Team Building Series Essentials For Building A High Performance Team By Rio Susanto Today’s Objectives Discover the essential ingredients required for a “High Performance Team” to thrive. AfterToday Ready to evaluate your teams strengths, weaknesses, and areas to focus on. What You Will Learn – Challenges facing organizations today – Essential high performance team ingredients – How to mix in each ingredient – A leaders/managers role on the team – Benefits and value produced – A team building exercise Organization Challenges Increase Business Efficiency Control Costs Leverage Intellectual Assets Improve Customer Satisfaction Create Competitive Advantage Building A High Performance Team – Ingredients – Preparation – Building Process High Performance Team Essentials Set behavior guidelines Ingredients Set decision guidelines 1. Trust Freedom to make decisions Take risks Speak your mind Learn from mistakes Accountable for actions Speak the truth Work with others High Performance Team Essentials Ingredients Real, clear, defined, concrete 1. Trust Defines future state 2. Vision Inspirational & motivating Team focused on vision Justifies the hard work High Performance Team Essentials Ingredients Achievement fueled by hope 1. Trust 2. Vision Balance realism & optimism 3. Optimism Thrive to persevere Focus on the end goal High Performance Team Essentials Ingredients Team performs at their peak 1. Trust 2. Vision Leaders set the tone 3. Optimism Focus on the people 4. Enjoyment Focus on winning, not failing High Performance Team Essentials Ingredients Leaders focus on “What” 1. Trust 2. Vision Teams focus on “How” 3. Optimism Team members self directed 4. Enjoyment 5. Empowerment Ownership of responsibilities High Performance Team Essentials Ingredients Develop & use new skills 1. Trust 2. Vision Experience different roles 3. Optimism Cross train specialties 4. Enjoyment 5. Empowerment Work with diverse teams 6. Opportunity The Value Of High Performance Teams – Increased productivity – Improved customer service – Ability to do more with less – Increased innovation – Ability to quickly adapt to change – Ability to solve difficult, critical problems Team Building Exercise Objective: Business process improvement Rules: – We must dramatically reduce the process time – Ball starts and ends with same person – Everyone must touch ball – Order you touch the ball must remain the same What it Takes: The Essential Skills Strategic Leadership & Vision Business Leadership Planning & (Customer Budgeting Strategic Focus) Results Process Process Team Management Results Building & Business Leadership Staffing Communication Systems Systems Mgmt. Education & Training Policies Operational Information & Analysis Core Values & Skills Leadership: Is It In You? Leadership – Determining the Course to Take Organizational Leadership Authority Strategy Development Competent staff to execute the plans. Leadership: The opportunity to determine the what, the how and the who. Authority – How it is derived Acceptance theory – those who are led must accept the fact the leader has been placed in charge and is being held responsible for the unit. Institutional theory – power is bestowed by the position. (Organizational Chart). Competence theory – the individual with the experience and expertise or who knows the answers must, by definition, be the leader. Charismatic theory – individual who by force of personality is placed in a leadership position. Use of Authority Traditional Thinking – Authority / Power is a zero sum game. – The less power subordinates have, the more you can get them to do what you want. Empowering Concept – Authority / power is an expandable pie. – Keeping people powerless fosters dependence and discourages initiative. – The more authority people have to act, the greater their performance and satisfaction. Leadership in the Organization Leadership Performance Culture Behavior Who Has the Most Information? Top Management Middle Management Staff Basic Elements of Leadership Honesty and Integrity. Consistency. Good listening skills. Effective communication skills including the ability to influence others actions. Practical ideas. A willingness to take responsibility and to make difficult decisions. A completion factor. Peer respect. Advanced Elements of Leadership Leadership in the Past (experience). The capacity to create or catch a vision. A Message - communication that is understandable, convincing and persuasive (accepted). A constructive spirit of discontent. Empowerment of others. Mental toughness – the ability to make difficult decisions, handle criticism or face discouragement. Ability to select a good team. Leadership Types Visionary Leader Re-engineering Leader Directional Leader Strategic Leader Managing Leader Bridge-building Leader Motivational Leader Shepherding Leader Team Building Leader Entrepreneurial Leader Visionary Leader Enthusiasm Crystal clear picture of what they want to happen. Communicate the vision clearly and continually. Idealistic and not easily discouraged. Full of faith. They believe… and they appeal to others to get on board. Re-engineering Leader Strength is in re-engineering (design). Love the challenge of overhauling a situation or an entire organization. Thrive in finding the cure for lost vision / focus or finding the staff inappropriate for the team. Uninterested in leading over the long haul. Once the situation is cured, they look for the next challenge. Directional Leader Strength is in the ability to identify and sort through the options. Ability to assess the values, mission, strengths, weaknesses, resources, personnel and openness to change of an organization. Possesses the uncanny, god-given ability to choose the right path at critical intersections. Strategic Leader Strength is in planning. Forms the game plan for achieving a vision. Game plan is understandable and inclusive. Ability to plan coordinated efforts of various departments. Keeps the organization correctly positioned – financially, politically, etc. Managing Leader Strength is in execution. Ability to manage people, processes, systems and resources for mission achievement. Ability to monitor progress and make adjustments. Delivers results. Bridge Building Leader Strength is in diplomacy. Becomes the best friend and advocate for all constituent groups. Ability to compromise, negotiate, listen, understand and empathize. Ability to bring together a wide variety of constituencies under one umbrella of leadership. Motivational Leader Strength is in understanding people. Possess unique insight into what people need. – Training, recognition, day off, pay raise, office change, etc. Ability to inspire both individuals and teams. Recognize that team members get tired, lose focus and experience mission drift. Shepherding Leader Strength is in developing loyalty. Listens to, supports and nurtures team members. The mission gets accomplished due to the goodwill in the hearts of those cared for by the shepherd. Examples: Family owned business or a small business. Team Building Leader Strength – empowers people. Leadership philosophy – if you put the right people in the right slots doing the right things for the right reasons, they will get the work done without the leader looking over their shoulder. Ability to select the right people for the team and put them in a position to be successful. Entrepreneurial Leader Strength is leading a start-up operation. Possess vision, boundless energy and a risk taking spirit. Not suited to providing on-going leadership. Lose energy and focus with complex discussions about policies, systems, controls and databases. Leadership Types Visionary Leader Re-engineering Leader Directional Leader Strategic Leader Managing Leader Bridge-building Leader Motivational Leader Shepherding Leader Team Building Leader Entrepreneurial Leader Ineffective Leadership Types Godfather – demands absolute loyalty and punishes perceived disloyalty. This style relies heavily on coercive power. Ostrich – avoids problems. Eventually processes and decisions go around this person. Detailer – wants all information before they will make a decision. Over cautious. Non – Delegater – do everything themselves, don’t communicate well and staff feel out of the loop. Signs that a Leader should move on Incompatibility (boss, situation or organizational culture) Authority has been compromised. Immobility – lack of autonomy Organizational Transition Stagnancy Fatigue Family Closings and Openings The Age Factor “Somebody has to do something… and it is just incredibly pathetic that it has to be us.” Jerry Garcia Questions? The Team Building Game Where teams compete to build an effective team building game. Objectives Teams compete to build a great team building game. Each team presents their game to the group giving rational, rules and objectives. Games are evaluated against how effective they are as a team builder. The best game is played by the entire group. Rules Break the group into smaller groups no larger than 5 people in a group. Using a Flip Chart or a computer with PowerPoint, the group creates and presents a “Team Building” Game. Facilitator will set time limits and any other rules. Rules When the time expires, each team presents their team builder to the entire group giving – Rationalization – Concept – Rules – Objectives The facilitators or group vote on which Team Builder is the most effective. Playing Your Team Building Game The entire group now plays the winning Team Building Game with the group that created it acting as the facilitators. Team Building Basics Everyone is different. To build a solid team, everyone must know their teammates. Know your team members. Define the team mission or goals. All team members must accept and agree on the team goals. Define the team organization, structure and responsibilities. Define tasks and titles within the group that matches their skills and responsibilities. Make a game plan and ensure all members know everyone’s job. Use group language to develop team ownership of the goals. Share information freely within the group. Establish strong lines of communication. Have fun activities to enhance the team interaction. Brainstorm and freely share and listen to ideas. Tools for Collaboration, Learning, and Creativity Developing High Performing Teams 1. Wish your group were more engaged in meetings? 2. Want to build group rapport and trust quickly? 3. Wonder why teams can’t agree on goals and direction? AGENDA Experience the value of interactive learning Ice breaker Partner Activity Principles of Team Building -> Trust -> Engagement -> Learning EZ TeamToolZ Cards -> Applications Close & Debrief Goals for Tonight… #1 To encourage you to use interactive, experiential learning activities to build community and cohesive teams. And #2 To use one card per week for your staff meetings, training, and retreats. Definition of Team Building Team Building is… A series of processes or activities designed to improve a work team’s performance. The focus may be task oriented or interpersonal. Team building strives to: - Set common goals - Analyze roles and responsibilities - Examine processes and systems - Improve working relationships WHY Team Building? Brings the “whole system” into the room Increases group cohesion and camaraderie Supports positive change Increases retention Increases productivity- individual and group Raises morale Decreases absenteeism Eliminates counter-productive behavior Decreases mistakes due to miscommunication, unclear roles and responsibilities, and unspecified accountability. •Time at meetings must be spent in valuable ways and be engaging, that is, interactive both verbally and nonverbally. •People are more creative and engaged when they’re in “the zone” and accomplishing tasks together and meeting their goals. Why Emphasize Interactive Activities? Creates learning climate of openness and playfulness. Increases retention to 90%! Builds relationships Stimulates right/left brain: senses awakened! Encourages collaboration - wiser way to work together. EZ Team Activity Cards Overview Instructions Purpose Variations Time Debrief Questions Materials/Preparation Results from Interactive Learning 90% more retention- see Share resources and talent Increase innovation Great place to work Decrease conflict and counter-productive behavior Increase individual and group productivity Retention Triangle 10% READ VERBAL 20% Hear 30% VISUAL Photos, Videos 50% Demonstration 70% Site Visit Hearing, Seeing, Doing, Sensing 90% Dramatic Presentation, Simulation Doing the Real Thing Collaboration Planning Executing Playfulness Rejuvenates Teamwork Keys to Team Success – Balance Results Processes Relationships Team Consulting Process Surveys, Interviews, Meeting Observations, Offsite Planning Meeting Assess & Feedback Contract Diagnose Planning Implement Evaluation Team Activities – Engage Your Group! Collaboration Through Team Building Collaboration Through Team Building Session Objectives: • Identify and understand teams and how they function. •Demonstrate the skills necessary for the development of an effective team. Collaboration Through Team Building Survival Run Video • Exercise – while watching the video write down the “team” behaviors and characteristics that you observe. Collaboration Through Team Building The Most Effective Teams: • Share information openly • Participate in the team’s task • Encourage each other • Use all of the team’s resources Collaboration Through Team Building Activity: Complete the Self-Awareness Assessment. • Decide whether each of the statements is true (T) or false (F) or if you are uncertain (?). • Place your check in the appropriate column to the right of each statement. Collaboration Through Team Building When groups are formed into teams: • Roles and interactions are not established. • Some members may observe as they attempt to determine what’s expected of them. • Others engage the team process immediately. • As members learn their roles they find ways to work together and learn about team issues. • These processes occur in 4 stages. Collaboration Through Team Building Stage One - Forming Period in which members are often guarded in their interactions because they’re not sure what to expect from other team members. This is also the period in which members form opinions of their teammates. During this stage, productivity is low. Collaboration Through Team Building Forming – Enhance Team Development by: • Share responsibility • Encourage open dialogue • Provide structure • Direct team issues • Develop a climate of trust and respect. Collaboration Through Team Building Stage two - Storming Characterized by competition and strained relationships among team members. There are various degrees of conflict dealing with issues of power, leadership and decision- making. This is the most critical stage for the team. Collaboration Through Team Building Storming - Enhance Team Development by: • Joint problem solving. • Norms for different points of view. • Decision-making procedures. • Encourage two-way communication. • Support collaborative team efforts. Collaboration Through Team Building Stage three -Norming Characterized by cohesiveness among members. In this phase, members realize their commonalities and learn to appreciate their differences. Functional relationships are developed resulting in the evolution of trust among members. Collaboration Through Team Building Norming - Enhance Team Development by: • Communicate frequently and openly about concerns. • Encourage members to manage the team process. • Give positive and constructive feedback. • Support consensus decision-making efforts. • Delegate to team members as much as possible. Collaboration Through Team Building Stage four -Performing The team now possesses the capability to define tasks, work through relationships, and manage team conflicts by themselves. Communication is open and supportive. Members interact with without fear of rejection. Leadership is participative and shared. Different viewpoints and information is shared openly. Conflict is now viewed as a catalyst that generates creativity in the problem-solving process. Collaboration Through Team Building Performing - Enhance Team Development by: • Offer feedback when requested. • Support new ideas and ways for achieving outcomes. • Encourage ongoing self-assessment. • Develop team members to their fullest potential. • Look for ways to increase the team’s capacity. Collaboration Through Team Building REMEMBER!!! Any change in the composition of the team or its leadership will return the team to the forming stage. Collaboration Through Team Building The most effective teams arrive at decisions through consensus by following a rational process that includes: • Identifying the issue. • Setting a specific objective. • Gathering and analyzing the facts. • Developing alternatives. • Evaluating the alternatives. • Deciding and acting. Collaboration Through Team Building In addition to the problem solving process, teams must also engage in interpersonal interaction. Decisions are made and objectives are achieved not only by effectively following the problem solving process, but also to the extent that team members share information in an open, candid, honest, and trustful manner. Collaboration Through Team Building Activity: “Hurricane Disaster” - problem solving and team building exercise. Collaboration Through Team Building Problem Solving Process • Identifying the issue. • Setting a specific objective. • Gathering and analyzing the facts. • Developing alternatives. • Evaluating the alternatives. • Deciding and acting. Collaboration Through Team Building “Hurricane Disaster” Activity - Five essential strategies: 1. Issue an evacuation order and ensure it is communicated throughout the entire community using all available resources. 2. Order that all designated emergency shelters be opened and manned. 3. Instruct all public safety units to aid in an orderly evacuation and in assisting those who cannot be evacuated to be transported to the designated emergency shelters. Collaboration Through Team Building “Hurricane Disaster Activity” - Five essential strategies: 4. Arrange for controlled access to evacuated areas and prepare to prevent looting. 5. Plan for the return of the evacuees after the hurricane danger is over: including shelter and relocation, damage assessment, and recovery operations. Collaboration Through Team Building In Review: • Differences between groups and teams. • 4 Stages of team development and ways to enhance team development. • Team problem solving process. • Experienced the team building and problem solving processes. Collaboration Through Team Building Teams A leadership training lesson from The Pennsylvania State University. Teams: Overview Introduction Lesson Objectives Lesson Content Reflection Questions Introduction Teamwork is essential – Individuals are becoming less autonomous – Top ten Fortune 500 Companies are globally diverse – Universities have international study programs – 4-H’s experiential learning method involves teamwork College students #1 dislike about any leadership class: Group work – Because the process takes longer than we like, but team development process is essential to success Lesson Objectives At the end of the lesson, you will be able to: – Define a team – Discuss stages of team development What is a team? A team is a group of people working together to achieve a common purpose for which they hold themselves accountable This team will: – Share a work product – Have interdependent tasks – Share responsibility of results – Have a commitment to work together – Manage relationships across boundaries Why teams? Complex tasks Creativity is Path/direction unclear Efficient use of resources needed High commitment is desired Members have a stake in the outcome No one individual has sufficient knowledge to solve the problem Types of Teams Problem resolution team – Resolve problems on an on-going basis Creative teams – Explore possibilities and alternatives Tactical team – Execute a well-defined plan Information & Teams: Handling the Load Define your information needs – What do you need to know? – Who has the info? – How will you get it? – When do you need it? Share important news in team meetings – Especially if it is news that affects the whole team or the team product Information & Teams: Handling the Load Take and distribute minutes for each team meeting – This will help to keep all members on the same page Develop routine reports like weekly team schedules – This will make all members aware of deadlines, responsibilities, etc. Information & Teams: Handling the Load Post important and needed data – If you discover something that will be relevant to another team member, posting it will help everyone Keep team info reports simple – Bullets – Headings Stages of Team Development Kipp and Kipp (2000) say: – Dysfunctional teams/groups often prevent themselves from being effective and productive – Handle conflict badly – Follow unwritten rules that limit effectiveness and waste time Research has provided steps to aid in successful development of teams Stages of Team Development Tuckman and Jenson (CITE) list different stages of development for a team – Team must go through the stages to maximize their potential and become a successful unit – Not necessarily universal or sequential in nature, but knowing these stages is helpful in Recognizing where a team is in their development Knowing what is happening to a team and why Knowing what to do next Stages of Team Development Tuckman and Jenson model has 5 steps, but team development is a continual process – An event could move a team from stage four back to stage one or two – A team may be at stage three for one task, but stage for for another – Some teams pass easily between stages – Some teams reach a level and become stagnant – Each stage has it own characteristics Stages of Team Development 1. Forming 2. Storming 3. Norming 4. Performing 5. Reforming/Adjourning Stages of Team Development 1. Forming Team Activities/Characteristics – Get acquainted – Test boundaries – Task define – Initial goal setting – Rules established Stages of Team Development 2. Storming Team Activities/Characteristics – Differences emerge – Conflict – Task related interactions Stages of Team Development 3. Norming Team Activities/Characteristics – Issues are Conflicted and Resolved – Spirit of cooperation – Communication – Group Unity and Culture Established Stages of Team Development 4. Performing Team Activities/Characteristics – Group self management – Autonomy – Team unity – Problem solving Stages of Team Development 5. Reforming/Adjourning Team Activities/Characteristics – Evaluate the project – Evaluate the process Checklist for development Kipp and Kipp (2000) authored a checklist to aid in successful development of a team – Being authentic is key to team development Know your strengths and challenges, as well as the strengths and challenges of your followers Honesty will help you go authentically through the process – Willingness to bring a “whole person” is also key Develop the capacity to be vulnerable with each other Checklist for development 6 additional elements/questions to ask about your team: – Goals: What constitutes success for us in a particular situation and overall? – Roles: What are our expectations and what do we expect from each other? – Rules: What are our agreements on decision making, work ethic, and follow-through? – Relationships: How do we handle conflict, ambiguity, rumor, secrecy, trust, etc? – Results: How do we determine performance day to day? What are our dials? – Rewards: What is in it for us individually and collectively? Are we ok with that? Team Building Four reasons and strategies for each 1. New group formation and improved relationships – Self disclosure exercises – Team challenges – Temperament or styles profiles 2. Problems in group dynamics – Conflict management – Reflective listening – Communication – Community building Team Building Four reasons and strategies for each 3. Barriers to goal attainment – Role definition – Decision protocols – Systems thinking 4. Resolution of goals and game plan – Business strategy – Management philosophy – Team charter development Team Building Four reasons and strategies for each 3. Barriers to goal attainment – Role definition – Decision protocols – Systems thinking 4. Resolution of goals and game plan – Business strategy – Management philosophy – Team charter development Reflection Questions What is a team and when should we use teams? Describe an example in your own experiences where you have been involved in an effective team. Thanks !