Collaboration Toolbox: Forming your Team Agenda for Lecture 1

1. Collaboration ToolboxForming your TeamAgenda for Lecture 1. Material needed: a)Electronic copy of Entrance Conference Team Booklet (Module 3.5) If no laptop, you brought a hard copy 2. Fill out electronically or as a hard copy during class 3. Record the information electronically and send to Recorder 4. Information in the Drop box the evening before the conference by 10 PM Pick a recorder for your team for today 2 min Questions about the Course 5 min Team Formation Model 113 min

2. Collaboration ToolboxTeam Formation ModelSuccessful Team Formation Theory What does a team need to do to perform successfully? Thinking System Theory people and an organization do not exist as an island part of a larger matrix of systems that function more or less independently, yet interdependently Quickly Form the Team before initiating the Project’s technical tasks Accomplish Formation Tasks early and efficiently to avoid surprises Mission Statement to understand project’s goals and team member’s agendas Ground Rules systems of behavior to reduce uncertainty and establish boundaries Team Life Cycles check team process progress Reporting Activities convey progress to interested others Formal Meetings weekly for brainstorming, writing papers, discussing oral presentations, analyzing data, solving problems Plan the Project decisions about planning are yours not the faculty’s therefore plan wisely

3. Collaboration ToolboxLecture MaterialsEntrance Conference Team Booklet Exercises Support Team Communication Create Systems to use for Planning and Executing the Project Form a Successful Team

4. Collaboration ToolboxTeam Formation ModelNine Steps Step 1 Exchange Personal Information Step 2 Create and Rotate Specified Roles Step 3 Exchange Interpersonal and Technical Information Strengths and Weaknesses Expectations Step 4 Mission Statement Step 5 Ground Rules - Meeting Team Expectations Step 6 Team Life Cycles Step 7 Systems for Reporting Activities Step 8 Weekly planned Meetings (Team and Faculty) Step 9 Project and Time Management

5. Collaboration ToolboxTeam Formation ModelFirst Team Life Cycle Formation Create Assess Systems to Work Effectively

6. Collaboration ToolboxTeam Formation Model Step 1. Exchange of Schedules 1. Exchange Phone Numbers and E-mail Addresses 2. Record Information on an Electronic Team Calendar Reasons: Become aware of your busy and not so busy times Incorporate into Team’s Time Management Plan for the Project Planning task allocation Understand Team Member Perception of Time Management Convey information to: TAs to set up workshops CI Instructors to set up meetings Team arranges for Meetings, Writing Papers, Analyzing Data, and Entrance and Exit Conferences

7. Choose Roles: • Team Leader • Recorder • Oral Presenter • Rotation Schedule • Fill out on website • Access through teambuilding website • Under Announcements • Rotate Roles evening of Oral Presentation Collaboration ToolboxTeam Formation Model Step 2. Choose Roles

8. Hints Team Leader is busiest the first and second rotations Recorder is busiest the second week of the first rotation Oral Presenter is busiest the first rotation Collaboration ToolboxTeam Formation Model Formation Stage Step 2. Choose Roles

9. Collaboration ToolboxTeam Formation Model Formation Stage Step 2. Team Leader ResponsibilitiesModule 12.1 1. Oversee project 2. Plan and schedule weekly team and faculty meetings 3. Prepare work plans (Activity Lists) for project, lab sessions, and written assignments 4. Send out Agendas for faculty and team weekly meetings 24 hours in advance E-mail to team, team coordinator and people attending meetings 5. Submit Team Leader Transition Report (Rotation 1 & 2) on evening of Oral Presentation 6. Submit Completion Report (Rotation 3) the evening before the Team’s Exit Conference

10. Team Leader has extra responsibilities during each team life cycle Lists of these responsibilities are posted on Collaboration Toolbox Website - Module 12 Team Leader 12.1 Recorder 12.2 Oral Presenter 12.3 E-mail reminders during the term Collaboration ToolboxTeam Formation ModelFormation Stage Step 2. Team Leader ResponsibilitiesModule 12

11. Collaboration ToolboxTeam Formation ModelFormation Stage Step 2. Recorder ResponsibilitiesModule 12.2 1. Sets up the Team Dropbox 2. Recorder writes Weekly Progress Report after discussing content with Team At Weekly Team Meeting: Team describes the team progress Recorder records under Section 4 of the report (3.3.2 and Module 8.5.a and example 8.5.b) Announcement on Stellar and on Collaboration Toolbox February 12 Team Progress including the team life cycle with explanation 4. Takes minutes (optional) at meetings and send out within 48 hours

12. System for Oral Presentations is in Ground Rules 1. Oral Presenters follows the system agreed upon by Team 2. CI Instructors discusses responsibilities with team at meetings 3. Oral Presentation is a collaborative event Presenter presents individually Content and slides done collaboratively Collaboration ToolboxTeam Formation Model Formation Stage Step 2. Role Oral Presenter ResponsibilitiesModule 12.3

13. Collaboration ToolboxTeam Formation Model Formation Stage Step 2. Choose Roles Five minutes to prepare a Rotation Schedule Team Leader Recorder Oral Presenter Roles are rotated on evening of Oral Presentation

14. Collaboration ToolboxTeam Formation ModelStep 3. Individual Strengths and Weaknesses 1. List Strengths and Weaknesses - technical and interpersonal abilities (5 minutes) 2. Discuss and record each individual team members’ Strengths and Weaknesses 3. Discuss how to utilize in the team and task process EXAMPLE: Because Sam is an excellent editor, he will be final editor for the Progress Report and the Final Paper. Or Because Mary wants to develop her editing skills she will be the final editor

15. Collaboration ToolboxTeam Formation ModelEntrance Conference Material Submission FormattingModule 8.3 Formatting Material Submission Strengths and Weaknesses Team Member’s Name: List Strengths List next Strength Etc. Then Weaknesses done in same format

16. Collaboration ToolboxTeam Formation ModelEntrance Conference Material Submission Formatting Example Strengths and Weaknesses Name: Team # Technical Strengths: core chemical engineering knowledge, including mass and energy balances, chemical reaction kinetics and thermodynamics, basic fluid mechanics, basic heat and mass transfer processes, liquid-vapor equilibrium. Technical Weaknesses: mechanical engineering knowledge on reactor and processes design. What do you want to develop in this area during the term? I want to apply directly the known chemical engineering concepts and knowledge in an integrated manner to the problem-solving process, at the same time gain further knowledge in reactor and processes design and control. Interpersonal Strengths: I can engage and facilitate discussions; have active-listening skills. Interpersonal Weaknesses: I did not have much experience with team-work and team-communication, and sometime still have bias when listening and exchanging ideas. What do you want to develop in this area during the term? I want to develop effective communication skills for team-work. Writing and Editing Strengths: I am familiar with scientific style and format; have written 15+ reports for previous lab classes. Writing and Editing Weaknesses: I do not have previous experience with project-based reports; need proof-read and editing for writing. What do you want to develop in this area during the term? Further improve scientific writing skills; develop project-based writing skills (agenda, minutes, weekly reports, entrance and exit reports, etc.) Presentation Strengths: I did 10 to 15-minute presentations for previous lab classes, familiar with basic structures and styles for a research presentation. Presentation Weaknesses: I loss calm and confident easily when under pressure What do you want to develop in this area during the term? Further enhance presentations skills: structures, timing, body language, pronunciation, voice)

17. Collaboration Toolbox Team Formation Model Step 3. Individual Strength and Weaknesses Expectations Helps team to decide relevant Ground Rules Supports team discussions Organize Writing Assignments and Oral Presentations Helps to Plan and Execute the Project

18. Collaboration ToolboxTeam Formation ModelFormation StageStep 3. Exchange Expectations You have recorded 5 or more Expectations of You as a Team Member and Your Team Members Use to create Mission Statement and Ground Rules Refer to in Team Leader Transition Report Analyze whether the team is on track

19. Collaboration ToolboxTeam Formation ModelFormation StageStep 3. Exchange Expectations Team Leader e-mails your Faculty Advisor and your Teaching Assistant (some faculty advisors give the expectations to you orally in the faculty meeting when you ask them.) Have them give you a list of their Expectations for your team for the Project Once they have replied: Send the recorder a copy of the expectations for Dropbox folder

20. Collaboration ToolboxTeam Formation ModelEntrance Conference Material Submission Formatting Example – Expectations Team # Team Members Expectations Team Member’s Name: Follow a schedule and plan of action Complete written materials and project tasks ahead of schedule Don’t be afraid of asking for clarification from faculty Work well with team members and divide workload appropriately Don’t commit myself to more than can be accomplished Expectations You Have for Your Team Members while Participating on the 10.26/10/29 Team Develop and follow a project plan Meet intermediate deadlines for project tasks Communicate any concerns, scheduling conflicts, etc in advance Provide constructive feedback to each other Be open to suggestions and feedback Team Member’s Name: Team Members Expectations Do work on-time and take responsibility quickly and usefully for things I did wrong or not at all. Don’t avoid problems. Control my emotions when stressed and act rationally and courteously. Don’t over commit myself Put in the work necessary to complete the project in a reasonable manner.

21. Collaboration ToolboxTeam Formation ModelStep 4. Mission StatementModule 7 One: Define the Project's primary goals Foundation and the reasons to accomplish the project. May be augmented and expanded or change direction Periodic review for accuracy Discuss: Team flexibility and ability to continuously improve team and task process Explain team’s commitment to innovative approaches for maintaining quality Task approaches to problem solving Define purpose, values and direction Provide a clear and compelling statement of the team’s direction What the team will be doing long term? State the team’s objectives Achievement of extraordinary goals

22. Collaboration ToolboxTeam Formation ModelStep 4. Mission StatementModule 7 Two: Define the Project's formal organizational structure Use ground rules, meetings, reporting activities and other team structures to support the organizational structure. Discuss: Definition of your team culture Authority for team to improve Commitment to innovative approaches Maintaining quality approaches to problem solving Sources of the team’s competitive strengths and advantages (use exercises)

23. Collaboration ToolboxTeam Formation ModelStep 4. Mission StatementModule 7 Three: Define the Project's daily operational structure. Use your knowledge of each other’s strengths and weaknesses Time availability to create daily operational structure. Structure changes to meet Project's goals within the context of resources available. Discuss: Communication structure Plan how to be flexible and to continuously improve team and task process A system to be used for innovation and quality Creation of a system for problem-solving How to implement qualifications for a quality work product.

24. Collaboration ToolboxTeam Formation ModelFormation StageStep 4. Brainstorming the Mission StatementModule 6.5 • Use colored post its (one color per team member) • Write one idea for each element: • One: Define Primary Goals • Two: Define the Project's Formal Organizational Structure • Three: Define the Project's Daily Operational Structure • Go to wall and Coordinate Ideas • Recorder take Post its to use to Formulate your Mission Statementwhen you meet

25. Ground Rules are Systems helping the Team to Function and Collaborate • Role Responsibilities • Meetings • Conflict • Decorum and Ethical Conduct • Safety • Communication • Project Planning • Task Delegation • Preparing and Writing Reports • Planning a Collaborative Oral Presentation • Systems you need to create for your team! • Creation of Ground Rules includes expectations of team members, faculty and consultants Collaboration ToolboxTeam Formation ModelStep 5. Creating Ground Rules -Meeting Team Expectations

26. Open the brainstorming meeting to discussion • Clearly state “all opinions are respected” • No evaluation or judgment voiced during brainstorming including: • Nonverbal communications (gestures, etc.) • Praise or criticism. • No right or wrong ideas More ideas the better • Some ideas may not seem appropriate at one moment but may be useful later • Get agreement in Ground Rules to: Build on each others’ ideas Combine ideas that are similar Collaboration ToolboxTeam Formation ModelStep 5. How to Brainstorm Ground Rules

27. Review the topic by asking Why, How, or What Questions Why do we need a ground rule about planning an oral presentation? How do we want to plan the oral presentation? What rules would be appropriate drawing from our team and research experiences from the past? Give team members time to think over the problem Bring “Post its” to first team meeting Gives team members time to think over the problem Collaboration ToolboxTeam Formation ModelStep 5. How to Brainstorm Ground Rules

28. Ask Clarifying Questions • Bring copies of text messages to meeting • Review and Clarify • Rephrase and paraphrase all of the ideas on a blank slate or new computer screen, blank sheet of paper. • Recorder is responsible for writing down all expressed ideas • Communicate Ideas in the Weekly Progress Reports or Minutes to Meetings • No discussion on any idea proposed during the generation process • Combining ideas is not the same as discussion • Don’t judge • The team leader responsible for moving the team to the decision making • part of the brainstorming session when appropriate Collaboration ToolboxTeam Formation ModelStep 5. How to Brainstorm Ground Rules

29. 1 Discuss Systems you want to have for Team (5 Minutes) • Take colored “Post its” - different color for each team member • Write three ground rules on post its for Oral Presentation • 3. Go to wall and coordinate with your team members • 4. Recorder take “Post its” • 5. Use ideas to formulate ground rules Collaboration ToolboxTeam Formation ModelStep 5. Affinity Diagram Brainstorming Ground Rules

30. “Guiding the team into mutual and individual accountability is accomplished through the construction of the ground rules.” • Responsibilities • Team Leader • Recorder • Oral Presenter • Meetings • General • Team Meeting • Meeting Topics • Faculty Meetings • Lateness to or Absence from Meeting • Lab/ Outside Work Lab Sessions • Project Planning • Work and Work Distribution (Activity Lists, Milestones) • Decorum and Ethical Conduct • Conflict Management • Effective Communication • General • Written Reports • Oral Presentation • Safety Collaboration ToolboxTeam Formation Model5. Creation of Ground Rules - Systems

31. How will the team handle over commitment by an individual team member? • Do the other team members do extra work, taking away some of their personal time, or does the team discuss with the other team member expectations they have about the equitable delegation of work? • It is possible that one team member is over committed at the beginning of the term while another team member is over committed at another time during the term. • Ground Rules: • Delegate equal task distribution over the entire term rather than weekly and make the distribution dependent upon each team member’s outside work commitments. • Team members will submit schedules of outside prior commitments for the term at the first team meeting and it will be updated as changes occur. Prior commitments and the team’s priorities will be the over ridding criteria for equal work distribution. Collaboration ToolboxTeam Formation Model5. Creation of Ground Rules - Systems

32. Collaboration ToolboxTeam Formation Model Step 6. Team Life Cycles -Formation What are the feelings associated with Formation? What are the behaviors? What tasks do the team perform in the stage? Questions: What are we suppose to do together? Do I want to get involved in this? Is everyone committed to this? How can I contribute? What is expected of me? What are the pros an cons to being on this team? What are the personal agendas of the other team members? Will we get along? What will you contribute? Can I trust you?

33. Reports: Weekly Progress Reports Agendas Activity Lists Proposal Progress Report Final Paper Team Leader Transition Report and Completion Report Send Reports or Upload to Stellar and/or Dropbox when indicated to: Faculty Advisor Industrial Consultant Team Coordinator Team Members Teaching Assistant Set up Dropbox: Recorder sets up Dropbox Team Leader reviews Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities

34. The Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activity Setting up Dropbox 1. Set up the Dropbox by February 8 2. Complete instructions are on Teambuilding website labeled “Dropbox” Instructions Also in Course Manual Section Section 3.4. 3. Invite your team members, faculty advisor, TA, and team coordinator 4. The Recorder should be the Dropbox coordinator a. Responsible for setting up the team folders Team Leader and Recorder share documents with other team members, the team coordinator, and faculty who want to follow your work as it develops. 5. Use Dropbox for sharing the files that team members work with during the semester. a. Unreliable collaborative tool device  Close out your team folder at the end of the semester.

35. “Describe any issues or problems related to functioning of your team that should be brought • to the attention of the team coordinator and your faculty advisor. Discuss the strengths and • weaknesses of your team and how you plan to rectify these weaknesses. Indicate any • communication problems with your team and your 1026 personnel.” • Weekly Progress Report is sent to the team email address night before the Faculty Meeting. HOW DO YOU ADDRESS THIS SECTION? • What team life cycle stage is the team in? • How is the team addressing time management issues? • How is the team delegating tasks? • Obstacles to getting the project done? • Do not say “everything is okay” • Do not cut and paste the same information into every report. 7. Give an accurate, thoughtful assessment of what the team process is. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities Weekly Progress Report Section 4 Module 8.5.a/b

36. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities - AgendasModule 8.2.a/b Team Leader prepares for Weekly Faculty Meetings and Weekly Team Meetings 24 Hours in Advance Agenda Formats are on the Collaboration Toolbox website

37. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities - Activity ListsSection 3 and Module 8.1 and a Team Leader prepares for Laboratory Periods and Writing Activities Record in Weekly Progress Reports “We didn’t use activity lists the first rotation and this slowed down our ability to organize during lab periods. We instituted them in the second rotation and the efficiency has improved.”

38. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities - Team Leader Transition Report Goal of the Report is to use Team Building Concepts 1. Show your ability to communicate the team process to others 2. Suggestions by Current Team Leader to Future Team Leader to support continuity 3. Develop ability to make suggestions for improvement in your team culture

39. Collaboration ToolboxTeam Leader Formation ModelStep 7. Reporting Activities – Completion ReportModule 4.2 and 3 Assess how the Team completed the Project Discuss the Team Process and how this Process affected the Task Process

40. Collaboration ToolboxTeam Formation Model Step 8. MeetingsCourse Manual section 3 - Module 6.1 Team Leader is the Facilitator of the Team and Faculty Meetings Team Meetings are held Weekly (agendas are sent 24 Hours in advance) Faculty Meetings are held Weekly and at the Faculty Advisor’s Discretion (agendas are sent 24 Hours in advance)

41. Notify time and date by e-mail • 24 hours in advance • Decide on regular times for the term • Focus for Team Meetings • Preparation - • Weekly Activity Lists • Planning - • Agenda (24 hours in advance use template) • Reporting Activities - • Weekly Progress Report • Minutes (optional) to record the team’s activities Collaboration ToolboxTeam Formation Model Step 8. Meetings

42. Preplanning Stage Activities: (a team and task process activity) Literature Search Develop Solution Options Define the Problem Outline for Proposal includes: Technical and Time Management Plan for your Project Proposal write individually and collaborate on content so content is the same From Proposal: Execute Scope and Actions Plans for Project Expand into Flexible Weekly and Daily Activity Lists for the team Collaboration ToolboxTeam Formation Model Step 9. Creating a Time Management Plan

43. Due February 10 on teambuilding website Under Announcements: Schedule of Roles and their Rotation Collaboration ToolboxTeam Formation ModelEntrance Conference Team Assignments

44. Collaboration Toolbox Entrance Conference You decide as a Team when your Conference will be held Doodlehttps://docs.google.com/forms/d/15wYuJuKC9gTDJCeejgLS-V92aqQrJ3ckbLp-YtOPEbE/viewform#start=invite Conferences Times: February 9 - February 20 If none of the times work for your team contact Zhe or myself.

45. Collaboration ToolboxEntrance Conference Module 3Conference Participation Schedule Entrance Conference by February 7 Duration: One hour Laboratory Teaching Assistant should attend if possible All must participate “no excuses” Conference cancelled if all team members not in attendance You can reschedule because of illness or unforeseen circumstances

46. Collaboration ToolboxEntrance Conference Team BookletMaterial Submission and Assignment Entrance Conference Read Module 2.2 TKI Reading Night before the Conference You will have to discuss this reading in the conference Recorder uploads into separate folders in Drop Box 24 hours before your Entrance Conference the following (must be before 10pm night before): NO PDF DOCUMENTS Ground Rules (Drop Box folder - “Ground Rules”) Mission Statement (Drop Box folder - “Mission Statement”) Personal Strength and Weaknesses (Drop Box Folder – “Strengths, Weaknesses”) Expectations (Drop Box Folder – “Expectations”) Team Calendar can send me a URL Show schedule for experiments and meetings and other term commitments You choose what calendar your team will use (Drop Box folder link to Calendar) Team meeting weekly time Faculty meeting weekly time

47. Collaboration Toolbox Team Correspondence bburrell@mit.eduzhezhang@mit.edu When e-mailing in subject line: Last name-team#-your e-mail subject-date or sequential number Reports: Weekly Progress Reports Agendas Minutes (optional) Team Leader Transition Reports (uploaded into Dropbox) Completion Report (uploaded into Dropbox) **Send reports as an attachment must have same information in subject line of word documents. Do not send or upload to Dropbox any of the above documents in PDF format, unless you also upload in word format.

48. Situational Leadership; Active Listening Purpose: 1. Learn the procedures to implement Active Listening 2. Acquaint Team leaders with who to accomplish effective task assignments 3. Exercise to practice Situational Leadership and Active Listening Sharing the Team Experience Purpose: 1. Problem Solve with other teams 2. Learn to discuss team process problems and use effective conflict management techniques to solve them 3. Introduction to Principled Negotiation Practices Collaboration ToolboxLecturesPurpose

49. Eliminate Confusions and Frustrations! “Teambuilding is taking time from our laboratory work” “We shouldn’t have to report on the team process every week in the Weekly Progress Report” “There was no change so I just said the same thing in Section 4” “I didn’t know that we were suppose to have both a team meeting and a faculty team meeting and send agendas for both” Problem Solve! Collaboration ToolboxProblem Solving