Workshop 1 team management
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Slides for workshop 1 for club officers in Toastmasters in D73
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Workshop 1 team management
- 1. CLUB OFFICERS’ ONLINE WORKSHOP: WORKSHOP 1: TEAM MANAGEMENT PRACTICAL TIPS FOR ONLINE COMMUNICATIONS
- 2. AGENDA • Introductions and Welcome • Building an Executive Team Culture • Communication Strategies with Members: • Facebook Group – for general discussions • Facebook Messenger – for conversations • Slack – for filtered discussions • Easy-Speak Club Mass Email – for information • Collaboration Strategies for Club Officers: • Trello – for task management • Google Docs – for sharing Co-Presenters Demonstrations
- 3. WHAT IS YOUR CURRENT ROLE ? Add your role and Club name(s) in Text Chat other
- 5. SEVEN STEPS FOR FORMING AN EXECUTIVE TEAM? 1. Create opportunities for shadowing current club officers 2. Nominate people for the roles 3. Hold club officer elections 4. Provide a formal induction of club officers 5. Acknowledge the skills of each member 6. Bring executive team together in real time 7. Recommend attendance at club leadership training Which of these steps happen in your club?
- 6. WHAT IS YOUR TEAM CULTURE? What is the driving force behind your Toastmaster executive team? empowerment
- 7. THREE ESSENTIAL INGREDIENTS FOR TEAM EMPOWERMENT connection communication collaboration
- 8. CONNECTION STRATEGY: RELATIONSHIP BUILDING f2f meetings online conversations 121 meetups
- 10. COMMUNICATION STRATEGIES FOR TEAMS Text messaging Voice calls Free Conference Call Meetup Which are your favorites?
- 11. WHAT ARE THE OBSTACLES FOR TEAM COMMUNICATION OUTSIDE OF MEETINGS? • Time management • Technology • Language • Timelines • Focus v Distraction • Lack of direction • Multiple channels
- 12. THINK OUTSIDE THE SQUARE: FACEBOOK SOLUTION Do you use a Facebook Page or Group?
- 13. CONSIDER FACEBOOK MESSENGER Have you tried Messenger? What Benefits for you?
- 14. COMMUNICATION STRATEGY: MESSENGER SOLUTION • Connect with team member and Friend on Facebook • Send private messages via Messenger • Share files in Messenger • Ongoing conversations anytime
- 15. COMMUNICATION STRATEGY: EASY-SPEAK EMAIL Send bulk emails with one click Useful for sending information to: • Club officers • Area personnel What about emails?
- 16. THINK OUTSIDE THE SQUARE : SLACK SOLUTION Slack for Channels Of Discussions Slack.com
- 19. SEVEN CHALLENGES FOR TEAM MEMBERS: TASK MANAGEMENT AND COLLABORATION 1. How to find out about my tasks eg Handover 2. How to gain assistance 3. How to be successful in my role 4. How to put forward my ideas 5. Where to store and share club files 6. How to report to the executive 7. How to complete a Club Success Plan Who has received or prepared a Handover?
- 20. HOW CAN TECHNOLOGY ASSIST WITH COLLABORATION? What tools can be used to overcome challenges? Think outside the square
- 21. THINK OUTSIDE THE SQUARE: TRELLO SOLUTION Tasks Fun Focus Does your club use Trello?
- 22. COMMUNICATION STRATEGY: GOOGLE SOLUTION • Create a folder in Google Drive for your club • Create a set of Google Docs for club officer tasks at your club eg Club Success Plan • Create a Google sheet for collaborating on tasks • Create a set of Google Slides for empowering club officers
- 23. WHAT TO DO NEXT? • What do you need for your club officer role? • Who will you contact? • How will you communicate with your immediate predecessor? • Will you need a mentor? • Can you attend further online workshops? • September • October • November
- 24. WHAT WOULD YOU LIKE TO FOCUS ON FOR WORKSHOPS? 29 September 2016 27 October 2016 1 December 2016
Editor's Notes
- Describe the Regional Toastmasters: Club Officer Series
- Facebook Group – for general discussions Facebook Messenger – for conversations Slack – for filtered discussions Easy-Speak Club Mass Email – for information Trello – for task management Google Docs – for sharing
- Note those who hold multiple roles or who are in multiple clubs
- Carole and Kirsty: Describe recent experiences in forming an executive team: eg land based and online Note who has listed all 7 steps for their team
- Carole: Describe the team culture in my clubs: eg Firebirds – multicultural, multinational - Albury Wodonga – multicultural and local. Kirsty: Describe team culture in teams in your area. How do these clubs empower its teams? Describe the collaboration needed for online clubs and how their strategies will empower local teams. How would you describe the driving force behind your executive team? Who or what?
- What is the current connection in your team? How do you communicate outside of meetings? What collaboration strategies are in place? Carole: Story of new prospective online clubs: eg Toastmasters Without Borders – main tools used Facebook & easy-speak Kirsty: Story of how you connect with clubs in your Area.
- Focus on the need for a strong relationship building process at beginning of a new team – call together frequently; ensure that there is a sharing of information culture with online conversations; where required ask for smaller teams to meetup eg President and VPE; VPM and Treasurer; Secretary and SAA; VPPR and Webmaster.
- Describe how and when to use text messaging between team members? Eg reminders of actions from a committee meeting Have you considered using a voice call to one member and placing on speaker? Eg when one officer cannot travel Have you ever used FreeConferenceCall? eg a group voice call between team members for urgent decision making. Have you considered using Skype for group meetings with both video and audio? Eg when officers cannot travel Does your club have extra events in the year at which you could include an executive team meeting? Eg Dinner meeting
- How do you overcome some of these obstacles when communicating outside of meetings? Eg Time management built in to executive team protocols – meetups once a month – send a report if you cannot be there Describe the problem I have with one team who use a Facebook Leadership Group – eg Firebirds Leadership – distractions, misleading language and lack of direction when the forum is not moderated.. Consider use of anytime discussions that enable a focus on issues – without the distractions eg a private group online with moderator
- Let’s drill down to see what happens in your Facebook Group: Multiple Channels – all members can post, reply and share – what are the problems with that? Amount of White Noise – lots of distractions in Facebook – not the best tool for conversations Not all members use Facebook – eg may be restricted where they are – is there a better tool?
- Describe my best practice in using Messenger. 1. When the emails become too frequent 2. When both are Facebook users and connected 3. When conversation is best between two people. 2. Can create a small Messenger Group if required eg meeting with people in different time zones - anytime 3. Can use voice for real time conversation
- Club Mass Email option in easy-Speak. What about emails?
- Describe my recent explorations of using Slack for collaborative teams. Eg COTO – filtered conversations about online training Describe the creation of separate channels for specific issues – focussed and on track. Random and General Channels for establishing relationships with team Specific Channels eg preparing for Executive Committee Meetings; Finances; Campaigns; Contest Preparation File Repository eg shared documents such as Agendas, Minutes, Event Documentation
- Describe Area Director Handover Checklist. Do you use a Handover Checklist for each role on the Executive? Where do you share your files? Eg Dropbox or Google Drive Describe the strategy to collaborate on the Club Success Plan at AWT eg Google Doc sharing prior to a meeting
- How does your team plan to collaborate on tasks? Describe a few tools that could be used: Trello, Google, easy-speak
- Describe the way in which Trello is helping with task management at Firebirds. Does your club use Trello? Ask for contributions from the attendees.
- Describe the use of Google docs for collaborating; Google Sheets for task lists; Google forms for surveying; Google slides for presentations Ask for suggestions from attendees.
- Find out who want’s more of these workshops.
- 29 September 2016 27 October 2016 1 December 2016