Topic 1 - Develop Effective Workplace Relationships

A team is a collection of 2 or more people who interact regularly to accomplish common goals. You will be familiar with sporting teams.

Do sporting teams fit the definition?

Answer: YES!

By working in an office you are automatically part of a team: working to achieve the goals of the business. As well as general business goals, you will also be part of smaller teams, which have designated tasks to complete. For example: a team may be formed to make the arrangements for a 2-day conference the business is running.

Being part of a team is an important role for you to play. As a team member you will accept certain responsibilities and gain certain rights that you may not have otherwise had. You will contribute to the team and also expect others to perform their tasks on time. Good communication and organisational skills will be essential.

Now tryActivity A

Now tryTask 1

The Key Components of a Team

	A Purpose or Aim   - A Mission
A Size   -small or large	Every team has:	The Skills of each Team Member
	Goals & Objectives

Now tryActivity B

Now try Task 2

Let’s look more closely at the benefits of being a team member.

The benefits include:-


 

What do these words mean?

Now try Task 3

The Purpose or Aim of a Team.

In recent years businesses have increasingly used teams as a way of organising their businesses. This is a change from the more traditional hierarchical method of superiors and subordinates. See below for a traditional hierarchy:

The unit: Work Effectively in the Business Environment covers organisational structures like the traditional hierarchy in more detail.

The purpose or aim of a team is often expressed in a mission statement. A mission statement is an indication of why the team exists. It is written from the point of view of the team and includes what the group is involved in.

 

Here are some examples:

 

For a company:

 

Jansee Co is a national business that produces high quality jeans at cheaper prices than competitors. We are the world leader in design and fashion.

For a team:

 

The Sales Team at Jansee Co seeks out the most innovative and profitable ways of marketing Jansee Jeans. We are world leaders in our ideas and methods.

Now tryActivity C

Goals and Objectives  
 

All teams need to have a goal – ie what they want to achieve.

 

A goal:

• Clearly sets out the direction of the team

• Ensures all team members are working towards the same purpose

• Avoids team members being side-tracked onto other duties

• Helps identify the steps and tasks needed to achieve the goal

• Example : to organise a seminar to be held on October 12.
  
  

Once the goal of the team has been established, a set of objectives needs to be established - objectives are the steps that need to be accomplished to achieve the goal.

 

Objectives:

• Ensure all the tasks are identified in order to complete the goal

• Break a large task into its smaller parts which can then be assigned to the most suitable team member

• Help establish deadlines so that team members support each other and are accountable to the team.

• Example: Mail out to all clients by September, organise guest speakers, select the best venue.
  

Therefore, objectives must be achieved so that the over-all goal is met.

Now tryActivity D

The Size of Teams.

Teams vary in size, purpose and longevity. Some teams are formed to complete a specific task like organising the conference, while other teams are permanent and meet on a regular basis like a marketing team of a business. A small business may just have the one team which comprises all of the employees. Some businesses are organised into departments (eg- schools = Maths, English etc) and finally, committees are often formed for a specific purpose (eg OH & S committee)

The Skills of Each Team Member.

It is logical that a team should comprise of members who have the skills, knowledge and experience that will be added to the whole (ie the team).

Now try Task 4

Understanding Team Dynamics.

There are different types of personalities, bringing different strengths, in a team.

These are:-

• Co-ordinator - focuses on the objectives, sets agenda and priortises objectives. Has personal authority & discipline. Gets the best out of people with a good feel for their strengths and weaknesses.

• Shaper – quick-thinker and talker who provides structure to discussions and acts as a catalyst.

• Plant – original thinker who provides new ideas.

• Monitor - evaluator – analytical, counsels against risky solutions.

• Implementer – practical, turns objectives into work programmes.

• Resource investigator – explores new possibilities outside using extensive personal networks.

• Teamworker – helps team members to work well together

• Finisher – driven by deadlines and strong on following up tasks.

Now tryActivity E

Now tryActivity F

Your Role as a Team Member.

The team leader, in consultation with the team, will assign tasks in accordance with individual’s skill levels, experience & knowledge. Your skills as a communicator are essential in achieving a successful outcome to the team effort. You need to be aware of your strengths and weaknesses. The aim for you personally is to be assertive rather than passive (where you withhold your feelings) or aggressive (where you are hostile & domineering).

Assertiveness is being honest, open, focused and asking for what you want or need, while recognizing that others also have needs. This involves a degree of empathy, where you can “put yourself in some-one else’s shoes” and see their position and feelings.

Now tryActivity G

Complete the questionnaire “How Assertive are You?” in Activity G, read the scores then

Now try Task 5

The Role of Team Leader

The team leader’s role is to make sure the team operates efficiently so it can achieve the goal. There are 2 strands to their role:

1. Task-related strand

2. Group Dynamics strand

Now tryActivity H

 

Now try Task 6

Responsibilities and Duties of a Team.

Think of a professional sporting team, perhaps football or netball.

 

What is their name?   What sport?

 

Do the players have the following responsibilities and duties?	Yes	No
a job description ie - does each player have a position with guidelines specific to that position
employment arrangements ie- contractual arrangements setting out playing conditions
anti-discrimination and equity policies ie- no-one can be singled out because of race, gender
ethical standards ie- players, coaches and support staff are expected to act honestly and fairly according to an acceptable code set out by that sport
attempt a quality performance and always look to improving this performance
follow Occupational Health & Safety policies
Play and train using within the resources provided by the team or club
the team has a particular structure including a captain
players have skills that contribute to them team and are expected to train
players understand the responsibilities of the other players and show them respect

 

YOU SHOULD HAVE ANSWERED YES TO ALL OF THE ABOVE

 

THE SAME APPLIES TO WORK TEAMS

 

Responsibilities and duties are individual and collective.

 

 

Feedback

 

An important part of teamwork is feedback. This is where the team leader provides confidence-building and constructive advice to team members. The feedback is positive and designed to motivate and encourage the team (either collectively or individually). Feedback provides an opportunity to learn from the experience of being in this team performing this task. It is a support mechanism not a judgmental one.

Now tryActivity I

Feedback can also come from other sources:
 

Colleagues and Supervisors	Clients	Personal Reflection

In recent years performance appraisals have been used as a method of evaluating how well employees are performing their duties in line with the goals of the business. They tend to be used by larger organisations and are formal in nature. They may cover: salary reviews, promotional opportunities, dismissal, grievance or appeal or demotion. From an interview with the staff member a report is produced containing recommendations for the future.

Once a team has completed its task it is likely to conduct an evaluation (appraisal) of the success or otherwise of the team. It is a learning tool that hopefully ensures the same mistakes are not repeated and that successful strategies can be further developed.

Now try Task 7

The Performance Appraisal Process

A performance appraisal has a series of stepping-stones, which take a team member through a process of:

 

1. Conducting the appraisal with a mentor or supervisor– to determine strengths & weaknesses

 

 

 

 

 

2. Modifying behaviour – that addresses the strengths/weaknesses identified in 1.

 

 

 

3. Evaluating the success of the appraisal – did it produce the desired outcome for the team member and the mentor/supervisor?

Now try Task 8

This is the end of Topic 1. Now go to Topic 2