The document discusses task analysis and team processes for achieving objectives. It explains that teams must first develop an action plan using a framework like PDCA. Tasks are then assigned to members based on their skills, evenly distributing workloads. Communication guidelines like meetings, decision-making, and conflict management must also be established. Meetings require proper organization and adherence to agenda and procedures to productively review progress and make decisions. Different meeting styles like consecutive turns and pausing allow for full participation and reflection.

1. Task Analysis
Lesson 5
One of the first processes required of a team is to
develop an action plan that analyses what is required
to achieve the team’s objective. One process that can
be used to formulate and govern their actions is the
PDCA cycle—plan, do, check, act—as illustrated in
figure 6.7 on page 341

2. Task Analysis
 Once the plan is formulated, tasks have to be
apportioned to different members of the team.
When apportioning tasks, it is the responsibility
of the leader, if one exists, to ensure that
workloads are evenly distributed and that tasks
are achievable within the set timeframe.
 Members must always recognise the skills of
others so that tasks are apportioned
appropriately to individual expertise, skills and
role characteristics. Everyone should feel that
their talents are being recognised and utilised.

3. Task Analysis
 On occasion, it may be necessary for the
team to clarify issues and renegotiate
timelines. However, renegotiation should
occur only as the result of some
unexpected delay because any doubts at
being able to meet original deadlines
should have been expressed when
timeframes were first discussed.

4. Questions
 Page 342 Q1 and Q5

5. Team Process
 The importance of communication and team
communication processes should be discussed
and agreed to, so that all members are aware of
guidelines and expectations from the outset.
These processes include:
 meetings
 decision-making
 performance reviews
 conflict management.

6. Team Processes
 Meetings
– Team meetings occur regularly in business, and they
are essential in maintaining the focus of a team.
Without a clear purpose and a quantifiable outcome,
meetings can be regarded as a waste of time
– The main purposes of team meetings are to:
■ review the progress of the team and its members
■ provide a forum for decision-making
■ discuss the best approaches for dealing with
problems that have arisen
■ maintain energy levels

7. Meeting organisation
 Prior to the meeting, it is essential to complete the
following administrative tasks
– notify all participants of the meeting and circulate an agenda
– book a venue that can accommodate the required number of
participants if the meeting is face-to-face, and make
arrangements for videoconferencing if there are virtual
participants
– load any files required for remote meetings
– organise the required equipment
– organise water and refreshments if the meeting is lengthy
– organise a translator if necessary (this is often required for
virtual teams)
– if necessary, organise travel and accommodation for any
members travelling to the meeting from interstate.
On the day of the meeting a checklist can be followed as in figure
6.9 page 345

8. During the meeting it is the leader or chairperson’s
responsibility to make sure that the meeting achieves its
objectives. To do this, the leader should:
 have all members turn off mobile phones
 ensure that the meeting runs smoothly by enforcing
correct meeting procedures
 encourage discussion but remain impartial
 keep discussion focused
 ensure that no single person dominates discussions
 adhere to times set by the agenda
 reassign any tasks not covered
 summarise tasks to be completed for the next meeting.

9. Meeting Styles
 Haphazard turns
– Anyone is permitted to talk at any stage
 Consecutive turns
– Members are provided with the opportunity to express their opinion
without fear of interruption. Involves full participation.
 Pausing between turns
- a short pause time is required after each member speaks providing time
for reflection on comments made.
– This is based on haphazard turns, but no interruptions are permitted
 Leader summarises discussion
– Leaders stop discussion at certain times throughout the meeting and
present their interpretation of the discussion so far
 Reformulating the previous turn
– Each member paraphrases what the previous member has said before
giving their opinion

10. Question
 Do the Think and Explore on page 347
now.
 Next Lesson you will look more into
Meeting Documentation