Team Charter for DRR Department A Document of “Go Team” Islamic Relief Worldwide - Bangladesh

[February, 2011]

1. Background of the meeting:

Since people in the departmental team usually have their assigned roles and tasks. It is important for such team to get out of routine assigned work and get to perform like a unit working for a common goal. There is also need to find solutions and innovative ways of doing things at a designated place which will increase the affiliation and empowerment level of all the individuals in such teams. Therefore, disaster risk reduction programme team decided to arrange a half day session to brainstorm on how teamwork can be improved with in disaster risk reduction programme. The idea was to create an environment to work together and formulate teamwork strategy to address all the basic desires of the individuals working within programme.

2. Objective of the team: To strengthen the work by defining roles and responsibilities of individual team members

and monitor work progress.

To create a culture of learning for specialized and innovative performances. To increase the empowerment level by recognizing work of individual in a team setting.

3. Team process Management:

3.1 Team members: Initially this team has been consisted of 4 members. They are:

1. Syed Shahnawaz Ali- Program Management. 2. Shah Muntamin Mujtaba- Monitoring, Evaluation and Research. 3. Ch. Md. Khalid Hussain Ershad-Program Officer 4. Simon Rahman-Media & Publications. 5. Sabiha Yeasmin Rosy-Process Documentation.

3.2 Existing skills, development needs and ways to improve team members: All the team members have participated in a meeting to find out the strengths and development needs of the team to make the team more efficient to get the goal. This attempt has been taken to measure the necessity and provide the facility to each member to develop self and implement the knowledge to attain the team’s objective and enrich the team. Some major traits have been discussed and according to this team members have identified the existing skills and development needs for team and individuals. Following this, team members have finalized some suggestions to improve team member’s quality and make the team stronger in objective oriented activities. (Please see Annex 1 – Analysis of Strength and Developmental needs. Major traits, existing skills, development needs and ways to improve have been identified). 3.3 Security and confidentiality: It is agreed to keep certain discussions and proceedings of the team meetings confidential based on the facts and circumstances while being careful not to withhold information necessary for the organization. All important organizational and programme files will be placed in a common folder with security password which will only be circulated among the team members.

3.4 Desires of the team:

3.5 Methods of gaining objective:

Increase the level of communication within the team through various means. Agreed mode are meetings, and electronic and phone messages.

Go team will hold regular team meetings titled as “Go Baithak”. To start things with, meetings will repeat after every 15 days period and schedule for three months will be decided in advance for everyone to prepare monthly calendar accordingly.

Other day to day meetings can be called on need basis by any of the team member through designated communication mechanisms.

Information sharing channels to be developed and kept in usage. All the important documents and materials will be kept at a central shared folder allowing access to all.

Department work plan with agreed objectives will be agreed in the team meetings which will provide the basis for individual work plans. Individual and team performance will be assessment based on the successful accomplishment of the identified objectives in these work plans.

3.6 Constraints and Assumptions:

Constraints & Assumptions Mitigation of Constraints and Assumptions

Conflict with each other’s view: It cannot be claimed that always the team members will support each other’s view. This can lead to cold clash in a team and destroy the

Every team member to focus on individual skills and experience to prevent any such situation. All important issues should be recognized and efforts to be required to consensus.

positive attachment of each other.

More dependency on others: Team members can start depending on other if continuously getting extra support and flexibility from other’s which will ultimately restrict the individual development.

A healthy team environment will be promoted by leadership where self organizing to play an important role is the successful achievement of the assigned tasks.

Interfering on other’s work: Interference to others work can be happened to show self wisdom which hampers the creativity of individuals and he/she will not think independently.

Working environment with freedom to perform identified tasks to be promoted.

Proper feedback mechanisms need to be in place to help achieve things properly and team review meetings can be an ideal arrangement of Go team.

Biasness to one team member: it is a common problem which destroys the team spirit and willingness to work. Gradually special attention to one team member can be found which must not be appreciated and team members can be aware of this.

Sense of neutrality to treat everyone alike to be realized as important individual skill.

Develop self esteem so that no one can raise question about integrity.

Less response to give feedback: showing business or other problems giving no feedback hampers team’s work potential and individuals cannot finish the work under deadline.

Team members must be responsible to both own duty and team work. Team work must be given importance as individual achievement will reflect on the overall team performance and vice versa.

Hiding own work: this habit can spoil the team’s objective. Hiding own work from others can be happened to gain the flexibility of work and not to be accountable to anyone.

Develop the sensitivity and avoid complexity to share work with others and be responsible to take the feedback to make the work standard.

Not giving appraisal to each others: it is a very bad habit to not praise others because of jealousy which creates distance among individuals and abolishes mutual respect.

Understand the contribution of other members in your individual success and develop strong emotional connection.

Personal problem/Depression: This is a very common thing which can happen to anyone anytime and hampers the work progress.

Environment where staff member’s personal challenges and limitations are respected and taken care of will be promoted.

Individual members also are encouraged to accept and promote team as a family and share their difficult times.

4. Empowerment in the team: 4.1 Authority: Everybody will be treated equally and no single person will be given extra benefits or power. Professional relationship of senior-junior will not be promoted in the team. Beyond the professional relation, there will be a connection of emotion and positive attitude towards other, which only can be achieved when the authority is equally shared. 4.2 Team shared accountability and transparency: There must be accountability and transparency among the team members about work and problem in a healthy environment. It will enhance the cooperation and increase the skill of work. When the members are honest in thinking and actions, it reflects in the overall achievement of a team. 4.3 Leadership transition: Team leader will allow the transition by providing opportunity to other team members to lead the meeting. The mechanism of transition will be on a rotational basis. This is to ensure equal participation in all activities and equal understanding about responsibility. It will help to enhance all team members’ efficiency and positive spirit to contribute in all activities. 4.4 Freedom of expressing opinion: Each team member has the right to express his/her opinion. No other member can restrict that person to present own view and it ensures the peer learning.

5. Ground Rules and responsibilities:

Aim for the group success, individual contribution to be recognized when good work is being done.

Help other colleagues to promote shared knowledge and experience.

Demonstrate increased level of responsibility and commitment within your work.

Meeting facilitators will be changed on rotational basis.

Meetings to continue on regular basis as per agreed meeting chart.

Full participation is expected and any absence to be informed in advance.

Open discussion to identify innovative solutions for any problems and challenges that team may face.

All the electronic information to be kept in a shared resources base at the server.

Member will respect the different specialization areas and role of each member.

Effectiveness of the team will be assessed at the beginning of every meeting in relation to agreed objectives for the period and of working together.

6. Expected communications

Team member will write the meeting minutes rotationally and distribute to other members.

Verbal communication about the operations on a need basis.

Updates of reports can be consulted verbally on a need basis.

Communication through email on a regular basis.

Telephonic conversation to help each other for preparing assigned tasks or share the information to update reports.

7. Available and needed resources:

Space and time allocation for team meetings and training.

Budgetary resources as needed.

Stationeries are required (please see Annex 2 – List of materials required for Go Baithak).

8. Personal Skills needed in each member:

Interpersonal communication skills.

Desire to achieve excellence; dedicated and motivated.

Ability to support and promote change.

Ability to see opportunities, think creatively and move quickly.

High energy.

Positive attitude.

Presentation skills.

Ability to coach and be coached.

Trustworthy, can maintain confidentiality.

Abstract thinking and problem-solving skills.

Presentation skills.

Analytical skills.

Computer ability.

Ability to lead groups.

9. Dos and Don’ts Team members should always go into each meeting with a positive attitude and a

willingness to accept others opinions and decisions.

Team members will respect each other.

Team members will be expected to attend class with the same positive attitude anticipated at all meetings and should be willing to give 100% each day.

Value each other.

Lending help whenever is needed.

Praise others effort.

No bragging

Team members will not blame each others.

Team members will not be isolated and communicate with each other.

Team members will try to fix up any problem.

Team members will transfer enthusiasm.

10. Assessment of Team work:

We will assess the team’s effectiveness at working together and achievement at the end of the meeting. We will review our work plan and find out the improvement and if needed will adjust the activities with the next plan. Team will conduct cross evaluation of the individual’s work and develop understanding to measure the achievement of objective. Some indicators have been sorted out to assess the team’s effectiveness. These are:

Completion of work under deadline.

Conflict management.

Equal development opportunities for all.

Feedback to all.

Help each other/support.

Proper recognition.

Levels of team trust.

Accountability.

Creativity.

Team commitment.

Cohesion in team.

Participation in decision making.

11. Review and updating of charter:

There will be scope to review and update the charter according to the needs of time being. New sections can be added and old sections can be removed if the team members can justify the reason properly. In case of doing that until all team members consents have been taken, no inclusion or exclusion can be done.

12. Team Roles Structure:

Role Designated Person

Team Leader Syed Shahnawaz Ali, Programme Manager Facilitator To be decided on rotational basis Time keeper To be decided on rotational basis Note taker To be decided on rotational basis Logistics Simon Rahman will take care of all logistics arrangements

for each meeting and will inform relevant department well in advance

Process monitor Javed Ameer, Head of Programme will go thjrough the be invited as process monitor on need basis

13. Team Members Signature:

Team members of the (Go team) participated in the preparation of this charter, understand its contents, approve the charter as their team’s charter and operating plan, and agree to be held mutually accountable for adherence to the charter. Evidence of agreement is reflected by each team member’s signature affixed below. Team Name: Go Team

______________________________________ Team Leader

Syed Shahnawaz Ali Program Management

______________________________________ Team Member

Shah Muntamin Mujtaba Monitoring, Evaluation and Research

______________________________________ Team Member

Ch. Md. Khalid Hussain Ershad Implementation

______________________________________ Team Member Simon Rahman

Media & Publications

_____________________________________ Team Member

Sabiha Yeasmin Rosy Process Documentation

14. Approval section: The GO team has received the charter and reviewed it. It has been approved as submitted. Team Name: Go Team Date of Submission of Charter to the Team: February 8, 2011 Date of approval of the Charter as submitted: ______________

________________________________________________ _______________ Date Team Leader Syed Shahnawaz Ali Programme Manager Program Management

Annex 1: Analysis of Strengths and Developmental Needs

Major Traits Existing Skills Development Needs Ways to Improve

Research skills to identify problem areas and lead to a well accepted solution. Good Reporting (reporting case studies, process documentation, concept note, proposals) so that it reflects the activities of the team as well as project. Facilitation skill to lead any training session. Coordination capacities to manage activities of maintaining relationship with other stake holders, connecting to community volunteers, getting connected with field staffs and aware of update activities. Advocacy/campaign quality to make other concern about project activity. Knowledge of CBDRM (Community Based Disaster Risk Management) to respond to disaster risk reduction related activities. Monitoring and evaluation quality to find out project activity progress, result and prescribe solution according to the needs. Up-to-date Publication on each activity. Knowledge on Partnership approach to spread activities and get sponsorship. Media linkage to reach all people and make activities popular. Motivation skills (self motivation) to inspire others to achieve good habit and increase capacity of work. Proper Logistics to run team activities. Information sharing with all to inform about work progress and achievement. Technical resource (civil engineering, livelihood specialist, programme management) to get special support.

Reporting skill is good in this team. Publication is up-to-date. Logistics are managed properly. Research skill is good according to team member’s quality.

Facilitation skills need to be improved. Coordination capacity must be built. Advocacy/campaign ability must be raised. Knowledge of CBDRM must be improved. Motivation skills need to achieve. Technical resources must make available. Monitoring and evaluation need to be increased. Programme management capacity need to build. Media linkage must be developed. Information sharing scope and processes need to be decided. Reporting capacity is good but must be better.

Trainings must be provided on-

Facilitation skills,

Advocacy and campaign,

Monitoring and evaluation,

Programme management. Bring /hire technical resource- (Seek support from IR Area Office). Hire a person on programme management (who has earlier experience on partnership management) Building linkages with media people by visiting their office, inviting in our seminars, workshops and building connection for better involvement. Sharing of activities in orientation session and upload activities in IR Headquarters website and DIPECHO website and use shared folder for easiness in access to information. Publishing story teller on DRR twice a year by collecting from all programmes of IR. Prepare format to write case studies every month. Develop interpersonal communication to create relationship beyond professionalism and on a need basis meet with others in weekend.

Annex 2: List of Logistics Items for DRR Department team meeting

(Quantity of Items below is to be considered for one meeting)

Sl. Item Quantity Remarks

1. Flipchart 01 For one meeting.

2. Permanent Marker 05 For one meeting.

3. White-board Marker 02 For one meeting.

4. Laser Pointer (for presentation) 01 To be used for all meetings.

5. Tape 01 For one meeting.

6. Stapler with Pin 01 For one meeting.

7. Scissors 01 To be used for all meetings.

8. Multimedia 01 To be collected from Admin Dept.

9. Digital Camera 01 If necessary.

10. Duster 01 To be used for all meetings.

11. Pen 01 each Participants will bring their own.

12. Notebook 01 each Participants will bring their own.

13. Large portable suitcase 01 For keeping all logistics items.