Chapter 2 - Team Roles & Responsibilities


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Chapter 2 - Team Roles & Responsibilities

  1. 1. Chapter 2 Team Roles & Responsibilities 2-1
  2. 2. 2-1 What You Will See in This Module I. Team Roles II. Responsibilities for Successful Improvement A. B. C. Before the Project During the Project After the Project III. Leadership Team Reviews
  3. 3. 2-2 Team Roles • Team Members carry out the team’s work, sharing their knowledge and experience, listening to others, and completing assignments. Effective Team Members • • • • • • • • Contribute fully to the project Share their knowledge and experience Participate in meetings and discussions Listen to others and stay open to ideas Assist the Team Leader with managing meetings, documentation, discussions, etc. Carry out assignments between meetings Communicate effectively with colleagues Recognize they may be implementing changes themselves
  4. 4. Team Roles, cont. • The Team Leader orchestrates team activities, maintains records, and serves as a communication link with the rest of the organization. An effective Team Leader • • • • • • • • • Focuses on following a data-based method to solve the problem Serves as the contact point for communication Develops ways of updating others who might be affected by the team’s work Meets with the Sponsor between scheduled meetings Keeps official team records Participates selectively and carefully in discussions Participates in carrying out the work between meetings Retains authority as a manager or supervisor —the leader can immediately implement changes Helps the team resolve its problems 2-3 To 2-4
  5. 5. Team Roles, cont. • The Coach understands the tools and concepts of improvement, including approaches that help a team have effective, productive meetings. An effective Coach • • • • • • • • • • • • Attends meetings, but is neither a leader nor a member Focuses more on the team’s process than its product Assists the Team Leader in developing individual assignments Works with the Team Leader to plan for upcoming meetings Helps the Team Leader review plans Teaches data collection and analysis techniques Helps the team graphically present data Guides the team’s efforts when technical expertise is required Encourages the team to seek the causes of the problem before generating solutions Works with Team Members to develop data collection forms Helps the Team Leader handle group dynamics Helps the team prepare and rehearse management presentations 2-4 To 2-5
  6. 6. Team Roles, cont. • The Sponsor selects a problem or process for improvement, and reviews and supports team efforts. An effective Sponsor • • • • • • • • • Maintains overall responsibility, authority, and accountability for the effort Selects and defines the project Determines the resources Selects the Coach, Team Leader, and Team Members Provides context, guidance, direction, and support Reviews progress and “runs interference” Ensures stakeholders have appropriate involvement Ensures changes are implemented and monitored Feeds data and lessons learned into a system for further improvements 2-6 To 2-7
  7. 7. 2-9 Roles and Responsibilities Roles and Responsibilities for Improvement Projects
  8. 8. Before the Project Sponsor responsibilities before the project: • Select and define the project • Draft a clear charter • Select the Coach • Select the Team Leader • Select the Team Members • Provide the resources 2-10 To 2-16
  9. 9. 2-10 Selecting a Process to Improve Select a process that • Is important to the organization and its customers • Is not undergoing major changes • Is relatively simple and defined • Completes a cycle once a day or so
  10. 10. 2-10 Common Errors in Selecting Projects • Selecting a process beyond your authority or control • Selecting a project no one is interested in • Selecting a solution to implement rather than a problem to investigate • Selecting a process in transition • Selecting a system, not a process
  11. 11. 2-16 Before the Project Coach responsibilities before the project: • Work with Team Leader to identify team’s initial training • Work with Sponsor and Team Leader to pick Team Members • Help Sponsor and Team Leader complete first draft of the charter • Help Team Leader draft the initial project plan Team Leader responsibilities before the project: • Review charter with Sponsor to understand the scope of the problem • Draft remaining elements of charter for Sponsor review • Meet with Coach to clarify roles and responsibilities • Review charter with Coach and draft project plan
  12. 12. During the Project Sponsor responsibilities during the project: • Orient the team • Represent team interests to the organization • Review team progress Coach responsibilities during the project: • Meet with Team Leader to discuss team’s progress • Teach tools/skills to team during meetings • Get team “unstuck” during meetings • Meet with Sponsor, Team Leader, and Team Members for joint team meetings 2-17 To 2-18
  13. 13. 2-18 During the Project, cont. Team Leader responsibilities during the project: • Lead improvement project • Provide Team Members with improvement tools and methods • Develop, update, and execute the project plan • Identify problems and risks • Plan team meetings • Lead meetings until Team Members are comfortable enough to take turns • Handle meeting logistics • Regularly meet with Sponsor and Coach to review progress • Meet with Sponsor, Coach, Team Members for joint reviews • Make recommendations for changes when necessary
  14. 14. During the Project, cont. Team Member responsibilities during the project: • Participate in team meetings • Help with administrative tasks • Complete assignments between meetings • Communicate progress to colleagues • Make recommendations for changes • Meet with Sponsor, Coach, Team Leader for joint reviews 2-19 To 2-20
  15. 15. 2-21 Balancing Roles Continuum of Leadership Shared Between Team Leader and Coach Amount of Active Leadership by Coach Start of the project After a few meetings End of the project Amount of Active Leadership by Team Leader
  16. 16. Joint Review Meetings Joint review meetings between Sponsor, Coach, Team Leader, and Team Members are held • To stay updated on progress • At the end of each step • Whenever unexpected problems arise • When major revisions occur • When solutions are selected 2-22 To 2-23
  17. 17. 2-24 Structure of Review Meeting Before the review: • Team Members agree on what to present • Team Leader and Sponsor agree on agenda • Team Members prepare and send out handouts • Sponsor and Coach read materials, looking to understand logic and supporting data
  18. 18. 2-24 Structure of Review Meeting, cont. Part one of the review: • Sponsor opens meeting and reviews agenda • Team presents highlights of work • Sponsor asks questions and offers suggestions • Team asks questions and responds • Sponsor closes part one and reviews next steps
  19. 19. 2-25 Structure of Review Meeting, cont. Part two of the review: • Sponsor and Coach meet and discuss • • • Main messages sent to the team Ways to improve what was said Ways to improve the review itself • Team Leader and Team Members meet and discuss • • • Main message heard by the team How to address the main points Ways to improve the review itself
  20. 20. 2-25 Structure of Review Meeting, cont. Part three of the review: • Sponsor, Coach, and Team Members reconvene to discuss • • • • Main messages sent and received Any modifications to those messages The team’s plans for next steps How to improve the next review
  21. 21. 2-27 After the Project Sponsor responsibilities after the project: • Celebrate project’s conclusion • Communicate team’s results • Monitor changes • Review information collected during the project Team Leader responsibilities after the project: • Ensure project documentation complete • See that process owner receives documentation • Identify, document, and communicate lessons learned
  22. 22. 2-28 After the Project, cont. The Process Owner is the manager or supervisor who has ongoing responsibility to • Monitor the processes and key measures in his or her area of responsibility • Maintain control of key elements • Maintain the project’s gains
  23. 23. Leadership Team Reviews 2-30 To 2-31 The Leadership Team meets periodically to • Continually assess project mix against organizational priorities • Check for synergies across projects • Manage the “pipeline” of projects • Reinforce consistent message about importance of projects • Gather lessons learned
  24. 24. Summary • Teams require people with specific roles and responsibilites. • Sponsors identify and review projects and support the team. • Coaches teach teams how to use specific tools and skills. • Team Leaders orchestrate team acitivities. • Team Members share knowledge, experience, and expertise to while completing the project. • Joint review meetings are held throughout the life of the project. • The Leadership Team periodically reviews all project so the organization can improve how it improves.