Team Setup Checklist - Unify

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Team Setup Checklist Shared Goals.  Everyone on the team or sub-group shares the same goal and understands the metrics of success.  People who don’t have shared accountability for the goal are re-cast as advisors, not team members.  Team members feel empowered to make decisions and get the work done. Workable Size.  Large groups are broken into focused work teams of 5 or less, whenever possible – not more than 10.  If the team has multiple workgroups, a speaker/ambassador of each is assigned to be part of the project steering/consolidation team.  Political/honorary connections, experts and process partners are setup as Advisors, rather than team members, as appropriate. An ambassador is assigned to engage them 1:1 to keep work groups small.  All members of a workgroup share common goals, and their performance is measured, at least in part, on the team’s success meeting its goals. Introductions.  Team members know each other well and have worked together before OR  New members are tasked with setting up virtual coffee breaks with each team member (or those they don’t know well) during first few weeks of project (getting to know each other, aligning to team norms,staying connected)  New members have clear permission to call a specific person for help with access, technology, processes or team culture/norms  A face-to-face meeting or highly interactive video conference is used early in the process to help team members get to know each other and exchange ideas about the project  Small shared tasks are assigned to duos or trios early in the process to set a foundation of candor and collaboration

Team Norms. Note: Lead by example.  The team has defined and agreed to their rules of engagement, including:

 Tools & preferences for technology and information sharing: o File sharing site o Web collaboration application and use o Video (desktop, group) usage/access o IM/Text messaging (mobile to mobile, or company app) o Correct/incorrect email use (conflict resolution, length, frequency, reply all, etc.) o For multi-time zone teams: acceptable times for live calls/meetings o Sharing Presence status, where available o Technologies to be shared with 3rd party team members/access rights provided o Acceptable use of unscheduled phone calls o Access to team tools from mobile devices o Use of quality headsets and handsets to simplify listening o Correct use of Mute functions (briefings, versus interactive sessions)  Meetings start with personal interaction/check-in (how are you?)  Expectations of engagement (limit use of Mute, engage silent members by name, limit multi-tasking)  Looking for/asking for help – how to find someone who can help  Social norms – virtual coffee breaks, avoiding isolation, staying connected informally  What happens in meetings versus what happens independently or in ad hoc conversations Meetings.  Clearly defined methods and media for briefings (primarily one-way) versus collaborative work sessions.  Team members can access tools for asynchronous briefings (documents, Brainshark license, pre-recorded webinars or Powerpoints with voice track, etc.), as required  Clear expectations for meeting preparation (review briefing docs before meeting, check in with advisors, meeting media/apps)  Agreement on default length of meetings (30 minutes, 60 minutes, etc)

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