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Chapter 2 - Team Roles & Responsibilities

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The Team Handbook Third Edition © 2003 Oriel Incorporated. All Rights Reserved. 1 Chapter 2 Chapter 2 Team Roles & Responsibilities Team Roles & Responsibilities 2-1
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Page 1: Chapter 2 - Team Roles & Responsibilities

The Team Handbook Third Edition © 2003 Oriel Incorporated. All Rights Reserved. 1

Chapter 2Chapter 2Team Roles & ResponsibilitiesTeam Roles & Responsibilities

2-1

Page 2: Chapter 2 - Team Roles & Responsibilities

The Team Handbook Third Edition © 2003 Oriel Incorporated. All Rights Reserved. 2

What You Will See in This ModuleWhat You Will See in This Module

I.I. Team RolesTeam Roles

II.II. Responsibilities for Successful ImprovementResponsibilities for Successful Improvement

A.A. Before the ProjectBefore the ProjectB.B. During the ProjectDuring the ProjectC.C. After the ProjectAfter the Project

III.III. Leadership Team ReviewsLeadership Team Reviews

2-1

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The Team Handbook Third Edition © 2003 Oriel Incorporated. All Rights Reserved. 3

Team RolesTeam Roles

• Team MembersTeam Members carry out the team’s work, sharing their carry out the team’s work, sharing their knowledge and experience, listening to others, and completing knowledge and experience, listening to others, and completing assignments. Effective Team Membersassignments. Effective Team Members

• Contribute fully to the projectContribute fully to the project• Share their knowledge and experienceShare their knowledge and experience• Participate in meetings and discussionsParticipate in meetings and discussions• Listen to others and stay open to ideasListen to others and stay open to ideas• Assist the Team Leader with managing meetings, documentation, Assist the Team Leader with managing meetings, documentation,

discussions, etc.discussions, etc.• Carry out assignments between meetingsCarry out assignments between meetings• Communicate effectively with colleaguesCommunicate effectively with colleagues• Recognize they may be implementing changes themselvesRecognize they may be implementing changes themselves

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Team Roles, cont.Team Roles, cont.

• The The Team LeaderTeam Leader orchestrates team activities, maintains orchestrates team activities, maintains records, and serves as a communication link with the rest of records, and serves as a communication link with the rest of the organization. An effective Team Leaderthe organization. An effective Team Leader

• Focuses on following a data-based method to solve the problemFocuses on following a data-based method to solve the problem• Serves as the contact point for communicationServes as the contact point for communication• Develops ways of updating others who might be affected by the team’s Develops ways of updating others who might be affected by the team’s

workwork• Meets with the Sponsor between scheduled meetingsMeets with the Sponsor between scheduled meetings• Keeps official team recordsKeeps official team records• Participates selectively and carefully in discussionsParticipates selectively and carefully in discussions• Participates in carrying out the work between meetingsParticipates in carrying out the work between meetings• Retains authority as a manager or supervisorRetains authority as a manager or supervisor——the leader can the leader can

immediately implement changesimmediately implement changes• Helps the team resolve its problemsHelps the team resolve its problems

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Team Roles, cont.Team Roles, cont.

• The The CoachCoach understands the tools and concepts of improvement, understands the tools and concepts of improvement, including approaches that help a team have effective, productive including approaches that help a team have effective, productive meetings. An effective Coachmeetings. An effective Coach

• Attends meetings, but is neither a leader nor a memberAttends meetings, but is neither a leader nor a member• Focuses more on the team’s process than its productFocuses more on the team’s process than its product• Assists the Team Leader in developing individual assignments Assists the Team Leader in developing individual assignments • Works with the Team Leader to plan for upcoming meetingsWorks with the Team Leader to plan for upcoming meetings• Helps the Team Leader review plansHelps the Team Leader review plans• Teaches data collection and analysis techniquesTeaches data collection and analysis techniques• Helps the team graphically present dataHelps the team graphically present data• Guides the team’s efforts when technical expertise is requiredGuides the team’s efforts when technical expertise is required• Encourages the team to seek the causes of the problem before generating Encourages the team to seek the causes of the problem before generating

solutionssolutions• Works with Team Members to develop data collection formsWorks with Team Members to develop data collection forms• Helps the Team Leader handle group dynamicsHelps the Team Leader handle group dynamics• Helps the team prepare and rehearse management presentationsHelps the team prepare and rehearse management presentations

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Team Roles, cont.Team Roles, cont.

• The The SponsorSponsor selects a problem or process for improvement, selects a problem or process for improvement, and reviews and supports team efforts. An effective Sponsorand reviews and supports team efforts. An effective Sponsor

• Maintains overall responsibility, authority, and accountability for the Maintains overall responsibility, authority, and accountability for the efforteffort

• Selects and defines the projectSelects and defines the project• Determines the resourcesDetermines the resources• Selects the Coach, Team Leader, and Team MembersSelects the Coach, Team Leader, and Team Members• Provides context, guidance, direction, and supportProvides context, guidance, direction, and support• Reviews progress and “runs interference”Reviews progress and “runs interference”• Ensures stakeholders have appropriate involvementEnsures stakeholders have appropriate involvement• Ensures changes are implemented and monitoredEnsures changes are implemented and monitored• Feeds data and lessons learned into a system for further improvementsFeeds data and lessons learned into a system for further improvements

2-6To2-7

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Roles and ResponsibilitiesRoles and ResponsibilitiesRoles and Responsibilities for Improvement ProjectsRoles and Responsibilities for Improvement Projects

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Before the ProjectBefore the Project

Sponsor responsibilities before the project:Sponsor responsibilities before the project:

• Select and define the projectSelect and define the project

• Draft a clear charterDraft a clear charter

• Select the CoachSelect the Coach

• Select the Team LeaderSelect the Team Leader

• Select the Team MembersSelect the Team Members

• Provide the resourcesProvide the resources

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Selecting a Process to ImproveSelecting a Process to Improve

Select a process thatSelect a process that

• Is important to the organization and its customersIs important to the organization and its customers

• Is not undergoing major changesIs not undergoing major changes

• Is relatively simple and definedIs relatively simple and defined

• Completes a cycle once a day or soCompletes a cycle once a day or so

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Common Errors in Selecting ProjectsCommon Errors in Selecting Projects

• Selecting a process beyond your authority or controlSelecting a process beyond your authority or control

• Selecting a project no one is interested inSelecting a project no one is interested in

• Selecting a solution to implement rather than a problem to Selecting a solution to implement rather than a problem to investigateinvestigate

• Selecting a process in transitionSelecting a process in transition

• Selecting a system, not a processSelecting a system, not a process

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Before the ProjectBefore the Project

Coach responsibilities before the project:Coach responsibilities before the project:• Work with Team Leader to identify team’s initial trainingWork with Team Leader to identify team’s initial training

• Work with Sponsor and Team Leader to pick Team MembersWork with Sponsor and Team Leader to pick Team Members

• Help Sponsor and Team Leader complete first draft of the Help Sponsor and Team Leader complete first draft of the chartercharter

• Help Team Leader draft the initial project planHelp Team Leader draft the initial project plan

Team Leader responsibilities before the project:Team Leader responsibilities before the project:• Review charter with Sponsor to understand the scope of the Review charter with Sponsor to understand the scope of the

problemproblem

• Draft remaining elements of charter for Sponsor reviewDraft remaining elements of charter for Sponsor review

• Meet with Coach to clarify roles and responsibilitiesMeet with Coach to clarify roles and responsibilities

• Review charter with Coach and draft project planReview charter with Coach and draft project plan

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During the ProjectDuring the Project

Sponsor responsibilities during the project:Sponsor responsibilities during the project:

• Orient the teamOrient the team

• Represent team interests to the organizationRepresent team interests to the organization

• Review team progressReview team progress

Coach responsibilities during the project:Coach responsibilities during the project:

• Meet with Team Leader to discuss team’s progressMeet with Team Leader to discuss team’s progress

• Teach tools/skills to team during meetingsTeach tools/skills to team during meetings

• Get team “unstuck” during meetingsGet team “unstuck” during meetings

• Meet with Sponsor, Team Leader, and Team Members forMeet with Sponsor, Team Leader, and Team Members for joint team meetings joint team meetings

2-17To2-18

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During the Project, cont.During the Project, cont.

Team Leader responsibilities during the project:Team Leader responsibilities during the project:• Lead improvement projectLead improvement project

• Provide Team Members with improvement tools and methodsProvide Team Members with improvement tools and methods

• Develop, update, and execute the project planDevelop, update, and execute the project plan

• Identify problems and risksIdentify problems and risks

• Plan team meetingsPlan team meetings

• Lead meetings until Team Members are comfortable enough to Lead meetings until Team Members are comfortable enough to take turnstake turns

• Handle meeting logisticsHandle meeting logistics

• Regularly meet with Sponsor and Coach to review progressRegularly meet with Sponsor and Coach to review progress

• Meet with Sponsor, Coach, Team Members for joint reviewsMeet with Sponsor, Coach, Team Members for joint reviews

• Make recommendations for changes when necessaryMake recommendations for changes when necessary

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During the Project, cont.During the Project, cont.

Team Member responsibilities during the project:Team Member responsibilities during the project:

• Participate in team meetingsParticipate in team meetings

• Help with administrative tasksHelp with administrative tasks

• Complete assignments between meetingsComplete assignments between meetings

• Communicate progress to colleaguesCommunicate progress to colleagues

• Make recommendations for changesMake recommendations for changes

• Meet with Sponsor, Coach, Team Leader for joint reviewsMeet with Sponsor, Coach, Team Leader for joint reviews

2-19To2-20

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Balancing RolesBalancing Roles

Continuum of Leadership Shared Between Team Leader and CoachContinuum of Leadership Shared Between Team Leader and Coach

Amount of Active Leadership by CoachAmount of Active Leadership by Coach

Start of the Start of the projectproject

After a few After a few meetingsmeetings

End of the End of the projectproject

Amount of Active Leadership by Team LeaderAmount of Active Leadership by Team Leader

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Joint Review MeetingsJoint Review Meetings

Joint review meetings between Sponsor, Coach, Team Leader, Joint review meetings between Sponsor, Coach, Team Leader, and Team Members are heldand Team Members are held

• To stay updated on progressTo stay updated on progress

• At the end of each stepAt the end of each step

• Whenever unexpected Whenever unexpected problems ariseproblems arise

• When major revisions When major revisions occuroccur

• When solutions are When solutions are selectedselected

2-22To2-23

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Structure of Review MeetingStructure of Review Meeting

Before the review:Before the review:

• Team Members agree on what to presentTeam Members agree on what to present

• Team Leader and Sponsor agree on agendaTeam Leader and Sponsor agree on agenda

• Team Members prepare and send out handoutsTeam Members prepare and send out handouts

• Sponsor and Coach read materials, looking to understand logic Sponsor and Coach read materials, looking to understand logic and supporting dataand supporting data

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Structure of Review Meeting, cont.Structure of Review Meeting, cont.

Part one of the review:Part one of the review:

• Sponsor opens meeting and Sponsor opens meeting and reviews agendareviews agenda

• Team presents highlights of workTeam presents highlights of work

• Sponsor asks questions and Sponsor asks questions and offers suggestionsoffers suggestions

• Team asks questions and responds Team asks questions and responds

• Sponsor closes part one and Sponsor closes part one and reviews next stepsreviews next steps

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Structure of Review Meeting, cont.Structure of Review Meeting, cont.

Part two of the review:Part two of the review:

• Sponsor and Coach meet and discussSponsor and Coach meet and discuss• Main messages sent to the teamMain messages sent to the team• Ways to improve what was saidWays to improve what was said• Ways to improve the review itselfWays to improve the review itself

• Team Leader and Team Members meet and discussTeam Leader and Team Members meet and discuss• Main message heard by the teamMain message heard by the team• How to address the main pointsHow to address the main points• Ways to improve the review itselfWays to improve the review itself

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Structure of Review Meeting, cont.Structure of Review Meeting, cont.

Part three of the review:Part three of the review:

• Sponsor, Coach, and Team Members reconvene to discussSponsor, Coach, and Team Members reconvene to discuss• Main messages sent and receivedMain messages sent and received• Any modifications to those messagesAny modifications to those messages• The team’s plans for next stepsThe team’s plans for next steps• How to improve the next review How to improve the next review

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After the ProjectAfter the Project

Sponsor responsibilities after the project:Sponsor responsibilities after the project:• Celebrate project’s conclusionCelebrate project’s conclusion

• Communicate team’s resultsCommunicate team’s results

• Monitor changesMonitor changes

• Review information collected during the projectReview information collected during the project

Team Leader responsibilities after the project:Team Leader responsibilities after the project:• Ensure project documentation completeEnsure project documentation complete

• See that process owner receives documentationSee that process owner receives documentation

• Identify, document, and communicate lessons learnedIdentify, document, and communicate lessons learned

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After the Project, cont.After the Project, cont.

The The Process OwnerProcess Owner is the manager or supervisor who has is the manager or supervisor who has ongoing responsibility toongoing responsibility to

• Monitor the processes and key measures in his or her area of Monitor the processes and key measures in his or her area of responsibility responsibility

• Maintain control of key elementsMaintain control of key elements

• Maintain the project’s gainsMaintain the project’s gains

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Leadership Team ReviewsLeadership Team Reviews

The Leadership Team meets periodically toThe Leadership Team meets periodically to

• Continually assess project mix against organizational prioritiesContinually assess project mix against organizational priorities

• Check for synergies across projectsCheck for synergies across projects

• Manage the “pipeline” of projectsManage the “pipeline” of projects

• Reinforce consistent message about importance of projectsReinforce consistent message about importance of projects

• Gather lessons learnedGather lessons learned

2-30To2-31

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SummarySummary

• Teams require people with specific roles and responsibilites.Teams require people with specific roles and responsibilites.

• Sponsors identify and review projects and support the team.Sponsors identify and review projects and support the team.

• Coaches teach teams how to use specific tools and skills.Coaches teach teams how to use specific tools and skills.

• Team Leaders orchestrate team acitivities.Team Leaders orchestrate team acitivities.

• Team Members share knowledge, experience, and expertise to Team Members share knowledge, experience, and expertise to while completing the project.while completing the project.

• Joint review meetings are held throughout the life of the Joint review meetings are held throughout the life of the project.project.

• The Leadership Team periodically reviews all project so the The Leadership Team periodically reviews all project so the organization can improve how it improves.organization can improve how it improves.


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