Coordinator - Sweet Adelines International

Chapter 1: Team Tools
Regional Management Team Handbook
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overheads, make sure erasers, appropriate markers, equipment, and transparencies are
within reach.
Content
• Agenda order. Format the agenda in a logical progression, grouping discussion
or decision items of like nature together. Action items need to be first on the agenda,
followed by problems, planning items, and then information sharing. Change the agenda
only if the entire team agrees. End the meeting with a summary and next steps.
• Ground rules. Ground rules keep the focus of the meeting on the issues, not the
people. Once the rules have been established, either follow them or change them. Some
sample ground rules are: be an active listener, refrain from interrupting each other, one
speaker at a time, be punctual, and be prepared. Post the ground rules at each meeting and
refer to them as needed.
• Training. Establish some time during each full meeting day for training. Even
short, five-minute segments can help the motivation and productivity of the meeting.
• Brainstorming. If possible, set aside time during team meetings to brainstorm.
Establish the topic and generate new ideas. Take turns to ensure everyone has a chance to
give her input. Hold comments or criticisms until all ideas have been recorded. Post ideas
for easy viewing throughout the session.
• Establish mood/setting. Setting a theme for each meeting helps bring people
back to the table as well as make it more fun for all involved. For short meetings, a song
or motivational saying at the beginning and end may be all that is needed. Encourage
creativity and flexibility by providing stress relievers and exercises that enhance the
theme of the meeting. After a team has met together a few times, try playing musical
chairs—ask everyone to sit next to someone they don’t normally sit beside. This type of
activity will help keep cliques from forming on the team.
Process
• Facilitation. Start and end the meeting on time, and take breaks every hour to
hour and a half. Begin the meeting by stating the goal and review the agenda in case of
any changes. Encourage team member involvement by asking questions such as, “How
do you feel about this?” and “We haven’t heard from you yet on this issue.” At various
points in the meeting, ask someone to summarize where the discussion is and ask if
the issue has been resolved. Paraphrase what others are saying for clarity; if necessary,
ask for specific examples. Move the team toward action by asking, “How would you
propose we get started?” Get the team on track by relating the topic back to the agenda
or to the team’s goals. Ask for differing opinions by saying something like, “I think
we’re trying to avoid disagreeing with each other. Who would be willing to voice a
different opinion?” Test for consensus by asking if the decision is something everyone
can support. Move toward a decision by indicating that both sides of the issue have
been voiced and that the time has come to make a choice.
• Participation. As a team participant, it is crucial that you come to the meeting
prepared. Read all materials sent in advance and ask for clarification of issues prior to the
meeting. Actively listen to the issues, even those that do not interest you, and help move
the conversation along. Ask some leading questions to encourage participation if you
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