Plan Your Group's Commuincation

The specific communication required for team productivity will depend on the specific needs of the team's task.  Just defining the team's task often requires considerable communication: any team's success depends on planning its action. Do NOT "jump right into the task" without spending the time it takes to figure out HOW to do the task. Instead, follow these steps: Define the task Plan the work  Organize the team to do the work Plan the communication events required for the successful completion of the project.

Define the Group's Task

The first order of business is to agree on the group's goal.  This will sometimes be a fully developed statement of the team's charge, but it can also be a simple sentence that defines the project.  Often the task is clarified with a supervisor, client, or business partner.  Tool: Memo of Understanding The typical document to record the agreement on the task is a Memo of Understanding.  The memo is generally prepared by the team and sent to the client who signs the document to signify agreement.  (Click here for worksheet to guide you in preparing a Memo of Understanding.)

Plan the Group's Work

Before any task begins, be sure the team knows exactly what it needs to do the task.  Two basic questions need to be answered: What are the steps of accomplishing this particular task, and what are the resources required to accomplish the task  The team's task is being further redefined at the level of operational detail.  In practical terms, that means to translate your group's assignment into a specific work plan.  The complexity of a work plan will depend on the complexity of the project, but they all include a few key elements:  a) a list of tasks A "task" is a thing that can be done by one person in one work session (sometimes defined as a four hour work "shift" or as something that can be done by a person in a single effort).  A task is something like "make a phone call" or "decide the color of tablecloths".  A task is NOT a major responsibility or a series of tasks that make up a larger goal.  For instance, "do  the advertising" involves a whole series of tasks, such as locate advertising specs, write ad copy, secure photos, secure permission to use photos, create print-ready copy, delivery copy to printer, pick up brochures, distribute brochures. b) a project calendar A calendar must be created that includes all the dates by which the tasks must be completed.  Generally, due dates drive the process.  A team might realize that advertising must begin three weeks prior to the event, for instance.  The team will then "back" into the dates that each of the advertising tasks must be done, and in which order, to insure that brochures are distributed on time. c) the assignment of resources Once the team knows what work needs to be done, the resources to do that work must be located and assigned.  This includes such things as indivudal team members' time and specific expertise of the team members, as well as monetary resources, outside vendors, or research sources. Developing a work plan might take a LOT of communication.  Don't stop talking because you can't agree on a work plan!   Sometimes no one in the group has a clear idea of what tasks are needed to complete the team's goal, or how to do some required tasks. Don't simply stop discussing in the hope that you will magically figure out how to do the work!  Instead, plan and complete a RESEARCH task to find out how to do the task you've been charged with. Tool: Calendar Software Most business organizations use some kind of software to manage large projects, and even a small work team will generally have access to such basic tools as document sharing software, electronic calendars, and electronic communication tools.  Your instructor might have you become familiar with the use of these tools by assigning you to use Web CT tools, Project Manager, or Sharepoint as part of your team assignment.  Many teams find that Excel is an excellent tool for planning out the progression of work.  (Click here to see a sample of a work plan created as a Gantt chart with Excel.) Tool: Assess Your Personnel Resources  Team productivity depends to some extent on three types of members' individual skills: technical, administrative, and interpersonal. Technical skills are those that allow people to perform the required tasks.  The ability to analyze an equity investment, for instance, might allow one group member to perform a task in a finance team's portfolio analsyis project.   Projects always require organizing, corrdinating and controlling a number of activities, and individuals with administrative skills are often the best prepared for handling those team activities. Finally, a productive team is one that engages in productive communication and quickly manages conflict, which is dependent on members' interpersonal skills.  (Click here for  a worksheet to guide you in assessing your team's personnel resources.)

Plan the Group's Communication

Take another look at the sample work plan.  Notice the final step, which is to determine what communication is needed to coordinate all the various tasks being done by individual members of the group.