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MECH 350Engineering Design I

University of VictoriaDept. of Mechanical Engineering

Lecture 6: Teamwork Dynamics and Leadership:

Tips and Techniques

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TEAMWORKTEAM LEADERSHIPCONDUCTING AN EFFECTIVE MEETINGCONSENSUS BUILDINGHITCHHIKERS AND COUCH POTATOESCONFLICT RESOLUTION

Outline:

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In MECH 350, Engineering Design I, you are working within a ‘team’ on a ‘design project’

Recall the definition of a ‘project’. A project:is a temporary endeavourhas a defined beginninghas a defined end (defined as either a date, constrained by funding, or upon submission of deliverables)is undertaken to meet a ‘need’ and has a clear ‘goal’.must satisfy the project objectives and adhere to any project constraints.

Definition of Projects

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Why use teams to work on projects?

Benefits:Sharing the work load on a large projectPeople with specialized skills/knowledge can work on specific tasks efficientlyMeet new people with fresh ideasCheck on your own thinking______________________________________________________

Teamwork (Pros and Cons)

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Why use teams to work on projects?

Negatives (in some cases):Takes too much timeRewards popularity not good ideasSome members make little effort but get credit___________________________

Teamwork (Pros and Cons)

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As future engineers, you will very likely:work in teams on complex engineering projects.need to work with, and communicate with other engineers and technical staff.need to work with, and communicate with non-technical people such as customers/clients, management, the public, government, etc...face differences of opinion, and conflict over issues.______________________________

As a project team member, you and your reputation will become bound to the project, as perceived by outsiders.To some degree the project’s success or failure will be a reflection of your efforts.

Teamwork

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What specific techniques can you learn in this course, for creating good teamwork?

1.Team leadership2.How to conduct a proper meeting3.How to conduct yourself within the group4.How to handle conflict within the group

Teamwork

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In your opinion, what are the qualities of a great team leader?(Think of some great leaders you know of)

_________________________________________________________________________________

What are some examples of poor leadership?

_________________________________________________________________________________

Team Leadership

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The following are Ideals that anyone who is in a Leadership Position, should aspire to, and work hard to achieve:

A great team leader is someone who:

Can be trusted to lead the team, with the best intentions for the team and project in mind.

Demonstrates good character, is honest, and has integrity.

Leads by example.

Earns (and maintains) the right to be the leader.

Demonstrates confidence in his/her own abilities, and in turn inspires the team members to do their best.

Team Leadership

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A good team leader is someone who (continued):

Clearly understands the goals agreed upon by all team members.

Is aware of the team decision-making process and modifies it when necessary.

Maintains an atmosphere where all team members feel comfortable in expressing their views.

Is able to handle conflict without diminishing team cohesiveness or effectiveness.

Has all team members fully engaged and committed.

Cooperatively distributes tasks in a fair and equitable manner.

Accepts shared responsibility for the outcome, regardless of who is assigned a particular task.

Team Leadership

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A good team leader is someone who (continued):

Is passionate about his/her work, and hence motivates others and encourages them to do their best.

Needs to remain calm and display order in the face of uncertainty. People look to their leaders for directions and instructions in times of uncertainty.

Always strives to be the best, and hence inspires the team.

Is able to think analytically, with the ‘end result’ in mind. In other words, keep ‘the big picture’ in mind, and break it down into action steps for others to follow.

Team Leadership

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Portions of ‘leadership material’ referenced from R. Lim [1]

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For the Minor Project, did your team have a team leader?

What was done well?______________________________________________________________________________

What could have been done better?______________________________________________________________________________

Team Leadership

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Effectively planning and conducting a meeting can save time, produce results, and reduce the number of meetings.Use the following rules:

1.Prior to meeting, prepare an ‘agenda’ and get group approval for it.- Only items on that agenda should be discussed during the meeting, i.e. items A, B, C.

2.Make an appointment

3.People get together

4.Follow up and discuss ‘action items’ from the previous meeting- Ensures previous items were done and the results reported.- Puts pressure on members to get their tasks done.

Conducting an Effective Meeting

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5.Follow the current ‘agenda’ and have a ‘timekeeper’.- Refocus discussion if it diverges from agenda.

6.The issues are raised and discussed

7.Record minutes of the meeting

8.Build a consensus (Rules for building consensus on next page)

9.New ‘action items’ are established and delegated

10.Establish the time of next meeting.

Conducting an Effective Meeting

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Principles of member conduct during a meeting.Avoid arguingAvoid win-lose statementsAvoid changing opinions to reduce conflictAvoid majority votes and bargaining (see next page)View differences as natural, and quick agreements as suspect.

When there are ‘large status differences’, team members may weigh the opinions and suggestions of high status member more heavily. This is not good practice. People should judge an idea on it’s merits alone, and not on who said it.

Conducting an Effective Meeting

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Differences in opinion among members is natural. However, decisions on a course of action must be made to move forward... So, how should this be done?“Avoid majority votes” and “Avoid bargaining”

Rules for Building Consensus:A)Allow each member to express their idea/position on the subject.

Member must use clear logic and reason. Discard emotion.

B)Others should listen carefully. This is not a competition, it is about agreeing on the best possible idea/position.

C)Ask everyone if agreement/consensus is reached. If not, go to Step A and repeat, adjusting the idea/position based on logic.

D)Repeat at least 3 - 4 times, or repeat at next meeting

Building Consensus

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Rules for Building Consensus (continued):Repeat the process?? This seems too difficult!! This will take too long!! People may still not agree!!

Perhaps that is true. However, after 3 - 4 rounds of genuine/honest consensus building effort, every member of the team will fully appreciate the point of view and logic of every other member.

Ultimately, when the choice on how to proceed is made, everyone will know that choice’s advantages and limitations, and understand why it was made.

Consensus building is far better than a “quick/rushed vote”, which can leave members feeling alienated. It is also far better than “bargaining”, which is a terrible way to make decisions.

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Building Consensus

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This discussion is based on document: “Coping with Hitchhikers and Couch Potatoes on Teams” [2], which is posted on the MECH 350 course web-site.

Does your team have members that fall into the category of “hitchhikers” or “couch potatoes”?

What have been your strategies to deal with this situation thus far?

Discussion of Document:“Hitchhikers and Couch Potatoes”

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Why is conflict needed?Helps to raise and address any problems.Energizes work to be on the most appropriate issuesHelps people to ‘be real’.Helps people learn how to recognize and benefit from differences

What causes conflict?Poor CommunicationLeadership ProblemsIrresponsibilityInsufficient Resources___________________

Teamwork: Conflict Resolution

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Does your team have a conflict?

What is the cause?______________________________________________________________________________

How have you dealt with it?______________________________________________________________________________

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Teamwork: Conflict Resolution

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The Accommodator: The person who neglects his own concerns in order to satisfy the concerns of others.

The Competitor: The person who pursues his own concerns at the other person’s expense.

The Avoider: The person who evades or prolongs a situation and never addresses the conflict

The Compromiser: The person who gives up more than the competitor but less than the accommodator.

The Collaborator: The person who works and finds a solution that satisfies the concerns of all members.

Teamwork: Conflict Resolution

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When conflict becomes a problem:

Hampers ProductivityLowers Morale (individual and/or team)Conflict does not resolve the problemProblem continues and escalatesCauses inappropriate behaviour__________________________

Teamwork: Conflict Resolution

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How do you effectively tackle a conflict?

Analyze the problemDiscuss the possible solutionsBuild consensus (see previous discussion)Resolve the conflict

Teamwork: Conflict Resolution

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[1] Ricky Lim, “7 Characteristics of a Good Leader”, online article: http://www.associatedcontent.com/article/180665/7_characteristics_of_a_good_leader.html?cat=3[2] Barbara Oakley, “Coping with Hitchhikers and Couch Potatoes on Teams” brief essay adapted from “It Takes Two to Tango: How ‘Good’ Students Enable Problematic Behavior in Teams”, Journal of Student Centered Learning, Volume 1, Issue 1, Fall, 2002, pp. 19-27[3] Amy Ohlendorf, “Conflict Resolution in Project Management”, online article: http://www.umsl.edu/~sauterv/analysis/488_f01_papers/Ohlendorf.htm (more good references at the end of this link)

References:

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