Team Communication Flashcards
What is emotional intelligence?
defines how one interacts with other beings and how that person resolves differences of opinions
Why is leadership EI important?
defines team culture and interactions
Trust is ________ to achieve and very ________ to lose.
difficult, easy
What are ways to build trust? (9)
1) Treat everyone fairly
2) Lead by example
3) Moderate extremes and avoid group think
4) Commit to and practice open and transparent communication
5) Build and recognize small successes
6) Respect each participant’s gifts, skills, experience, and self-worth
7) Facilitate development of ground rules and adherence to the ground rules
8) Have principled, authentic, and wise interactions
9) Manage conflict effectively
Why is trust so important?
it is required for open interactions which facilitate knowledge and information sharing so all the facts are readily available
What is a RACI diagram?
a diagram for documenting team communication as a part of ground rules
What is “responsible” on a RACI diagram?
the person who completes the work
What is “accountable” on a RACI diagram?
the person who makes sure the item is completed
What is “consulted” on a RACI diagram?
the person whose subject matter expertise is required to complete the work
What is “informed” on a RACI diagram?
the person who needs to be kept informed of the status of completion
What is a pitfall of a RACI?
in a dysfunctional organizational culture, the RACI may become a hindrance because it can be used to promote individual agendas and interests
Any initiative, particularly cross-functional, requires the ________, _________, and __________ of a broad range of resources.
involvement, support, and efforts
What are some formal written communications? (7)
1) Project Status Report
2) Communication Plan
3) Meeting Minutes
4) Tollgate Reviews
5) Team Charters
6) Teams Roles & Responsibilities
7) Lessons learned documentation
What is the purpose of a project status report?
to communicate progress, performance, issues, risks, and constraints to all constituencies
What are the components of a project status report?
1) Executive summary with accomplishments, performance, escalations, and overall status
2) Completed tasks/activities
3) Next period’s tasks/activities
4) Summary of the project budget and schedule
5) Summaries of important issues, constraints, and risks
At what intervals are project status reports distributed?
weekly, monthly or quarterly, based on the predetermined communications plan
What are the three groups status reports are shared with?
1) entire project team
2) other audiences, those with upstream or downstream dependencies
3) leadership of affected areas
What is a communication plan?
a living document that encompasses:
- all individuals, entities and orgs touched by a project
- the type of message required by each one
- who will communicate the message
- the means and method of communication
- how often the messages are communicated
What are meeting minutes?
tool for keeping project members up-to-date
it should include information on all outstanding action items and responsibility for each item
What is a tollgate review?
at the end of each Six Sigma phase, the project team assesses its completed work and determines if risks associated with the project phase are sufficiently mitigated to move on
What is a project charter?
a living document that summarizes project goals, boundaries, scope and deadlines
What are team roles & responsibilities?
document that clarifies each person’s role on the team and serves as a historical record should similar projects be undertaken in the future
What is lessons learned documentation?
collection of lessons learned during the course of a project as a reference for future process improvement teams
What is a risk assessment/mitigation plan?
documents possible project risks and provides plans for overcoming them, such as changes to project scope, timeline, personnel, and budget
What is a project scope change request?
it documents how or why a project scope has changed and communicates the need for the change to organizational decision makers
What is a team elevator speech (pitch)?
to clearly, quickly, and consistently communicate the team’s work to others
What is a project review meeting?
a team communication tool for each team member to update the larger project team on their progress and roadblocks
