Unit/s of competency covered

People Performance

National Competency
BSBWOR502 Lead and manage team effectiveness
 Objectives and learning

Outcomes
Allocate work to staff of this subject:
 Assess performance of staff
 Provide feedback to staff
 Manage follow up and provide support services
 Establish team performance plan
 Develop and facilitate team cohesion
 Facilitate teamwork
 Liaise with stakeholders
Effective Teams

 No matter what industry you work in, you are sure to

notice when teams work well together and appear to
seamlessly achieve their goals. What makes a team
effective? What traits do these teams have that make
them so good at what they do?
 Some of this achievement is the result of a leader
implementing some strategies to allow the team to
achieve their effectiveness. During this course we will
investigate these strategies and you will learn how to
implement them within your team.
 Activity

What is a team?

In your own words, create a definition for “team”.

 Difference between Group and
 Team
A group is not necessarily a team. A group can have individuals with
varied interests, attitude as well as thought processes. It is not
necessary that the group members would have a common objective or
a common goal to achieve.
 What happens in a political rally? The political leader appeals to the
individuals to cast the votes in his favour only. Do you think all of them
would cast the votes in favour of the leader? There would always be
some individuals who would support his opponent. This is example of a
group. All individuals gathered on a common platform but had
dissimilar interests and likings. Some were in favour of the leader
while some against.
 A team must have individuals with a common objective to achieve.
They should all work together and strive towards the achievement of a
common goal.
 Difference between Group and
Team
What happens in a cricket team?
 All the players have a common focus and a common objective.
Everyone, the captain, the wicketkeeper, the bowlers, the fielders all
work together to achieve a common target i.e. win the game. No one
ever thinks of losing the game.
 It is not only the individuals who form a team; even animals can
constitute a team. Go to any hill station and one can spot many horses
all working for a common goal i.e. Carry people to the hill top and
bring them back.
 Difference between Group and
Team
Team members
 The team members must complement each other. All team members
should help each other and work in unison. Personal interests must
take a back seat and all of them must deliver their level best to
achieve the team objective. Team members must not argue among
themselves or underestimate the other member.
 Organisations have a sales team, administration team, human
resources team operation team and so on. All the members of the sales
team would work together to achieve the sales target and generate
revenues for the organisation.
 Difference between Group and
Team
Team Size
 The team size depends on the complexity of the task to be
accomplished. Ideally a team should consist of 7-10 members. Too
many members also lead to confusions and misunderstandings.
 It is not always that we require a team. Teams should be formed when
the task is a little complicated. A single brain can sometimes not take
all critical decisions alone, thus a team is formed where the team
members contribute equally making the task easy. A team can actually
create wonders if all the team members work in unison.

(Source: http://managementstudyguide.com/understanding-team.htm)
 Types of Teams
 When individuals with a common interest, goal, attitude, need and
perception come together, a team is formed. Individuals need to come
and work together to form a team for the accomplishment of
complicated tasks. In a team, all team members contribute equally
and strive hard to achieve the team’s objective which should be
predefined.
 In any organisation, no one works alone. Every employee is a part of a
team and works in close coordination with the team members to
perform his level best and in turn benefit the organisation. The team
members should complement each other and come to each other’s
need whenever required.
 Teams can be formed anywhere, anytime whenever the task is little
difficult and complicated. Let us understand the various types of teams
in detail.
Types of Teams
Permanent teams- These teams perform on a permanent basis and are not
dissolved once the task is accomplished. Let us understand the concept with
an example.
 Mike, Peter, Joe and Ana had a strong inclination towards branding as
well as promotions and hence were a part of the branding team with a
leading organisation. They were primarily responsible for promoting their
brand and designing marketing strategies to generate maximum revenue
for their organisation. They worked extremely hard and always managed
to achieve their targets well in advance, but their team was always in
place and never dissolved. Their organisation never asked them to leave
or ever dissolved their team. Such teams are called permanent teams.
Work or no work, the human resources team, operation team, administration
team always function effectively throughout the year and hence are
permanent teams.
Types of Teams
Temporary teams - Unlike permanent teams, temporary teams lose their
importance, once the task is accomplished. Such teams are usually formed
for a shorter duration either to assist the permanent team or work when the
members of the permanent team are busy in some other project.

When organisations have excess of work, they generally form temporary

teams which work in association with the members of the permanent team
for the accomplishment of the task within the stipulated time.
Types of Teams
Task Force - Such teams are formed for a special purpose of working on any
specific project or finding a solution to a very critical problem.

The government generally appoints special teams to investigate critical

issues like bomb blasts, terrorist attacks and so on. The task force explores
all the possible reasons which led to a severe problem and tries to resolve it
within a given deadline.
Types of Teams
 Committee - Committees are generally formed to work on a particular
assignment either permanently or on a temporary basis. Individuals with
common interests, more or less from the same background, attitude
comes together on a common platform to form a committee and work on
any matter.
 To organize any cultural event, organisations generally make committees
to raise funds, invite celebrities and all the major tasks involved to
successfully organize any event. The committee members work together,
design strategies to successfully accomplish the task.
 In educational institutes, various committees are formed where students
with a common interest join hands to organize cultural events and
various other activities required for the all-round development of
students.
Types of Teams
Organisation/Work Force - Such groups are formed in organisations where
team members work together under the expert guidance of leader. A leader
or a supervisor is generally appointed among the members itself and he
along with his team works hard to achieve a common goal. The leader all
through must stand by his team and extract the best out of each team
member. He must not underestimate any of his team members and take his
team along to avoid conflicts.

Samuel was working with a leading advertising firm with two members
reporting to him. Samuel always believed in his team members and worked
together with his team and no doubts his team always did wonders and was
way ahead of others.
Types of Teams
Self-Managed Teams - Self Managed Teams consist of individuals who work
together again for a common purpose but without the supervision of any
leader. Here as the name suggests every individual is accountable for his
individual performance.
The team members of self-managed teams must respect each other and
should never lose focus on their target. No leader is appointed and the team
members have to take their own responsibility. Individuals take the initiative
on their own and are their own guides and mentors.
Types of Teams
Cross Functional Team - Let us understand this with the help of an example.
 Maria and Andy both were part of the branding team. They got an
assignment from their superiors to be completed within two days.
Unfortunately Andy met with an accident and was advised complete bed
rest. To avoid delays, Peter from the operations team was shifted to the
marketing team to assist Maria for the time being and form a team. Such
teams are called cross functional teams. Ideally the employees should be
more or less on the same level to avoid ego hassles. Individuals from
different areas come and work together for a common objective to form
a cross functional team. In such teams, people from different areas,
interests and likings join hands to come out with a unique idea to
successfully complete a task.
Types of Teams
Virtual Teams - Virtual teams consist of individuals who are separated by
distances and connected through computer. Here individuals communicate
with each other online through internet.
Sam at Los Angeles can form a team with Mandy at Mexico and Sara at
Sydney all working for a common objective but the communication is totally
digital through internet. Such teams are helpful when employees need to
connect with each other and are located at different places.
Individuals supporting any community in social networking sites such as
Facebook also form a virtual team as all the members are from different
locations but support a common community. They all have a common
objective -to support and promote their community.
What makes and effective
team?
The most effective teamwork happens when individual contributors
harmonise their efforts and work toward a common goal.

Good teams don’t typically happen by accident; hard work, commitment and
some amount of struggle are usually involved in creating successful teams.

But teams that go through the rigors of creating a cohesive group are
rewarded with higher productivity, fewer internal struggles and a more
enjoyable work experience.
What makes and effective
team?
In most effective teams you will notice some common attributes, these are:
 Good leadership
 Adaptability
 Diversity
 Effective Communication
 Skilled Conflict Management

Let’s look at each of these in a little more detail.

 What makes and effective
team?
Good Leadership
 The best leaders reliably follow through on their commitments; or walk the
talk as the saying goes. They are also willing to provide as much or as little
leadership as the team requires. Neither micromanaging nor a complete
hands-off approach works. Employees want a leader who is available and
approachable, who listens and values their input, and who recognizes them
for a job well done. The best leaders also deal with problems quickly.
.
What makes and effective
team?
Adaptability
 While it is important to have a clearly defined set of roles and
responsibilities for each member, on the most effective teams tasks and
responsibilities are not rigidly adhered to.
 Team members are willing to cross lines of responsibility and do
something that may not be in their job description, if that is what’s
required to get the job done. On the best teams, all members take
responsibility for their own tasks as well as the overall completion of the
goal.
What makes and effective
team?
Diversity
 Most members bring a diversity of thought, experience and skills to a
team. Leaders who recognize and encourage this will be rewarded with
new and inventive ways to accomplish a job.
 Effective teams are willing to try a new solution to an old problem. They
also are open to new or unusual suggestions and don’t dismiss a solution
without consideration.
What makes and effective
team?
Effective Communication
 In the most effective teams, communication happens regularly.
Interactions across team members as well as to and from team leaders
are all necessary.
 Regular team meetings are a good way to discuss ongoing activities and
new assignments, but if a crisis arises, discussion shouldn’t wait until a
team meeting takes place.
 Email, impromptu meetings and conference calls are quick ways to
respond when a problem occurs. These are also good methods for quick,
periodic updates on tasks or to ask questions that don’t require team
consensus.
What makes and effective
team?
Skilled Conflict Management
 Conflict happens, even in the most synergistic teams. Often new ideas
and solutions can come from differences of opinion, so they shouldn’t be
discouraged.
 Decide as a team how to handle conflicts.
 Put a process in place and follow it as quickly as possible after a conflict
occurs (typically within 24 hours). This requires a certain level of trust. If
individuals are respectful, keep the conversations professional and listen
to each other this trust will develop naturally.

(Source: http://smallbusiness.chron.com/teamwork-effective-694.html)
 Video
What makes and effective
team?
View the video How to build an effective team which focuses on the 11 key
steps needed to help build an effective team.
The video can be viewed via link
https://www.youtube.com/watch?v=sxM7QFDJEII&index=8&list=PLS9VnzsEIS
SNZEEXPzOr6ell8yCShlaQy
 Activity

What is a team?
What do you think are some characteristics of an effective team?

List and explain at least three.

Consulting for Effective Teams
 The involvement by all members of the team means that any workplace
changes will be more readily accepted and implemented. Everyone wants
to be informed and asked for their ideas. It will also ensure clarity for
staff members around their roles and responsibilities in relation to team
performance.
 Even though a leadership role demands individual responsibility, a leader
will not get anywhere without their team working with them. As such, a
relationship must development between the leader and the team.
 In this session we will look at methods that encourage both parties to
work together and fortify their relationship to achieve great things.
Develop and communicate
objectives with the team
As a leader, you will have a number of objectives that you want to and need to
achieve on behalf of the organisation, and these are what we want to
communicate.

It will help greatly with the achievement of these goals if you consult with your
team to determine how you can achieve them.

What makes good consultation?

 Being provided with information and allowed to participate without
condemnation
 Time to fully consider the matters raised
 Being kept informed of discussions and decisions

(Source: http://legalrepresentations.co.uk/Services/Consultations.aspx)
Planning your communication
When planning communication, remember to:
 build in opportunities for team members to express their views
 ensure that all team members can access information: for example, if
your only communication method is by email, check whether everyone
has regular access to a computer or a personal email account
 deliver information via a variety of methods but consistently, so that
people know what to expect and where to obtain or access information
 maintain communication by regular and timely flows of information: try
to avoid the last minute ‘news scoop’
 review your communication methods regularly and assess their
effectiveness to ensure that your messages are getting through
Planning your communication
Communication methods
 When your message is really important, deliver it using more than one
method.
 For example, you could follow up a general staff meeting with an email,
and then confirm the information in the next newsletter publication to
ensure that it has been received and understood.

 Possible communication methods with your team include:

 company noticeboards
 newsletters/in-house magazines/e-magazines
 press releases
 emails and intranets
Planning your communication
Communication methods

 phone conversations
 presentations
 team briefings/group meetings
 focus groups
 face-to-face formal or informal meetings between managers and
employees
 consultation groups or staff forums
Planning your communication
Communicating through staff meetings

If you decide to hold a meeting (individual or collective), be clear about

what you want to achieve from each agenda item. The goal could be to:
 exchange information (report, update, inform or find out)
 solve a problem or find a solution
 make a decision
 plan
 evaluate
 supervise
Planning your communication
 Communicating through staff meetings

 consult on performance progress

 review performance against team goals.

Challenge yourself when planning a meeting to check which is the best way
to achieve your overall purpose. Could another method be more effective?
There are a wide range of potential communications as we have seen in the
listing above
Setting clear team goals
A team without a goal is like a house without a frame - it will simply fall
apart with the slightest nudge. Every organisation, whether it produces cars
or assists people with their health needs, should have a clear goal in mind –
this is usually documented as an overall vision or mission statement and the
detail of the organisations goals can be found in the Strategic Plan.

Individual teams must understand what that goal is, and know their role -
both individually and as a group - in accomplishing it.
 Setting clear team goals
 You can consult with your team
and work with them to set the
goals that need to be achieved.

 Goals have a much better chance

of being achieved if they are
created around the SMART
principle, that is:
Setting clear team goals
Specific:
The goal should state exactly what the team is to accomplish. It should be
phrased using action words such as ‘design’, ‘build’, and ‘implement’. It
should be limited to those essential elements of the task that communicate
the purpose and the outcome expected. A specific goal has a much greater
chance of being achieved than a vague goal.
 Setting clear team goals
Measurable:
A goal is measurable when it can be quantified. Establish concrete criteria
and a process for measuring your progress toward the attainment of each
goal you set with your team. When you measure your progress, you are more
likely stay on track, reach your target dates and experience the exhilaration
of achievement that spurs you on to continued improvement and ongoing
success.
Setting clear team goals

Agreed-upon:
For your team to have a good chance of achieving their goal, there are many
aspects that must be agreed upon. Inputs such as resources and time-frame
as well as the outputs or deliverables should be agreed upon during the
initiating process.
Setting clear team goals

Realistic:
This is not the same as ‘easy’. A goal is realistic when you truly believe that
it can be accomplished with the time and resources available to you; that
the skills needed to do the work are available; that the project fits with the
overall strategy and goals of the organisation. One way to know if your goal
is realistic is to determine whether you have accomplished anything similar
in the past. Another way is to ask yourself what conditions would have to
exist to accomplish this goal.
Setting clear team goals

Time-framed:
Building the delivery deadline into the team’s goals lets the organisation
know when they can expect to see the results. It also combats the tendency
for teams to just continue on and on, without ever coming to a satisfactory
conclusion.
Setting clear team goals
Identify objectives
 Objectives help to further define the goal by adding necessary detail.
They help define the:
 scope
 approach and
 success criteria of the team.
Setting clear team goals
Identify objectives
Objectives can fall into a number of categories.
 Business objectives are strategies that support the goals of the business.
An example might be to expand our product range by launching a new
product in time for Christmas.

 Financial objectives are to do with money. For example, increase sales

by 15% over the next 12 months.

 Quality objectives identify how good results must be. For example,
reduce customer complaints by 50% by June next year.
Setting clear team goals
Identify objectives
Objectives can fall into a number of categories.
 Technical objectives relate to specific technologies that are to be
included in the outcomes. For example, incorporate a website to support
marketing activities.

 Performance objectives detail expectations about the project itself. For

example the need to finish by a certain critical launch date or the
effectiveness of communication during the project between
stakeholders.

Recording objectives in each of these categories as SMART objectives is an

important step in the initiating process.
 Video
Setting clear team goals
View the video Motivating Your Team to find out more about setting goals
and motivating your team. The video can be viewed via the link
https://www.linkedin.com/learning/management-top-tips/motivating-your-
team?u=26110042
 Video

Setting clear team goals

To understand the importance of consulting to set team goals, view the
video Use Goal Setting Process. The video can be viewed at:
https://www.linkedin.com/learning/managing-employee-performance-
problems-3/use-goal-setting?u=26110042
 Video
Setting clear team goals
And finally, watch the video Setting Effective Goals which outlines the use
of SMART principles. This video can be viewed at ;
https://www.linkedin.com/learning/how-to-set-effective-goals-2/setting-
effective-goals?u=26110042
Setting clear team goals
 Keep all goals posted somewhere highly visible in the office. Refer back
to them whenever team members start losing sight of what's important.
 To accomplish your goal, the team must have the right tools. At the
beginning of the project, create a list of everything you'll need -- in
terms of both staffing and resources.
 Set up a results-oriented structure that encourages the team to achieve
its goals. For example, the goal of an IT team in an advertising agency
might be to upgrade the design equipment so the agency can launch a
new social media campaign. The goal of a health centre might be to
assist clients/patients with referrals to specialists and providing
information on good health and exercise programs.
Setting clear team goals
 Set up a list of tasks that will lead you to your final goal, with specific
deadlines to accomplish each of these tasks. Make sure each team
member commits to finishing each task on schedule.
 Accountability is important in a team goal setting. Members need to
understand that each of them will be personally responsible if the team
succeeds - and if it fails. Members who slack off need to bear
responsibility, and those who excel should be recognised. Have a clear
and obvious method in place for measuring the team's success.
 Activity

Consulting
Consulting with your team has many benefits – identify and
discuss two of them.
 Summary and close
You should now be able to:
 Explain the attributes of an effective team
 Determine which attributes are required for an effective team
 Understand the role of the leader in creating an effective team
 Summary and close
 model and encourage open and supportive communication styles within
the team
 seek and share information from the wider environment with the team
 consult with your team members to set team goals