Coordinator - Sweet Adelines International

Chapter 1: Team Tools
Regional Management Team Handbook
4/13
members on an issue, want to use the consensus decision-making process, or want
to brainstorm new better ideas with the team.
• Write out the purpose and goal of the team. The team’s purpose is the overall
reason why the team exists (“to provide musical and administrative education to
the region”). Goals are the short-term actions the team must carry out to fulfill its
purpose (“to design a training plan for the next three years involving directors,
choruses, and individuals”). Once the purpose and goals have been identified,
write them out and post them. Coming back to these items throughout the meeting
will ensure that the discussions stay focused.
• Determine what needs to be accomplished at the meeting. The team should decide
before the meeting what must be accomplished. Using the example above, if the
goal is to design a training plan for three years, maybe in this meeting you can
realistically outline only the process over the next three years; another committee
will have to be appointed to determine the faculty based on the topics chosen.
Preparation
• Obtain reports from all team members that include activities to date as well as
a summary of their committees’ reports. Reports can be submitted on a form as
shown in Sample B.
• Prepare an agenda. Based on the discussion and decision items listed in the
reports, prepare an agenda using the acronym S.M.A.R.T:
• Be Specific when stating the goals (discussion and decision items) for the
meeting.
• List who is responsible for each of the action items.
• Include Measurable items, where possible, that tell you whether you achieved
your goal.
• Make goals Achievable within reason providing enough of a stretch to move
forward.
• Ensure the items are Relevant to the meeting and setting.
• Provide the Time allotted for each goal and each agenda item.
• Determine length of meeting. Include a time estimate for each agenda item, then
review to ensure the meeting is the appropriate length for the items requiring
decisions and discussion. It may be necessary to call a special meeting or extend
an additional day if there are more discussion items than time.
• Distribute agenda. At least one week (preferably two weeks) before the meeting,
provide team members with the agenda and all attachments necessary so that they
can come to the meeting prepared.
• Read all material. As a responsible team member, it is critical that you read all
materials provided for the meeting. If you need clarification on any of the items,
speak with the party responsible for the agenda item prior to the meeting. Being
prepared will help make the meeting shorter and more productive.
Team Tools • 1-23