsProposalProgress ReportFinal Paper Team Leader Transition Report and Completion Report

Send Reports or Upload to Stellar and/or Dropbox when indicated to: Faculty Advisor Industrial Consultant

Team CoordinatorTeam Members

Teaching Assistant Set up Dropbox:

Recorder sets up DropboxTeam Leader reviews

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The Collaboration ToolboxTeam Formation Model

Step 7. Reporting Activity Setting up Dropbox 1. Set up the Dropbox by February 8

2. Complete instructions are on Teambuilding website labeled “Dropbox” Instructions Also in

Course Manual Section Section 3.4.

3. Invite your team members, faculty advisor, TA, and team coordinator 4. The Recorder should be the Dropbox coordinator

a. Responsible for i. setting up the team folders ii. Team Leader and Recorder share documents with other team

members, the team coordinator, and faculty who want to follow your work as it develops.

5. Use Dropbox for sharing the files that team members work with during the semester. a. Unreliable collaborative tool device

6. Close out your team folder at the end of the semester.

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Step 7. Reporting Activities Weekly Progress Report Section 4 Module 8.5.a/b

“Describe any issues or problems related to functioning of your team that should be broughtto the attention of the team coordinator and your faculty advisor. Discuss the strengths and weaknesses of your team and how you plan to rectify these weaknesses. Indicate anycommunication problems with your team and your 1026 personnel.”

Weekly Progress Report is sent to the team email address night before the Faculty Meeting.HOW DO YOU ADDRESS THIS SECTION?

1. What team life cycle stage is the team in?2. How is the team addressing time management issues?3. How is the team delegating tasks?4. Obstacles to getting the project done?5. Do not say “everything is okay”6. Do not cut and paste the same information into every report.

7. Give an accurate, thoughtful assessment of what the team process is.

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Step 7. Reporting Activities - AgendasModule 8.2.a/b

Team Leader prepares for Weekly Faculty Meetings and Weekly Team Meetings 24 Hours in Advance

Agenda Formats are on the Collaboration Toolbox website

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Step 7. Reporting Activities - Activity ListsSection 3 and Module 8.1 and a

Team Leader prepares for Laboratory Periods and Writing Activities

Record in Weekly Progress Reports

“We didn’t use activity lists the first rotation and this slowed down our ability to organize during lab periods. We instituted them in the second rotation and the efficiency has improved.”

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Step 7. Reporting Activities - Team Leader Transition Report

Goal of the Report is to use Team Building Concepts

1Show your ability to communicate the team process to others

2Suggestions by Current Team Leader to Future Team Leader to support continuity

3 Develop ability to make suggestions for improvement in your team culture

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Collaboration ToolboxTeam Leader Formation Model

Step 7. Reporting Activities – Completion ReportModule 4.2 and 3

Assess how the Team completed the Project

Discuss the Team Process and how this Process affected the Task Process

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Step 8. MeetingsCourse Manual section 3 - Module 6.1

Team Leader is the Facilitator of the Team and Faculty Meetings

Team Meetings are held Weekly (agendas are sent 24 Hours in advance)

Faculty Meetings are held Weekly and at the Faculty Advisor’s Discretion (agendas are sent 24 Hours in advance)

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Step 8. Meetings

Notify time and date by e-mail 24 hours in advance

Decide on regular times for the term

Focus for Team MeetingsPreparation -

Weekly Activity Lists Planning -

Agenda (24 hours in advance use template)

Reporting Activities - Weekly Progress Report

Minutes (optional) to record the team’s activities

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Step 9. Creating a Time Management Plan

Preplanning Stage Activities: (a team and task process activity)Literature Search Develop Solution OptionsDefine the Problem

Outline for Proposal includes: Technical and Time Management Plan for your Project Proposal write individually and collaborate on content so content is the sameFrom Proposal:

Execute Scope and Actions Plans for ProjectExpand into Flexible Weekly and Daily Activity Lists for the

team

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Entrance Conference Team Assignments

Due February 10 on teambuilding websiteUnder Announcements:

Schedule of Roles and their Rotation

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Collaboration ToolboxEntrance Conference

You decide as a Team when your Conference will be held

Doodle https://docs.google.com/forms/d/15wYuJuKC9gTDJCeejgLS-V92aqQrJ3ckbLp-YtOPEbE/viewform#start=invite

Conferences Times:February 9 - February 20

If none of the times work for your team contact Zhe or myself.

https://docs.google.com/forms/d/15wYuJuKC9gTDJCeejgLS-V92aqQrJ3ckbLp-YtOPEbE/viewform#start=invite

https://docs.google.com/forms/d/15wYuJuKC9gTDJCeejgLS-V92aqQrJ3ckbLp-YtOPEbE/viewform#start=invite

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Collaboration ToolboxEntrance Conference Module 3

Conference Participation

Schedule Entrance Conference by February 7

Duration: One hour

Laboratory Teaching Assistant should attend if possible

All must participate “no excuses”

Conference cancelled if all team members not in attendance

You can reschedule because of illness or unforeseen circumstances

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Collaboration ToolboxEntrance Conference Team Booklet

Material Submission and Assignment Entrance Conference

Read Module 2.2 TKI Reading

Night before the Conference You will have to discuss this reading in the conference

Recorder uploads into separate folders in Drop Box 24 hours before your Entrance Conference the following (must be before 10pm night before): NO PDF DOCUMENTS Ground Rules (Drop Box folder - “Ground Rules”)

Mission Statement (Drop Box folder - “Mission Statement”)Personal Strength and Weaknesses (Drop Box Folder – “Strengths, Weaknesses”)Expectations (Drop Box Folder – “Expectations”)Team Calendar can send me a URLShow schedule for experiments and meetings and other term commitmentsYou choose what calendar your team will use (Drop Box folder link to Calendar)Team meeting weekly time

Faculty meeting weekly time

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[email protected] [email protected] e-mailing in subject line:Last name-team#-your e-mail subject-date or sequential number

Reports:Weekly Progress Reports AgendasMinutes (optional)Team Leader Transition Reports (uploaded into Dropbox)Completion Report (uploaded into Dropbox)**Send reports as an attachment must have same information in subject line of word documents.Do not send or upload to Dropbox any of the above documents in PDF format, unless you also upload in word format.

Collaboration ToolboxTeam Correspondence

mailto:[email protected]

mailto:[email protected]

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Collaboration ToolboxProblem Solving

Eliminate Confusions and Frustrations!

“Teambuilding is taking time from our laboratory work”

“We shouldn’t have to report on the team process every week in the Weekly Progress Report”

“There was no change so I just said the same thing in Section 4”

“I didn’t know that we were suppose to have both a team meeting and a faculty team meeting and send agendas for both”

Problem Solve!

1 collaboration toolbox forming your team agenda for lecture 1. material needed: a) electronic copy...

Documents