Team Roles, Definitions and Tasks

The more structure that is provided to a student team the easier it is for the team to accomplish the task. Part of the basic structure is to assign roles to members of the team. If the project is of short duration (up to four weeks) the roles can be loosely defined, but if the project is longer it is prudent to assign definite roles. Although roles can be maintained for the duration of the team project, it is educationally more beneficial for roles to rotate or change periodically. The basic roles are team leader and recorder; other possible roles include timekeeper, weekly task organizer, oral presenter, or editor for written reports. There may be additional roles, depending upon the nature of the team project, the size of the team and the way in which tasks are delineated. Here is a form that can be used on your site to allow each team to choose their roles.

TEAM LEADER

When you are team leader, there are different skills and techniques to use at different times during the team process. The most important duty is to ensure the team attends to both the task and the team process. The team leader has to commit extra time to manage the team effectively by performing a variety of tasks: (1) organizing the team meetings, including planning the agenda and preparing any reports that may be assigned for each of the weekly meetings, (2) creating action plans and making sure the team timely follows through on these plans and (3) managing the everyday affairs of the team, including settling conflicts, handling team members’ frustrations, communicating effectively with the staff and faculty, and assigning tasks.

The task process is controlled by two factors: the team life cycle stages and the project management plan. The tasks are stage dependent for the team and task process. The first task is for the team leader to identify what skills are needed for the task and what skills each team members possess that will help to complete the task. Being directive is important in the formation stage. For example, directing other members during meetings by creating agendas and using activity lists to delineate tasks allows your team to function more autonomously. If a team member does not possess the necessary skills, the team leader challenges and supports the team members until the needed skills are present. The team leader supports the team in functioning properly until each team member develops the necessary skills. Under the guidance of the team leader, the team must articulate and commit to goals and objectives, create action plans, and carry out its mission. The formation stage is critical to high performance. Many teams resist learning the team process basics and want to move on to the task work immediately. A competent team leader avoids this narrowing of focus by simultaneously focusing on task process, team process, and performance standards, and by guiding the team into individual and mutual accountability. The organizational climate where the team is being formed can have an important effect upon the team. If the organization believes in supporting team based projects the team will organize more rapidly. If upper management exerts stricter control over middle management this environment may detract from the rapid and effective formation of teams. The team leader is responsible for defining and managing this effect for the team.

Monitoring progress and ensuring that your action plans are completed is important to becoming high performing. The team leader assigns monitoring responsibilities to other team members so that the momentum is maintained and the team is ensured that they are focused on solutions to their problems and that each team member takes actions within their direct control. The team does not want to become bogged down with waiting for other members to change their behavior. Remember, as a team to always celebrate your progress, and agree to take new steps to ensure that you can enjoy the fulfillment that comes from achieving your objectives together.

RECORDER

When you are the recorder for the team use active listening to clarify the points that are being transcribed by you during the meetings. You are responsible for keeping the team Weekly Planner up to date. If there is not a separate timekeeper the recorder is also responsible for keeping the team on time during meetings.

TEAM MEMBERS

Each team member is given specific goals to be accountable for during the semester. Here are some examples of specific areas that need to be assigned for monitoring are:

1. Showing up and being on time for meetings.
2. Monitoring action plans for developing the activities that will keep the task on course. Monitoring action plans for writing assignments, both individual and collaborative work.
3. Recording and communicating progress to outside contacts.
4. Checking with team members regarding their ability to keep their time commitments to the team’s goals if necessary helping to adapt the team’s action plans to the team member’s new time commitments.

1.4.2    Leadership Tasks for Formation Stage

1.4.3    Leadership Tasks for Criticism Stage

1.4.4    Leadership Tasks for Synthesis Stage

1.4.5    Leadership Tasks for Accomplishment Stage

1.4.6    Leadership Tasks for Completion Stage