Team formation

Discuss responsibilities, tasks, and expectations as your team embarks on a new project, ...

Steps
8
Last edited
Apr 19, 2023
Created by
Nova

About this process

Discuss responsibilities, tasks, and expectations as your team embarks on a new project, sprint, or client. Discuss: Team introductions Commitments Tasks and skills Responsibility and Accountability

The process in detail

8 steps
  1. 1

    Project introduction.

  2. 2

    Team introductions.

  3. 3

    Tasks: Skills we need vs Skills we have.

  4. 4

    Do we have any gaps? Do we have too many people with the same skills?

  5. 5

    Objectives and Commitments.

  6. 6

    Individual responsibilities for the next sprint or milestone.

  7. 7

    Who is accountable for what?

  8. 8

    How is everyone feeling about this project/sprint or milestone?

Read the full text
1. Project introduction.

The project leads or team leads will provide information about the project/client/milestone as well as a link to the [project] folder. <Edit this

How do you ❤️ feel about the project/milestone after the project lead has provided more information?👇

Choose one
  • Option 1
  • Option 2
  • Option 3
  • Option 4
  • Option 5
  • Option 6
2. Team introductions.

Introduce yourself at the beginning of the session. We begin with people born in January, then move on to people born in February, and so on.

How?

•Give everyone 2 minutes to write their 🙋 introductions following this recipe: 👉"I am a [product manager], and I am the go-to person [what]." Add one introduction per sticky note.
•Following their short introductions, everyone can speak and share their introductions with the team. It is here where you can share a bit more about yourself. 🙃Who are you? 🏄‍♂‍How do you spend your time outside of work? 🏆What is your superpower? 📅What is your preferred method of working?
Add sticky notes
3. Tasks: Skills we need vs Skills we have.

Here are some of the skills and capabilities we need for this project. 🏋🤺💆‍♀‍🧞‍♂‍🥷Which of these capabilities and skills do you possess?

Choose one or more
  • Time, Schedules and Task management.
  • Present data using Excel and PowerPoint.
  • Project Organization: keeping files, folders in proper order.
  • Meeting & Workshop facilitation.
  • Copywriting: Meeting notes and reports
4. Do we have any gaps? Do we have too many people with the same skills?

Do you have a wealth of skills or a lack of skills? Are you able to cover tasks and deliverables? Are you in need of extra assistance? Does your collective talent pool and knowledge pool have a wide enough range of expertise? What is the best way to distribute work? Discuss tasks, roles and responsibilities.

Update the RACI chart [ADD LINK] or add notes below.👇

Write a note
5. Objectives and Commitments.

After discussing tasks, roles, and responsibilities. Describe how you plan to support the team and what you plan to contribute. Our goal is to reduce the number of assumptions we make and discuss some of the risks as a team. Therefore, each of you will spend 2-3 minutes describing your commitment in your own words.

Discuss potential gaps, timeframes, deliverables and tasks.

Write a note
6. Individual responsibilities for the next sprint or milestone.

Those of you who are responsible for a task or a milestone need enough focus time to actually complete it. Responsible people commit to having enough time and knowledge to get things done on time.

Each of you should review the RACI chart and discuss gaps, concerns, etc. Once you have committed to completing all the tasks assigned to you (responsible) mark this step as ✔complete.👇

Write a note
7. Who is accountable for what?

By being accountable, you mean taking responsibility for the decisions you make, the commitments you make, and the actions you take. The ones accountable for tasks and milestones are often those with extensive experience and knowledge of the topic. They often overview the tasks or milestone not always are the doers.

Eg. UX designers are accountable for designing user-centric platforms that are simple to use for users. If the user finds a platform hard to use, the UX designer is accountable for their decisions. Product managers are accounatble for understanding user needs and developing solutions that cover those needs or solve a problem. Another example: An engineer may be accountable for designing a bridge, and if it breaks because of a poor design, the engineer will be held accountable, but if it breaks because the materials selected did not meet certain standards, the purchasing department may be the one held accountable.

In addition to providing feedback and guidance, people accountable to tasks or milestones may collaborate actively with the rest of the team. 👉👉Define expectations and how much support needs those people who are responsible from those who are accountable. Share final notes and decisions here👇

Write a note
8. How is everyone feeling about this project/sprint or milestone?
Choose one
  • Option 1
  • Option 2
  • Option 3
  • Option 4
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Created byNova·Official process
Last edited Apr 19, 2023·8 steps