Unit: Coordinate and maintain teams

MODULE: Maintain Professionalism

Objectives
At the end of presentation trainees
would have gained knowledge on
how to :
Establish , develop and improve teams
Coordinate teams
Delegate responsibility and authority for
teams
Summary and importance of unit
This unit deals with the skills and knowledge
required to establish and improve teams and
teamwork in an Information Technology
environment and applies to individuals
operating in the Information Technology
sector.
KEYWORDS & DEFINITATIONS
Delegate - entrust (a task or responsibility) to another person,
typically one who is less senior than oneself.
Responsibilities - the opportunity or ability to act
independently and take decisions without authorization.
Objectives - a thing aimed at or sought
Establish, develop and
improve teams
What are team objectives?
Objectives are the specific goals that the team will
accomplish in a fixed amount of time.
These objectives flow from the team's purpose.
Each one moves you towards your vision.
Team objectives support the teams vision and
purpose and the Company and/or Department
objectives.
Why are team objectives important?
They are the basis of the teams planned work.
They are the starting point for the employee
objectives set as part of the performance
management process.
They provide the basis for talent and resource
planning.
They dictate the resources needed.
Ways to develop team objectives
Team goals should be developed through a
group process of team interaction and
agreement. Ways to facilitate this group
process are:
Focused Team Workshop
Ensure that clear, accurate and relevant team objectives are
developed
Ensure team expected performance standards are outlined
Objectives are designed to reflect organizational culture and
performance standards
Objectives are regularly reviewed against service provision
A collaborative approach is adopted with the team members
Team members input is recognised

Coordinate Team
Why Co-ordination is Necessary?
Co-ordination means to integrate (bring together)
all the activities of an organisation. It is done for
achieving the goals of the organisation. There must
be proper co-ordination throughout the
organisation.
According to management experts, co-ordination is necessary
because :
It is the Essence of Management (co-ordination effects all the
functions of management, Planning, Organising, Staffing, etc.)
It is a principle of management (co-ordination is the "Mother
Principle)
According to Mary Parker Follett, Co-ordination is the "Plus value of
the team. That is, if there is good Co-ordination then the
combined team achievement will be greater than the total of the
individual achievement (i.e. 2+2=5. This is impossible in the
physical world, but it is possible in human affairs through co-
ordination)

IMPORTANCE OF COORDINATION
1. Coordination encourages team spirit
There exist many conflicts and rivalries between individuals, department and
staff, etc. Similarly, conflicts are also between individual objectives and
organisational objectives. Coordination arranges the work and the objectives in
such a way that there are minimum conflicts and rivalries. It encourages the
employees to work as a team and achieve the common objectives of the
organisation. This increases the team spirit of the employees.

2. Coordination gives proper direction
There are many departments in the organisation. Each department
performs different activities. Coordination integrates (bring together) these
activities for achieving the common goals or objectives of the organisation.
Thus, coordination gives proper direction to all the departments of the
organisation.

3. Coordination facilitates motivation
Coordination gives complete freedom to the employees. It encourages the
employees to show initiative. It also gives them many financial and non-
financial incentives. Therefore, the employees get job satisfaction, and they
are motivated to perform better.

4. Coordination makes optimum utilisation of resources
Coordination helps to bring together the human and materials resources of the
organisation. It helps to make optimum utilisation of resources. These resources
are used to achieve the objectives of the organisation. Coordination also
minimise the wastage of resources in the organisation.

5. Coordination helps to achieve objectives quickly
Coordination helps to minimise the conflicts, rivalries, wastages, delays and
other organisational problems. It ensures smooth working of the organisation.
Therefore, with the help of coordination an organisation can achieve its
objectives easily and quickly.

6. Coordination improves relations in the organisation
The Top Level Managers co-ordinates the activities of the Middle Level Managers
and develops good relations with them. Similarly, the Middle Level Managers co-
ordinates the activities of the Lower Level Managers and develops good relations
with them. Also, the Lower Level Managers co-ordinates the activities of the
workers and develops good relations with them. Thus, coordination overall
improves the relations in the organisation.
7. Coordination leads to higher efficiency
Efficiency is the relationship between Returns and Cost. There will be higher
efficiency when the returns are more and the cost is less. Since coordination leads
to optimum utilisation of resources it results in more returns and low cost. Thus,
coordination leads to higher efficiency.

8. Coordination improves the of torganisation
Coordination helps an organisation to sell high quality goods and services at
lower prices. This improves the goodwill of the organisation and helps it earn
a good name and image in the market and corporate world.

Ensure that team is motivated to achieve high standard of
client support
Team is provided with feedback in regard to
achievement/non-achievement of agreed
performance/service standard
Team members are encouraged to contribute feedback
in regard to achievement of performance/service
standards.

Delegate responsibility and
authority
1. Build the team
Engage members as a team
Spend time on team development
Meet regularly and frequently for a purpose
Determine and agree team values
Determine and agree team roles
Spend time inside and outside work socially
Spoil the team with comfortable surroundings and refreshments
Discuss, determine and agree rewards for good performance
Agree on approach to delegation and empowerment
Promote the team and its work within the agency and partnerships

2. Engage team through work
Delegate and empower appropriately
Promote debate and discussion on where we are, where we want to be, and
how we should get there use brainstorming, lateral thinking
Ensure that all the team has discussed, contributed to and committed
itself to the work tasks and objectives
Try to reach consensus decisions
Make sure the combined purpose and importance of the teams work is
understood by everyone Keep everyone informed on progress

3. Ensure clarity of definition of key roles
and tasks

Develop individual roles
Ensure job descriptions and job plans are up-to-date
and accurate
Ensure goals are realistic and achievable


4. Develop the team and organization

Ensure new staff are induced
Identify individual and team training needs
Ensure personal development plans are produced and
implemented
Engage others in wider organizational development matters

5. Foster a culture of innovation and
creativity
Challenge the culture and values of the team and agency
Encourage thinking outside the box, reframing the problem,
and risk taking
Minimize criticism of failure
Reward and publicize innovation and creativity

6. Managing performance
Ensure staff know the governance and accountability
arrangements
Ensure staff know how team and individual performance will
be managed
Ensure all staff are appraised annually

Group Trainees in groups of 3. Ask the team members to work
alone and spend 15 minutes listing at least 25 their own ideas for
the current team objectives. Afterwards, get back in your groups
with your ideas, compare ideas and eliminate duplicates and
decide on the main objectives you want to consider. Then discuss
the benefits and resources required for each potential objective.
Ask them to prepare a mini-presentation to present their findings to
the larger group. Following the presentations, have another full
group discussion, ensuring that each option has been thoroughly
considered. Lead the team in voting using secret ballots, to decide
the top favoured objectives.