Phases of Team basics - Team building, required for different projects. Tools required to solve the problems.
Types of communication method and Plan for communication management to achieve it.
2. Learning Objective
Participant will be able to –
How to develop TEAM
Types of TEAM
Stages of Development
Decision Making Techniques.
Decision making Model.
Communication methods for the project
3. Content
Why TEAM is Required??
Types of TEAM
Project TEAM
Continuous Improvement TEAM
Virtual TEAM
Self- Managed TEAM
Mechanism for TEAM Success
Decision Making
Decision Making Techniques
Communication
Communication Method
4. MORE Brain MORE Thoughts MORE Ideas MORE Solution
Improved Creativity & Innovation
Factual Approach in Decision Making.
Involvement of Employees
Better Control & Work Discipline
Commitment for timely completion.
Provide Expertise
“Talent wins Games, but teamwork and Intelligence wins
Championships”.
- Michael Jordan
WHY Team is Required??
6. Project Team
Team made for specific purpose, specific task and dissolve after deliverables of
specific task.
Project Team consists of –
Project Leader
Project member
Project Contributor
Project Team is formed with cross functional members i.e. across different
departments.
Contributing to overall project objectives.
Provide expertise.
Perform task within the timelines and quality expectations.
Complete individual deliverables.
7. Continuous Improvement
What is Continuous Improvement ???
Continuous Improvement means an ongoing efforts to improve
product, service or process.
It can achieved through problem solving or improvement in
process.
We require TEAM for continuous improvement.
Problem Solving Team
Process Improvement Team
MAKE
THINGS
BETTER
8. Problem Solving Team
Cross Functional Team is formed for solve problem
associated with process.
Follow 7QC problem solving tools.
Establish ground rules for team.
Define Investigate Solution
Action
Plan
Implement
Check
Effectiveness
Solving Methodology:
9. Process Improvement Team
Process Improvement team solve problem associated with process.–
SIX SIGMA: Improvement in process by reduction in variation in
process.
LEAN: Improvement in process by reduction of wastes.
Define Investigate Solution Action Plan Implement
Check
Effectiveness
Solving Methodology:
10. Self Managed Team
A Self organized small group of people who plan, manage
day to day activities under minimal or no supervision.
HIGHLIGHTS:
Define its own goals.
Focus on overall process.
Control daily activities.
Complete individual task.
Create stronger sense of commitment to work efforts.
11. Virtual Team
Sit Differently, connect Virtual to achieve Common Goals.
Use technology for connection.
Difference between Virtual team & physically Team-
Absence of verbal and non- verbal cues.
Limited social context.
Ability to overcome time and space constraints.
BENEFITS:
Good Relationship Skills.
Clear Roles
Accountable
12. Mechanism for TEAM Success..!!!
EQUIPMENT – Team need meeting space, computer hardware,
software, presentation materials.
TRAINING –Training for required Tools.
MANAGEMENT SPONSOR – Sponsor role is vital leadership
function beyond simply launching team. Provide facility to team for
the decision implementation.
13. How to Develop TEAM ???
STORMING
NORMING
PERFORMING
ADJOURNING
FORMING
1
3
4
5
2
14. Stages of Development-
FORMING –
Selection of team based on expertise.
Member become familiar with each other.
Clarifies objective and define roles &
responsibilities.
Define ground rules.
15. Stages of Development-
STORMING –
Team members finally realize the size of task before think.
Think primarily as an individual and take decision as per
their advantages rather consider impact on other members.
Typical Behaviour shown - Arguments, testing leader’s
authority, self decision
Disagreement & Tension among members.
Interpersonal conflicts
16. Stages of Development-
NORMING –
Decision begins to shift their focus from personal concerns
to that of helping the team.
Start willing to discuss difference of opinion for the risk
assess and might impact to success.
Cohesive and roles developed.
17. PERFORMING-
Team become mature.
Team member have good understanding of each other’s
strength and weakness.
Great appreciation of importance of team’s process.
Significant progress towards achieving its goals.
High Task & goal orientation.
Stages of Development-
18. ADJOURNING –
Team complete their activities as per
timeline.
Deliverable result of implemented activities.
Team dissolve after completion of project.
Stages of Development-
19. Decision Making
A Decision is a judgement. It is a choice of alternatives.
It is rarely a choice between Wrong & Right.
Decision gap between existing situation and desired situation.
Right decision commit the total organization towards particular
course of actions.
Decision made by lower management implement the strategic
decision of top management.
“Decision – Making is the selection based on certain criteria from two/more alternatives”.
- George R Terry
21. Decision Making Techniques
Nominal Group Technique (NGT)
Brainstorming
Multivoting
Pareto Analysis
Fish Bone Diagram
SWOT Analysis
22. Nominal Group Technique
Ideas are written one at a time until all ideas are listed.
Discussion is permitted only to clarify ideas.
No criticism is allowed.
Silently generating ideas in written.
Discussion each recorded ideas and evaluate.
Voting individually on priority ideas with group solution being derived
mathematically through rank ordering.
Team
Formation
Start
Discussion
Brainstorm
Ideas
Record
Ideas
Clarify &
Prioritize
Ideas
23. Brain Storming
Problem Creative Thinking..!!!!
A Group technique by which efforts are made to find a conclusion for conclusion
for a specific problem by gathering a list of ideas spontaneously by its members.
Generate as much as ideas , suspending evaluation until all ideas have been
suggested.
24. Multivoting
A group decision making technique used to reduce a long list
of items to a manageable number by means of structured
series of votes.
Review the list from brainstorming activities.
Participant vote for ideas.
An Idea..!!!
Reduce a list
Prioritize a list
List Of
Ideas
25. Pareto Analysis
Also called as 80- 20 rules.
We are trying to find 20 % of work
that will generate 80% of result that
doing all works would deliver.
A formal technique useful where
many possible course of action are
competing for attention.
26. Fishbone Diagram
Central problem is visualized as head of the fish
with skeleton divided into branches showing
contributing causes of different parts of the
problem.
Identify Probable Causes.
Identify Root causes by verify each cause.
Identify Communication Challenges
Prioritize Communication Challenges
27. SWOT Analysis
S- Strength – Characteristics which add value to organization.
W- Weakness – Characteristics which don’t add value to organization.
O- Opportunities
T – Threats
A technique which helps to convert traditional strategies to fresh
perspective by categorize into Strength, Weakness, Opportunities and
Threats.
28. Communication..!!!
Communication – Exchange of intended information
by means of Speaking, writing, sharing knowledge,
articles etc.
Elements of communication –
Sender
Receiver
Message
Medium
“The Art of Communication is the language of LEADERSHIP”.
- James Humes
29. Communication Management Plan
A communication management plan documents how the
project manager manages and controls communication.
All stakeholder needs must be addressed.
Communication management plan becomes a part of
project management plan.
Planning
Input
Identify
Stakeholders
& their Needs
Identify
Communicati
on Method
Prepare
Communicati
on Plan
Finalize
Communicati
on Plan
31. Interactive
Communication
Stakeholders involved in the communication can
respond to each other in real-time.
Nature of communication is Sensitive.
These methods of communication are often used in
projects.
Most Effective way to gain consensus between parties.
Examples -
Minutes of meeting
Face-to-Face meetings,
Video conferencing,
Phone calls, and messenger chats.
32. Push Communication
Information flow without any feedback from the recipients.
Can reach large audience.
Some barrier exist in between communicators.
Example –
Email
Project Status Report
Notification to stakeholders through Press release.
Town Hall meeting.
Corporate Newsletter
Advertising
33. Pull Communication
It is Informal communication.
It doesn’t affect the work.
Large audience that needs to access information at their
discretion.
When need arises, the user can use data / information.
Examples-
Websites
Knowledge – Blogs, Articles.
Dashboards
34. Key Points for Communication
Advance plan for reoccurring meeting.
Specific Agenda and Purpose
Agenda shall be known in advance for preparation.
Keep in mind that all members attend meeting.
Appoint a Time – Keeper in team for utilize time
Editor's Notes
Team refers to “Together Everyone Achieves More”.
Number of people formed a TEAM. More Brain bring more thoughts, more ideas which converts into more solution.
More innovation and improved creativity will come up through brainstorming.
Involvement of employees show their responsibility and ownership.
Better control and work discipline.
Completion will be completed timely.
There are four types of Team –
Project team
Continuous Improvement Team
Process improvement Team
Problem Solving Team
Self management Team
Virtual Team
Project Team is formed for resolution of specific task. ( Customer complaint, Improved task).
Project Leader – Who provide leadership, and guide team.
Project member –Person who actually execute the assigned task.
Project Contributor – Person who help in execution of task by providing suggestion, expert opinion, and judgement.
Cross Functional team is formed to capture different phases of activities for the project completion.( Manufacturing – related to process, Engineering – Related to Machines, Quality – related to Quality requirement etc,)
Involve expertise from different department contribute completion of project successfully.
Roles & Responsibility will be defined more clearly.
Individual task completion with quality will be completed timely.
Example – Manufacturing, Quality, Procurement, Finance, Engineering, Supply Chain.
Continuous improvement means positive growth of improvement.
The objective is to make things better.
It can be achieved through –
Problem solving (Problem received from customer complaint, non –conformance, significant issue arises).
Process improvement ( Improvement in process, reduction in rejection, improve technology, etc).
Problem solving team is formed with cross functional department. Team from different department provide expertise and valuable knowledge.
It helps in smooth resolution.
The team follows mainly 7 QC tools for solving problems.
Solving methodology of problem solving are as follows:
Define problem
Investigate cause
Find solution
Develop an action plan
Implement plan
Evaluate the effectiveness of action implementation
Process improvement team is formed with cross functional department. The objective mainly to improve the process or reduce variation in process.
Tools like SIX SIGMA, LEAN methodology is used for process improvement.
SIX SIGMA – mainly used for reduction in variation in process.
LEAN - Methodology used for reduction in wastes. (7 types of wastes – Transportation, Inventory, Motion of workers, Waiting, Overproduction, Over-processing, Delay).
Solving Methodology used for process improvement-
Define problem
Investigate cause
Find solution
Develop an action plan
Implement plan
Evaluate the effectiveness of action implementation.
Self manage team – a small group of people who can plan, manage day to day activities under minimal or no supervision.
Highlights –
Define its own goals.
Focus on overall process.
Control daily activities.
Complete individual task.
Create stronger sense of commitment to work efforts
Virtual team – small group of people which sit in different location., connect with technology.
Role & responsibility are clearly defined.
They are accountable for each task which they performed.
Perform independently.
Team Success – Mechanism are required for team success. It ensure and facilitate for the successful execution and completion of team success.
Equipment – Meeting Space, technology, computer hardware software facilitate in improvement.
Training – Training for required tools helps in move in particular direction.
Management sponsor – Management provide special attention and provide direction to team for resolution.
How to develop Team – Here are stages of development of team – building –
Forming
Storming
Norming
Performing
Adjourning
Forming is the first stage of development of team building.
Team is formed and identify team members based on expertise.
The objective is formed that why team is formed. What is the motto of formation of team.
Roles & responsibilities are clearly defined.
Identified team meet at meeting hall and introduce each other.
Team discussed and form ground rules for the team execution.
Storming –
It is 2nd stage of development of team building.
Team brainstorm and decide action plan. In this phase, individual think as an individual action plan and take decision as per their advantages rather consider impact on other members.
It leads to disagreement and tension among members.
Trust does not build up among team members.
Typical Behaviour are shown by team members - Arguments, testing leader’s authority, self decision.
In Norming Stages –
Decision begins to shift their focus from personal concerns to that of helping the team.
Start willing to discuss difference of opinion for the risk assess and might impact to success.
Cohesive and roles developed.
Design making process -
It is divided into elements as follows:
Identify problem – Problem shall be clearly defined.
Collection of Data – Data collection is very important for the current status and for the comparison between current and future state.
Formulation of Model – Identified model will be used for decision making.
Selecting a Decision – Select a decision for the event.
Follow up Decision – Check effectiveness of selected decision taken.
Nominal Group Technique-
Group of people assembled at a point and start discussion on topic.
Team brainstorm ideas for the resolution of problem.
Record ideas on sticky notes.
Collect all ideas and categorize into groups.
Voting conducted on ideas and prioritize ideas and make decision for the problem.
Brainstorming
Convert problem into Creative thinking..!!!
Team sit together and think creatively and brought ideas on paper.
Multivoting – group decision technique to reduce or prioritize list of ideas by collection of majority of people.
Team vote for ideas. Count Votes.
Ideas are put in order to number of votes.
THAT HOW, IDEAS ARE IDENTIIFIED AND DECISION ARE TAKEN FOR THE PROBLEM.
Pareto Analysis is also called as 80-20 rule. 80% of the improvement can be achieve with 20 % efforts.
Possible ideas are accumulated and prioritize in number of ideas.
Fish bone is also called as Ishikawa Diagram.
Within interactive communication, face-to-face meetings are the most effective because they enable you to view the body language and facial expressions of the communicating stakeholders.