Five Rules for Productive Engagement

Organizational teams face many challenges. Team leaders and members have varied responsibilities and participating on ad-hoc and/or cross functional teams can seem like an additional burden, one that falls outside the parameters of their “real” job. Bringing some structure to the team process can help.

The first step is to establish a statement of purpose. It sounds simple, but teams can become distracted and begin to stray from their original intent. Having a clear, concise purpose statement can help maintain focus on the goal at hand. Top tip: Be sure to include this statement at the top of each meeting agenda (yes, there should be a detailed, timed agenda for every meeting).

Step two is to establish rules of engagement. Ad hoc teams can often bring to light conflicts and differing points of view. These guidelines can keep discussions level and on track. Here’s a suggested statement: “It is essential that in all of our deliberations, we remain polite, civil, respectful, direct and unambiguous."

Step 3 is committing to starting the meeting with a positive focus. Go around the room quickly and ask each team member to share something positive about the business, their department, a co-worker, etc. Beginning with a positive focus can set a productive tone for the rest of the meeting.

Step 4 is to agree on meeting ground rules. Spell out the way the meeting will be managed and the expectations for each team member and the team as a whole.

Step 5 is ownership and accountability. As tasks and tactical items are cited, assign a “champion;" someone who is responsible and accountable to the team to ensure that the initiative moves forward. They will report back to the team at the next meeting with a clear, concise progress report. Too often, items are discussed, and action decided upon, but no one takes full responsibility for making it happen. As a very accomplished football coach likes to say, “Anyone could have made the play, everyone thought someone would make the play, so no one made the play.”  And by ownership, we mean one person, not a team, department, or group.

When properly prepared and focused, teams can move work forward in an efficient, effective way while bonding team members and making work fun and energizing.

For more information on maximizing the contribution of your teams, contact me at joe@ajstrategy.com