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Team Reporting ActivitiesAgendas are prepared for all weekly team meetings and faculty meetings. There are no agendas sent in advance for informal meetings. The agendas are numbered sequentially and numbers correspond to sequential numbering on the minutes. The date of the meeting should be specified on both documents. Team leaders send agendas for all meetings to participants 24 hours before the meeting. The agendas list the time and place of the meeting and who will need to attend, the topics to be covered, and the amount of time each item will need to be discussed properly. Participants send additions to the agenda to the team member making out the agenda as soon as they have read the agenda. The team leader comes to the meeting with printed agendas for all participants. Meetings are meetings held with all team members in attendance. If you have faculty meetings, these meetings should be held weekly. Teams will find that meetings will vary in length. Weekly team meetings improve the efficiency of the team and should not be skipped. Minutes to all formal meetings (weekly team meetings and faculty meetings) are sent within 48 hours of the meeting to all people who attended the meetings and other persons designated by the instructor. At informal meetings the recorder takes minutes and submits them to the team members with no agenda being prepared. The recorder records the minutes. Progress Reports are sequentially numbered. The Progress Reports are a summary of the team's meetings and progress on the project for the week. The progress reports should address both the task process and the team process. The summaries should be clear and concise. Copies of the minutes should be attached to Progress Reports if sent to different people than attendees of meetings. The Progress Reports are sent to team members and any other person designated by the instructor, and whomever the team needs to communicate their progress to, i.e. the industrial consultant, the instructor in charge, or other staff members. If a team leader believes that more frequent communication is necessary because they have questions about the running of equipment, problems with the breaking down of equipment, or trouble with team management the team leader can either communicate via e-mail or schedule a meeting. Team Progress Reports allow team members and people outside the team to assess your progress. Clarity and conciseness is important. One of the objectives of this class is to learn to communicate effectively. Clearly describe the team and task process in the report to faculty and staff. Journals are completed in three sections. Journals are confidential and are only seen by the person designated by the instructor. Journals communicate the team process and how it is affecting you as an individual. Reporting Activities Course FormThe form is e-mailed to all listed participants for the course to give them a schedule of reporting activities. Course #___________ Length of Project ___________________ Meetings should be __________________________ Send Agendas 24 hours before a team meeting. Send Agendas to the following people: ________________________________________________________________________ Send Minutes 48 hours after a team meeting Send Minutes to the following people: ________________________________________________________________________ Send Progress Reports __________________________ Send Progress Reports to the following people: ________________________________________________________________________ Send Journals _____________________________ Send Journals to the following people: ________________________________________________________________________ |
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