2.5b Team Monthly Calendar
The Monthly calendar is something all of you are familiar with and many
of you use. In addition to your individual Monthly Calendar, the team
needs a Monthly Calendar.
- Begin by e-mailing your schedules to one team member.
- Then merge the schedules, check times you have free on to a Team
Monthly Calendar.
- Discuss other times where team members can rearrange their schedules
to accommodate meetings and accomplish the team’s project.
- Team meetings can be at the same time each week.
To exploit this system's full potential as a planning tool the Team Monthly
calendar should be used in concert with your activity lists and milestones.
You can view the activity lists as worksheets for managing large goals
and the smaller sub-goals. Then use the Monthly Calendar to delineate
tasks to individual team members. Once the activity lists have been discussed
by the team and the tasks assigned, the important benchmarks or milestones
for the team can be recorded on the Team Monthly Calendar along with the
expected completion date of the goals. The activity lists are the organizing
tools and the Team Monthly Calendar becomes the tracking tool for the
team, as well as tracking meeting times. The Team Monthly Calendar should
be available to all team members and updated as needed but reviewed at
every team meeting. The Recorder is responsible for keeping the Team Monthly
Calendar current for the team. The Recorder should record all the daily
and weekly assignments at each meeting or whenever the team meets to plan
tasks to make sure that the activity lists and milestones are feasible
under the present conditions. The Recorder reports to the team if changes
need to be made in the plans to stay on track. The Team Monthly Calendar
allows the team to look at their long range planning and adapt the plan
as necessary by more accurately anticipating the unfolding of other time
weeks in advance.
This information is vital to the team leader to keep the team on track.
High performance cannot be attained without being able to manipulate a
written plan to save time and adjust for unseen events. Goals, sub-goals,
and tasks have to be changed quickly and effectively and without a team
Time Management System in place time is wasted and the team feels frustrated,
and confused about where to start over. With a written time management
plan the team has a starting point. The milestones serve as indicators
of the team's progress. When one is missed it is an indicator that the
team needs to review their activity lists and tighten up their time management.
Missing deadlines indicates that the team needs to reformulate some of
their goals because there is a limited amount of time available to finish
the project.
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