The how and why of workplace collaboration

1. Collaboration:Getting Work Done with Others June 2009 Presented by Alice K. Waagen, PhD Workforce Learning LLC (703) 834-7580 alice@workforcelearning.com

2. Speaker Biography Alice Waagen, PhD is president and founder of WORKFORCE LEARNING LLC, a leading provider of learning programs that support business strategies. Since earning a BS in Art Education from the New York State College at Buffalo, and MS and PhD degrees in Art Education from the Pennsylvania State University, Alice has been providing leadership development and executive coaching for numerous organizations in the Metro DC area. In the past three years, more than 100 leaders from 22 different organizations have graduated from Alice’s unique leadership development workshop series. Giving back to the community is also important to Alice. She currently serves on the Board of Directors for Habitat for Humanity, Northern VA as well as on the Advisory Board for Marymount University Reston Campus Graduate and Adult Education Programs. www.workforcelearning.com 2

3. Agenda Why collaborate? What is collaboration Best practices Pitfalls to avoid Measures & rewards www.workforcelearning.com 3

4. Discuss … What is your biggest challenge in collaborating with others? www.workforcelearning.com 4

5. WHY Collaborate? Work too complex for one person Utilize broader range of skills and experience Can be faster and cheaper Generates buy-in Build camaraderie Robust solutions www.workforcelearning.com 5

6. How? What does it look like? More than one working on same thing, i.e.: brainstorming More than one working sequentially, i.e.: phased work, “relay race” What are examples of collaborative work at BSA? www.workforcelearning.com 6

7. Effective Collaboration The following five characteristics must be in place to have an effective team: Clarity on mission and purpose Clarity on roles and responsibilities Well understood and used processes Task (“what”) Operating (“how”) Good interpersonal relations Good inter-team relations www.workforcelearning.com 7

8. Best Practices Consensus on mission, purpose, roles, responsibilities and processes Consensus on the “how” of collaboration as much as on the “what” “How” = ground rules for interaction or operating agreements on: Communication Decision making Conflict resolution Meeting management Ground rules set at beginning of the collaboration and reviewed and revised periodically www.workforcelearning.com 8

9. Communication Frequency Media Recipients Sample ground rule: We will meet bi-weekly to update each other on status and communicate between meeting via email www.workforcelearning.com 9

10. Decisions Autocratic Democratic Consensus Sample ground rule: We will use democratic vote on all decisions and use project sponsor whe autocratic decisions are needed. www.workforcelearning.com 10

11. Conflict Mediation – issues discussed until all parties reach consensus on solution Arbitration – issues presented to objective third party to decide Sample ground rule: We will use the project sponsor as an arbitrator and HR as a mediator to resolve disputes that can’t be resolved by the team. www.workforcelearning.com 11

12. Meetings Agenda Timekeeper Minutes Decision Log Sample ground rule: We will have an agenda with meeting goal for every meting and use a facilitator and timekeeper to keep us on track. www.workforcelearning.com 12

13. Pitfalls to Avoid Making crucial decisions in the heat of battle Establishing ground rules without discussing consequences of breaking them Focusing on the “what” and not the “how” of collaborating Setting ground rules without a schedule to periodically review and revise them Integrate new team members into a project Review ground rules Explain the new person’s role on the team 13 www.workforcelearning.com

14. Measures & Rewards Major obstacle to positive collaboration: individual recognition and rewards Team goals – great way to recognize and promote collaboration Team goals can be on both the “what” and the “how” www.workforcelearning.com 14

15. Final Thoughts 15 www.workforcelearning.com "Coming together is a beginning. Keeping together is progress. Working together is success." Henry Ford

16. Additional Reading… The Five Dysfunctions of a Team: A Leadership Fable by Patrick Lencioni, Jossey-Bass Publishers, 2002. The Wisdom of Teams: Creating the High-Performance Organization by Jon R. Katzenbach and Douglas K. Smith, Harper Business, 1993. How to Conduct Productive Meetings by Donald L. Kirkpatrick, ASTD Press, 2006. First Things First by Stephen Covey 16 www.workforcelearning.com