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Power Totes For Team Roles and Rotation
Many teams will think about how to orient new team members before they come on board. However, few will come up with a plan for how to transition members who are changing roles within the team until someone leaves their role or the team. Often this is based on the assumption that everyone knows each other’s jobs and the tasks required in each role within the team. Unless the team has cross-trained or defined and documented each role and task, this is unlikely to be the case. For this reason, it is recommended that in addition to defining team guidelines or ground rules, that new teams also decide what roles should be performed by team members. This is a powerful way to start role-rotating and cross-training. This makes the team more prepared when they are mature enough to start rotating or cross-training roles.
An easy way for teams to prepare for roles is to give the role a title such as timekeeper, team leader, meeting recorder, gatekeeper, and so on. The team must then determine what each role’s functions are, power limitations and allowances, what materials may be required to perform the role, the team processes for which each role is responsible, and how often these roles may rotate over the period their first installation. . The team may decide to have the first person in the role document these items and track them for accuracy to make transition and rotation easier in the future.
To make role rotation much easier, the team can develop a power charge for each role that will be transferred from the person currently in the role to the next person who will take the role. Here are some examples of possible power stacking ideas.
If the team leader or facilitator role will facilitate meetings, their allowance may consist of a bag or box containing suitable markers (dry erase or flip type) for tracking key points in meetings, planning forms of meeting agendas, room setup checklists, and a pointer to using the presentation. Inside the bag or box would also be a laminated card documenting the team leader’s responsibilities.
For the meeting recorder or minute keeper, their power card can be a team notebook made from a three-ring binder with a pocket or zippered pen/pencil pouch. The binder should contain dividers for historical records, such as minutes of past meetings, handouts, copies of presentations, and perhaps meeting or team evaluation forms, plus blank minute forms, so that they are useful in meetings. next. If the minutes are kept electronically, then a USB flash drive can also be in a pocket, bag or some kind of key chain on the binder rings. The machine will contain some historical documents and a model minutes form. The team notebook would also have a place in it for the document containing a description or function of the recorder and related tasks.
The timer’s charge can be a stopwatch or a whistle on a rope/chain with the timer’s role requirements also attached to a laminated card. If the leader is also responsible for the role of timekeeper, then add the above or a small timer to their workload.
For a goalie, the payment could be a table with a copy of the team’s ground rules they must follow with a card that also documents their role. Optionally, if the gatekeeper is a more fun role than an enforcer, their exchange can be a box with a sticker showing the ground rules and containing chips, cards, or “yes” or “oops” coupons, such as a way to visually reinforce when a member demonstrates correct behavior or mistakenly violates a ground rule. That way the gatekeeper doesn’t have to say anything that might interrupt the flow of the meeting, while still providing a reminder of the desired behaviors.
Using power cards provides an easy way for teams to prepare for different roles such as timers, team leaders, meeting recorders, gatekeepers and whatever else the team deems appropriate. Once the team defines the functions and processes for each role, the power constraints, the materials needed to successfully perform each role, and how often the roles will rotate, they can begin to develop power lists and properly document the role. The team should prepare a power charge for each role and ensure that it is transferred at the appropriate time when the roles are changed to make the transition process easier for the next person in the new role.
With this process, the team becomes more prepared to begin rotating or cross-training roles as they mature as a team. A simple planning and documentation process can make the orientation of new members and the transition of roles between team members easier and more likely to be successful. Once the team has established its guidelines or ground rules, they should then define their roles to be performed by different team members and develop the plan for rotation in order to reduce the time needed for cross-training in the future.
NOTE: Reproducible forms for meeting minutes, presentations, checklists, agendas, action items, and assessments can be found in the book DOWN! DOWN! A dating wizard’s approach.
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