Team Collaboration: Establishing SMART Ground Rules and Action Plans

Working in Teams Initial Tools for Teaming: Ground Rules and Action Plans for HIT Teams This material (Comp 17 Unit 5) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013. This material was updated in 2016 by Johns Hopkins University under Award Number 90WT0005. This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-sa/4.0/.

Initial Tools for Teaming: Ground Rules & Action Plans for HIT Teams Learning Objectives Create and describe SMART ground rules. Develop and refine a team action plan. Establish ground rules and an initial action plan for an HIT team. 2

Team Member Expectations and Ground Rules Coach John Wooden s six rules for team building 1. Sprit and morale, find and grow 2. Spot good & not so good competitors 3. Find the troublemakers and deal with them 4. A fair chance & opportunity are deserved by all 5. Fight, determination, courage, and desire find & reward 6. A good attitude & cooperative nature find & nurture (Wooden, J, 2007) 3

Setting Team Ground Rules Ground rules should focus on three elements: Tasks Expected activities and deliverables for the team Process How the activities will be carried out Norms Ways in which team members will interact with each other 4

Setting Team Ground Rules1 Ground Rule Basics Clear Concise Consistent Agreed to Followed Reinforced Updated 5

Setting Team Ground Rules2 Overall team-based aspects Clear Concise Consistent Process monitoring aspects Agreed to Followed Reinforced Updated 6

SMART Ground Rules Ground rules should be written to be: Specific Measurable Attainable Relevant Timely (Time Bound) 7

General Team Rule Examples 1.Project objectives are measurable and can be achieved in the short term. 2.Project work plan and implementation plan are clearly defined. 3.The problem is studied before a solution is created. 4.Meeting minutes are posted and feedback is provided. 5.Skeptics are involved on the team. 6.Team members communicate daily with each other. 8

Why Create an Action Plan? By failing to prepare, you are preparing to fail. Attributed to Benjamin Franklin (ThinkExist) 9

Action Plan Preparation Clearly define goal(s) or mission. Clearly define parameters/scope Define what is out of scope Ask: Who What Where When Why How 10

Action Plan Example 11

Work Breakdown Structure 12

GANTT Chart 13

PERT Chart 14

Teams, Tools, & Structure Documentation Like an immunization good for you, but few enjoy it Action Plan Touchstone that guides Important accountability element Meeting agendas & meeting minutes Do it digital (if you can) distributed teams 15

Initial Tools for Teaming: Ground Rules and Action Plans for HIT Teams Summary Now that you have learned about Ground Rules & Action Plans for HIT Teams, you should be able to: Create SMART ground rules. Develop a team action plan. Use other tools for teams. 16

Initial Tools for Teaming: Ground Rules & Action Plans for HIT Teams References 1 References Crow K. Team Ground Rules. DRM Associates. 2001. Available from: http://www.npd- solutions.com/groundrules.html Franklin, B. Quote attributed to Benjamin Franklin. Available from: http://thinkexist.com/quotation/by_failing_to_prepare- you_are_preparing_to_fail/199949.html Harrison K. Key insights into implementing PR plans. Available from: http://www.cuttingedgepr.com/articles/prplans_key_insights.asp Setting Team Ground Rules. University of Minnesota, Office of Human Resources. 2006-2010 Available from: http://www1.umn.edu/ohr/toolkit/workgroup/forming/rules/index.html Wooden J. The Essential Wooden. 2007 McGraw Hill. Images Slide 3: Picture of sports team. Image courtesy of dcjohn s photostream. Available fromhttp://www.flickr.com/photos/dcjohn/15367867/sizes/m/in/photostream/ Slide 4: Rural healthcare team. Image courtesy of Dr. Patricia Abbott 17

Initial Tools for Teaming: Ground Rules & Action Plans for HIT Teams References 2 Images Slide 10: Three question marks. Image created by Hopkins staff. Slide 11: Action plan example. Image created by Hopkins staff. Slide 12:Work Breakdown Structure. Image extracted from Systems Engineering Fundamentals. Defense Acquisition University Press, 2001. Creative Commons: Mdd. Permission: PD-USGOV.Available from: http://commons.wikimedia.org/wiki/File:Work_Breakdown_Structure_of_Aircraft_Syst em.jpg Slide 13: Gantt Chart. Creative Commons: Gavin White. Available from: http://en.wikipedia.org/wiki/File:Pert_example_gantt_chart.png Slide 14: PERT Chart. Creative Commons: Dbsheair. Wikipedia. Available from: http://en.wikipedia.org/wiki/File:Pert_example_gantt_chart.gif Slide 15: A toolbox. CC BY-NC-NC-SA 2.0 by Zak Hubbard.Available at: http://www.flickr.com/photos/zakh/337938459/ 18

Working in Teams Initial Tools for Teaming: Ground Rules and Action Plans for HIT Teams This material (Comp 17 Unit 5) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013. This material was updated in 2016 by Johns Hopkins University under Award Number 90WT0005. 19