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Power Totes For Team Roles and Rotation
Many teams will think about how to orient new team members before they join. However, few will come up with a plan for how to transition members who change 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 its task, this is unlikely. For this reason, in addition to setting the team guidelines or ground rules, it is recommended that new teams also decide what roles they need to fulfill from team members. This is a powerful way to start rotating roles 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 title the role as timekeeper, team leader, meeting recorder, janitor, etc. The team should then decide what each role’s functions are, power limitations and allowances, what materials may be needed to fulfill the role, team processes each role is responsible for, and how often these roles can rotate after their first installation period. The team may decide to have the first person in the role document these items and track them for accuracy to facilitate future handover and rotation.
To make role rotation much easier, the team can develop a power tote for each role that will be passed from the person currently in the role to the next person to take over the role. Here are some examples of possible power tote ideas.
If the role of the team leader or facilitator is to facilitate meetings, their tote can include a bag or box containing appropriate markers (dry erase or flip chart type) for tracking key items in meetings, meeting agenda planning forms, setup checklists rooms, and a pointer for presentation use. Inside the bag or box would also be a laminated card documenting the team leader’s responsibilities.
For the meeting recorder or note taker, their power tote can be a team notebook made from a three-ring binder with a pocket or zippered pouch for pens/pencils. The binder should include dividers for historical records such as previous meeting minutes, handouts, copies of presentations, and possibly meeting or team evaluation forms, along with blank minutes forms so that they are useful in future meetings. If the records are kept electronically, then there may also be a flat USB drive in the pocket, pouch, or keychain type on the binder rings. The drive would include some historical documents and a template form for records. The team’s notebook would also include space in it for the document containing the description or function of the recorder and related tasks.
The timekeeper’s tote can be a stopwatch or a whistle on a rope/chain with the requirements of the timekeeper’s role also attached on a laminated card. If the leader is also responsible for the role of timekeeper, then add the above or a small timer to their tote.
For a janitor, the tote could be a clipboard with a copy of the team’s ground rules that they should enforce with a card documenting their role as well. Optionally, if the gatekeeper is more of a fun role than an enforcer, their tote could be a box with a sticker showing the ground rules and containing “yes” or “oops” chips, cards or coupons as a way of reinforcing visual when a member is behaving correctly or wrongly breaking a ground rule. This way the gatekeeper does not have to say anything that could disrupt the flow of the meeting, while still reminding about the desired behaviours.
Using power totes provides an easy way for teams to prepare for different roles such as timekeeper, team leader, meeting recorder, janitor, and whatever else the team feels is appropriate. Once the team determines the functions and processes for each role, power constraints, materials required to perform each role successfully, and how often the roles will rotate, they can begin to develop the power totes and properly document the role. The team should prepare a power tote for each role and ensure that it is transferred in a timely manner when roles are rotated to make the transition process easier for the next person in the new role.
With this process, the team becomes more willing to start rotating or cross-training roles once they have matured as a team. A simple planning and documentation process can make new member orientation and role transitions between team members easier and more likely to be successful. Once the team has established their guidelines or ground rules, they then need to decide on their roles to be fulfilled by the various team members and develop the plan for rotation to minimize the time required for cross-training in the future.
NOTE: Reproducible forms for meeting minutes, presentations, checklists, agendas, action items, and evaluations can be found in the book RA! RA! Meeting Wizard aspect.
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