304 - Unit 2 Managing Teams-1

Module 1 - Unit ONE: Introduction to Financial Management Home | Help | Exit
KENYA SCHOOL OF GOVERNMENT

Senior Management Course
MANAGING TEAMS
SMC: Managing Teams Home
Learning Objectives
At the end of this unit you should be able to:
• Explain the concept of team management
• Describe the process of team development
• Discuss strategies of managing team dynamics
• Explain challenges in team management
• Recommend the strategies for addressing
challenges in team management
2
What is a Team?
Some tasks cannot be performed alone
Try using a pen with a single finger
3
What is a Team?...
Need other finger to hold it
Five fingers are managed to work in coordination
4
Understanding Team - What is a Team?

• Bill was a head of department in XYZ state department. He
had four members reporting to him. Unfortunately he
always under estimated his team members and fought with
them constantly. He could never trust them and always
thought they were incapable of doing good work. One fine
day, he got some major assignment from one of his clients
which was to be submitted within two working days. He
decided to do it all alone as he thought nobody else could
do it apart from him. Bill could never submit his assignment
on the required day and received good criticism from his
superiors. His organization also lost one of their major and
prestigious clients.
• Why do you think Bill failed? Why could he not complete

his assignment on time?
5
Understanding Team - What is a Team?...

• An individual cannot perform all tasks on his
own. He needs the support as well as guidance of
others to be excellent in whatever s/he does.
Complex goals can easily be accomplished if
individuals work together as a team.
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What is a team ?
• A team is a group of individuals, all working
together for a common purpose. The individuals
comprising a team ideally should have common
goals, common objectives and more or less think on
the same lines.
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Why Should We Work as a Team?

1. Creates synergy – where the sum is greater than
the parts.
2. Supports a more empowered way of working,
removing constraints which may prevent someone
doing their job properly.
3. Promotes flatter and leaner structures, with less
hierarchy.
4. Encourages multi-disciplinary work where teams
cut across organizational divides.
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Why teamwork?
5. Fosters flexibility and responsiveness, especially
the ability to respond to change.
6. Pleases customers who like working with good
teams (sometimes the customer may be part of
the team).
7. Promotes the sense of achievement, equity and
friendship, essential for a motivated workplace.
8. When managed properly, teamwork is a better
way to work!
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Team members
• The team members must complement each other.
• All team members should help each other and work
in unison.
• Personal interests must take a back seat and all of
them must deliver their level best to achieve the
team objective.
• Team members must not argue among themselves
or underestimate the other member.
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Team management
• Team management is the ability of an individual or
an organization to administer and coordinate
a group of individuals to perform a task. Team
management involves teamwork, communication,
objective setting and performance appraisals.
• TM refers to the various activities which bind a team
together by bringing the team members closer to
achieve the set targets.
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Why is team management necessary?
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Why is team management necessary?
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Team Development
• Teams are becoming a key tool for organizing
work in today’s corporate world
• Teams develop and get mature over a period of

time.
15
TEAM DEVELOPMENT PROCESS
FORMING HONEYMOON (NO ROCKING THE BOAT)

(The Polite Stage)
STORMING CONFLICT IS EVIDENT (The Fighting Stage)
FROM “Disorder & instability “, TO

(ORDER) & STABILITY) (The Settling Stage)
ACHIEVE GOALS & RESULTS

PERFORMING (The Performing Stage)
EXIT IN STYLE, REWARD & SANCTION

(The “Ending” Stage)
ADJOURNING
1616
Stage 1: FORMING
• High dependence on leader for guidance and direction.
• Period in which members are often guarded in their
interactions because they’re not sure what to expect
from other team members.
• Little agreement on team aims other than received
from leader.
• Individual roles and responsibilities are unclear.
• This is also the period in which members
form opinions of their teammates.
• Processes are often ignored.
• Members test tolerance of system and leader.
• During this stage, productivity is low.
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FORMING…
Forming – Enhance Team Development by:
• Share responsibility
• Encourage open dialogue
• Provide structure
• Direct team issues
• Develop a climate of trust and respect.
18
Stage 2: STORMING
• Characterized by competition and strained
relationships among team members.
• There are various degrees of conflict dealing with

issues of power, leadership and decision- making.
• This is the most critical stage for the team.
19
Stage 2: STORMING…
Storming - Enhance Team Development by:
• Joint problem solving.
• Norms for different points of view.
• Encourage two-way communication.
• Support collaborative team efforts.
20
Handling Storming Conflicts

1. Be Aware that Conflict Occurs:
Knowing that conflict may and will occur is the first
step to resolving it
2. Set the Ground Rules:
At the beginning of your project set some ground
rules in your first meeting.
3. Learn About Destructive Conflicts
Conflict becomes destructive when no resolution is
in sight or the issue cannot be resolved.
4. Stop Conflict when it Happens
Conflict should be addressed immediately before it
can grow
21

5. Meet for Resolutions
If the conflict can't be resolved during the initial
meeting, set up a separate meeting with those that
are having the conflicts, so that a resolution can be
reached without getting the other team members
involved and picking sides.
6. Discuss Both Sides of a Perspective
Even if you are inclined to agree with one side of
the conflict, do not make a final judgment until
each person has had their say. Ending a discussion
without hearing each person out can escalate the
problem.
22

7. Make Compromise a Goal
Compromising between parties is helpful, as it can
allow for both conflicting parties the ability to use
their ideas.
8. Avoid Falling into Groupthink
Groupthink is when a group suppresses the
opposing views of members in order to create
harmony.
9. Don't Try to Change a Team Member
Do not try to change a member of your team. They
are an individual person with unique ideas and
forms of expression.
23
Stage 3: NORMING
Characterized by cohesiveness among members.
• members realize their commonalities and learn to

appreciate their differences.
• Functional relationships are developed resulting in

the evolution of trust among members.
• During this stage members accept:
• their team
• team rules and procedures
• their roles in the team
• the individuality of fellow members
24
NORMING…
Norming - Enhance Team Development by:
▪ Communicate frequently and openly about

concerns.
▪ Encourage members to manage the team
process.
▪ Give positive and constructive feedback.
▪ Support consensus decision-making efforts.
▪ Delegate to team members as much as possible.
25
Stage 4: PERFORMING
• The team now possesses the capability to define
tasks, work through relationships, and manage team
conflicts by themselves.
• Communication is open and supportive. Members
interact with without fear of rejection
• Leadership is participative and shared. Different
viewpoints and information is shared openly.
• Conflict is now viewed as a catalyst that generates

creativity in the problem-solving process.
26
PERFORMING…
Performing - Enhance Team Development by:
•Offer feedback when requested.
•Support new ideas and ways for achieving
outcomes.
•Encourage ongoing self-assessment.
•Develop team members to their fullest potential.
•Look for ways to increase the team’s capacity
27
Stage 5: ADJOURNING
• Also Called Deforming or Mourning
• Many teams will reach this stage eventually. For
example, project teams exist for only a fixed period,
and even permanent teams may be disbanded
through organizational restructuring.
• Team members who like routine, or who have
developed close working relationships with other
team members, may find this stage difficult,
particularly if their future now looks uncertain.
28
Tips for Effective team management
29
Managing Team dynamics

• Team dynamics are the unconscious, psychological
forces that influence the direction of a team’s
behaviour and performance.
• A team with positive group dynamics tend to
have team members who trust each other. They can
work towards collective decisions and they are held
accountable for outcomes.
• A team with good group dynamics may be
constructive and productive, and it may
demonstrate mutual understanding and self-
corrective behaviour.
30
Unhelpful behaviour in a team: Animal Codes

• Some animals show in a very clear way some kinds of
human behavior.
• Lion – gets in and fights whenever others
disagree with his plans or interfere with his desires.
• Monkey- fools around, chatters a lot and prevents

group from concentrating on any serious business
• Peacock- always showing off, competing for

attention. “See what a fine fellow I am”
• Donkey – Very stubborn, will not change point of

view.
31
Unhelpful behaviour : Animal Codes…

• Giraffe – looks down on the others and the programme
in general, feeling. “I am above all this childish nonsense”.
• Snake – hides in the grass and strikes unexpectedly.
• Tortoise – Withdraws from the group, refusing to give his
ideas or opinions.
• Ostrich – buries his head in the sand and refuses to face
reality or admit there is any problem at all.
• Cat – always looking for sympathy. ‘ It is so difficulty for
me…………. Miaow.’
• Elephant – simply block the way, stubbornly prevents
group from continuing along the road to their desired
goal.
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• Rhino – charges around ‘putting his foot in it’ and
unnecessarily upsetting people.
• Owl – looks very serious and pretends to be wise,
always talking in long words and complicated
sentences.
• Mouse – too timid to speak up on any subject.
• Frog – croaks on and on about the same subject in a
monotonous voice.
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• Hippo – Sleeps all the time, never puts up his head
except to yawn.
• Fish – sits there with a cold glassy stare, not
responding to anyone or anything.
• Chameleon- changes colour according to the people
he is with. He’ll say one thing to this group and
something else to another.
• Rabbit – runs away as soon as he senses tension,
conflict or an unpleasant job. This may mean quickly
switching to another topic- (flight behaviour)
34
Challenges in team management

• How you can go about having a great team is how
you manage them, how you take the challenges
that come along with team management.
Challenge 1: Building Trust
• Trust is a key building block of all relationships and
is especially critical in teams.
• lack of trust can break down a team and de-
motivates team members.
• Solution: Start by breaking down barriers and build

trust with every interaction. When you value your
employees, it’s easier to establish interpersonal
relationships.
35
Challenge 2: Maintaining Good Communication

• A team that doesn’t communicate well is like an
engine that is broken down into several parts. And if
you have a culture of good communication, it can
encourage a healthy and peaceful work
environment.
• Solution: As a team leader, identify the common
communication breakdowns, communicate clearly
and regularly why your team exists. Invest in
communication tools to ensure teams are on the
same page, have one-on-one chats, group chats,
and have a quick team and client conversations on
the go.
36
• Challenge 3: Unrealistic Deadlines

• When missing deadlines become a habit in a team,
it is a big problem. If your team has developed the
habit of missing deadlines, it could be because of
unrealistic deadlines. Unrealistic deadlines are not
motivating.
• Solution: Using Gantt charts can contribute a great

deal to help the team stay on schedule. With Gantt
charts tool, you’ll have everything visually in front of
you that will make it easier to set deadlines and
handle the project.
37
Challenge 4: Team Member Self-awareness

• Is your team self-aware? If you’ve managed a team,
you would have likely felt how some people are low in
self-awareness: opposing feedback, playing blame-
game for failure, not ready to learn things, takes
unnecessary credit, increased stress, decreased
motivation, and so on.
• It’s the leader who actually builds the team to become
a self-aware and self-aware team is more fun to work
with.
• Solution: Define team vision, scope, and parameters
clearly for measuring success. Always try to recognize
the leaders in others and be willing to follow.
38
Challenge 5: Delegating Jobs

• How do you decide who will do what without
overloading or demotivating?
• Solution: Evenly distribute tasks on task

management tools without assigning too much to
one person. Pick the right person, match the
requirements to the jobs, be clear about the time
they have, and reward success.
39
Characteristics of high performance teams

• Rapid response – identifying and acting on
opportunities.
• Creative talents – applying individual talents and
creativity.
• Focused on task – keeping meetings and
interactions focused on results.
• Future focused – seeing change as an opportunity
for growth.
• High communication – creating a climate of trust
and open, honest communication.
40
Characteristics of high performance teams…
• Aligned on purpose – having a sense of common

purpose about why the team exists and the function
it serves.
• Shared responsibility – establishing an
environment in which all members feel
responsibility as the manager for the performance
team.
• Participative leadership – creating an
interdependence by empowering, freeing up and
serving others.
41
Conclusion
Effective
Successful Successful
Team
Team work Organization
Management
42
Every Team Member Can Help!
43
Thank You
Kindly take any of the action below
44

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Module 1 - Unit ONE: Introduction to Financial Management Home | Help | Exit

KENYA SCHOOL OF GOVERNMENT

Try using a pen with a single finger

Five fingers are managed to work in coordination

Understanding Team - What is a Team?

• Why do you think Bill failed? Why could he not complete

Understanding Team - What is a Team?...

Why Should We Work as a Team?

Why is team management necessary?

Why is team management necessary?

• Teams develop and get mature over a period of

TEAM DEVELOPMENT PROCESS

FORMING HONEYMOON (NO ROCKING THE BOAT)

STORMING CONFLICT IS EVIDENT (The Fighting Stage)

FROM “Disorder & instability “, TO

ACHIEVE GOALS & RESULTS

EXIT IN STYLE, REWARD & SANCTION

Forming – Enhance Team Development by:

• There are various degrees of conflict dealing with

• This is the most critical stage for the team.

• Joint problem solving.

• Norms for different points of view.

• Encourage two-way communication.

• Support collaborative team efforts.

Handling Storming Conflicts

Handling Storming Conflicts

Handling Storming Conflicts

• members realize their commonalities and learn to

• Functional relationships are developed resulting in

▪ Communicate frequently and openly about

• Conflict is now viewed as a catalyst that generates

Tips for Effective team management

Managing Team dynamics

Unhelpful behaviour in a team: Animal Codes

• Monkey- fools around, chatters a lot and prevents

• Peacock- always showing off, competing for

• Donkey – Very stubborn, will not change point of

Unhelpful behaviour : Animal Codes…

Unhelpful behaviour : Animal Codes…

Unhelpful behaviour : Animal Codes…

Challenges in team management

• Solution: Start by breaking down barriers and build

Challenge 2: Maintaining Good Communication

• Challenge 3: Unrealistic Deadlines

• Solution: Using Gantt charts can contribute a great

Challenge 4: Team Member Self-awareness

Challenge 5: Delegating Jobs

• Solution: Evenly distribute tasks on task

Characteristics of high performance teams

Characteristics of high performance teams…

• Aligned on purpose – having a sense of common

Every Team Member Can Help!

Kindly take any of the action below

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