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Arab academy for science and technology And maritime transport

"Task Force Team" Team Building Project

"Task Force Team" Team Building Project

By
Hend Nabil Nevine Ezzeldin Rehab Elsebaey Mohamed Kamar

To

Dr. Mohaned Elhuseny


1 Introduction
Team is a group of people with a full set of complementary skills required to complete a task, job, or project. Team members (1) operate with a high degree of interdependence, (2) share authority and responsibility for self-management, (3) is accountable for the collective performance, and (4) work toward a common goal and shared rewards(s). A team becomes more than just a collection of people when a strong sense of mutual commitment creates synergy, thus generating performance greater than the sum of the performance of its individual members.

Team building Refers to a wide range of activities, presented to; businesses, schools, sports teams, religious or nonprofit organizations designed for improving team performance. Team building is pursued via a variety of practices, and can range from simple bonding exercises to complex simulations and multiday team building retreats designed to develop a team (including group assessment and group-dynamic games), usually falling somewhere in between. It generally sits within the theory and practice of organizational development, but can also be applied to sports teams, school groups, and other contexts. Focusing in business team building is the selection and grouping of a mix of people and the development of skills required within the group to achieve agreed objectives. It is an important factor in any environment, its focus is to specialize in bringing out the best in a team to ensure self-development, positive communication, leadership skills and the ability to work closely together as a team to problem solve.

Work environments tend to focus on individuals and personal goals, with reward & recognition singling out the achievements of individual employees. "How to create effective teams is a challenge in every organization" Team

building can also refer to the process of selecting or creating a team from scratch. There is a various types of teams categorized along four dimensions; purposes and mission, time, degree of autonomy, and authority structure, according to the organizational situation the team is built.

2 Decision making and problem solving


Decision making and problem solving are critically important skill areas for emergency managers, planners, first responders, voluntary agency coordinators, and other professionals in emergency management. As an emergency management professional, your ability to identify current and potential problems and to make sound, timely decisions before and during an emergency can literally affect the lives and wellbeing of the local citizenry. Your decisions can impact the ability of response agencies to do their jobs and can make the difference in how quickly the community is able to recover from an event.

2.1 The decision making process


Whether making ordinary day-to-day decisions or critical, time-sensitive decisions in an emergency, using a standard problem-solving model will help ensure that your decisions are rational and logical. There is fivestep, problem-solving model. Problem Solving vs. Decision Making Problem solving is a set of activities designed to analyze a situation systematically and generate, implement, and evaluate solutions. Decision making is a mechanism for making choices at each step of the problem-solving process.

Decision making is part of problem solving, and decision making occurs at every step of the problem-solving process. The Starting Point As an emergency management professional, you have at your disposal a variety of resources designed to guide your decision making during emergencies. When a jurisdiction develops an Emergency Operations Plan (EOP), Standard Operating Procedures (SOPs), or other procedural documents, it provides the foundation for decision making that will occur during emergencies. Many decisions are made and there are real advantages to having made those decisions during the planning process rather than in the heat of an emergency. Decisions made under non-emergency conditions can be made deliberately, without the stress factors that accompany crisis decisions. Absence of critical time factors permits the jurisdiction to use group process, gather input from all of the involved parties, and achieve group consensus. The planning process allows enough time to consider all contingencies and weigh alternative responses fully. Planning in advance gives the jurisdiction time to obtain buy-in from the many stakeholders, to train and exercise the plan, and to educate the public about what to expectand what to doin an emergency.

Problem-Solving Model There are many different decision-making/problem-solving models that we can use. The five-step model shown below has proven effective in emergency situations. When using this model, each step may be completed quickly, but every step must be considered. It is not necessary to document each step, but it is important to think through every step.

Identify the problem

Evaluate the situation

Explore alternatives

Implement the solution

Select an alternative

1. Identify the problem. This step includes delineating the problem parameters such as: What is happening (and not happening). Who is involved? What is at stake?

2. Explore alternatives. This step includes two parts: Generating alternatives through brainstorming, surveys, or discussion groups. Evaluating alternatives.

3. Select an alternative. 4. Implement the solution. This step includes five parts: Develop an action plan. Determine objectives. Identify needed resources. Build a plan. Implement the plan.

5. Evaluate the situation. This step includes two parts: Monitoring progress. Evaluating the results.

1.1 Who decides?

The leader and others work together until they reach a consensus decision. Each team members opinion and point of view is considered. As a result of helping to make the decision, team members buy into the final decision and commit to supporting its implementation. In this Case, the Leader is the CEO because of the emergency situation, it is an ethic.

Case Study

This report discusses the case of building a quality improvement team and how this team was built and for what purposes. What are the benefits for the organization and the members? After different meetings with two organizations in banking services, they refuse to give any information about their teams and their activities which leads us to find another way, we chose an organization in mobile services and they gave us all information we need to present.

2 Organization Overview
This organization is one of the most important companies in the telecommunications field in Egypt. It has e a full range of mobiles and accessories that are available in the Egyptian market, moreover we are strategic partners with Vodafone Egypt, and we provide all Vodafone products and services in their stores

It is the exclusive distributor in Egypt for mobile phone that works on Sony Ericsson, LG and Motorola; also it presents many other products related one way or another to the technology field such as Marhaba cards, Nemra one cards, One card, Mobi2safe cards.etc, also it has more than installment system in order to matching all their customers needs, trade in system, most of Radio shack products, telesales team, and home delivery. And day by day it tries to increase the services and product that we have at our branches This organization contains about 350 employee and 90 branches all over Egypt.

2.1 The

organization's vision:
To be the biggest retail chain in Egypt specialized in telecommunication Solution, having best assortment and environment by recruiting best caliber in the field.

2.2 The organization's mission:


1. Full range of products in Mobiles and Mobiles Accessories. 2. Friendly Environment based on very Special Designs and Colors. 3. Intensive Training Programs to achieve maximum Customer Service. Significant Distribution to all areas in Cairo and other Cities of Egypt

2.3 History
It was established on 2006; now their branches reach 90 branches around the country. It is the largest retail chain in the country. The brands which are available in the stores are below:

3 Need for a Team


During the 25th of January revolution there were cutting off communication (mobile phones & internet), and as a result 13 branches of the organization had been stolen as there was no connections and all the branches was locked.

A meeting was held by the CEO on Saturday 30th January in the head office at 9 am.

The meeting was held by the CEO with the Operation Manager, the Area Managers and the managers departments of Accounting, IT, Marketing, Training, HR, Store

During the meeting, they had been talking about what happened in Egypt that results in their big problem. So it was the time to set a Team to overcome this problem.

This team is a Task Force Team, which is formed by upper management when a major problem occurs that must be solved immediately, such as shut down plant or major product line, or crisis problem. This task force is

responsible for quickly putting a temporary solution in place and also for developing a plan that will permanently solve the problem. This team their main responsibility was to find a solution for the stolen branches and how to secure the other closed branches and to save the money and goods from being stolen either. The country was in mess and the government was down, there was no security at all. They had to manage the current situation with minimum failure and damages

1.1 The Organization Structure


An organizational structure consists of activities such as task allocation, coordination and supervision, which are directed towards the achievement of organizational aims. It can also be considered as the viewing glass or perspective through which individuals see their organization and its environment. An organization can be structured in many different ways, depending on their objectives. The structure of an organization will determine the modes in which it operates and performs. It allows the expressed allocation of responsibilities for different functions and processes to different entities such as the branch, department, workgroup and individual. It affects organizational action in two big ways. First, it provides the foundation on which standard operating procedures and routines rest. Second, it determines which individuals get to participate in which decision-making processes, and thus to what extent their views shape the organizations actions.

In this case the organization structure is shown below.

2 Main problem
At the first meeting at the presence of the CEO of the company and other team selected and mentioned before, the Brain Storming was the way to begin the task required, every member of the meeting begin to write down in a paper what is his best solution for this situation and was gathered by the Training Manager whose role was to write down every single notes and words said in every meeting. There were many ideas but they noticed that the strongest one was that they must withdraw all the goods from different branches to the warehouse because they didnt have effective security systems for their stores everywhere, and there were two directions to implement the plan Inside Cairo Outside Cairo

1.1 The Action Plan


Inside Cairo: They must coordinate with every area manager and the one who is responsible for the store to collect the stock by using vans. Distribution committees:

Every area manager controls his branches managers and his staff.

Outside Cairo The 2 assistants were who organize the Operation with the branches managers at regions. Distribution committees:

This area manager is responsible for these branches in Regions (alx, mnofya, 3arbya, benha, bhera, kafr el shekh)

1.1 Implementing the Plan

This plan had to be finished in two days, and girls didnt participate in this mission because of the lake of security. The team begins the implementation of the plan by the two directions mentioned;

Inside Cairo:

a. Every area manager communicates with every Branch Manager who responsible for and told them that all the staff must be at the branches to collect the stock that remain at every branch and wait for the vans to transport them to the warehouse. b. The area manager coordinates also with the financial manager to send his accountants to the different branches to collect all the money remained and sent it to the head office.
c. All the stock were shipped with

secret serial numbers and sent to the ware house physically by the staff of every branch.
d. The accountants also went to

the branches and took the money and deliver it to the head office.

Outside Cairo:

a. The area manager coordinate with every branch manager to collect the stock remained on every branch to the house of the branch manager or the nearest house from the branch. b. All the money remained was on the responsibility of every branch manager.

c. The area manager at this time was at Alexandria so for the time taken in moving from place to another, the responsibility was for every branch manager.

1.1 The Evaluation


After the two days there was a meeting with the CEO and all the team was there, they discussed the results All store branches were empty from goods. No other money losses But there is a recent problem that all the stores are now closed. The CEO had to find with his team a solution for this problem. How they will re-open those branches without any good inside? There were a Curfew and the working hours starts at 9 am and ends at 3 pm. How the team can managed?

1.1 Working Time Schedule

Some branches can be re-opened with limited goods inside. such as (Maadi, Mohandseen, Nasr city, Masr elgdida) that there was no danger at the region around with an order from the operation manager and the CEO Those branches will starts gradually working Saturday 6th of February. Every branch manager did a schedule with his staff to make the shifts every 2 hours. Every shift contains 2 employees. There will be a meeting every three days to check in results.

Other stores will be re-opened gradually and the order is taken from the area manage

1 Financial problem
At the end of February all stores will be re-opened except" Tahrir" branch in Cairo and the other stolen branches and stores, the team was successfully finishing the main task.

But the financial manager called the CEO to tell him that there is some problems that the organization will face the next month and he had some points that just be clear to everyone. The next meeting was held and the financial manager mentioned those points;

All banks are closed during the revolution There is losses for the company around 13 million pounds from the stolen branches and the market was down. The decreasing in sales.

He finished his words by asking the others managers, how can we give the salaries for this month with this financial problem? The Salaries and commission problem appears, so they must found the solution immediately.

1.1 Brain Storming


Every member of the team begins to find solutions specially that the country is in a very bad financial condition. And there were some alternatives that had been suggested like:

They can give employees 50% of the salary. They won't give salaries for January and February. They will give all employees their salaries.

1.1 Action plan


During the meeting, the managing director takes the decision and tells the CEO that: All the employees would take their whole salary without and deduction. He informed the financial manager to pay the salaries from the money that was found at the branches and transferred to the head office. If there is any lake in salaries he will pay it for the company till the condition get better. All the sales commissions which had to be paid to employees will be delayed to march.

All the team agreed this decision and there was satisfied.

1.1 Implementing the plan


The implementation was directed in the two directions. Inside Cairo: Every area manager called his branch managers and asks him to go to the head office to get his staff salaries and deliver it to them. Outside Cairo: The Area Manager called every branch manager to give the salaries to his staff from the money that was found at every branch that was at his care.

1.1 The Evaluation


A meeting has been held and they told the CEO that the plan was implemented successfully, and it took two days and all the employees get their salaries.

2 Stolen branches and items


In this meeting the HR manager mentioned that some employees in his section told him that they had knew that some of stolen items were found by the owners of stores beside their stores and they had the name of the company on it. So how can the organization save her rights and how to collect those items found everywhere?

2.1 Action plan

About the stolen goods Every Branches Manager and Area manager had to be sure about this information. If it is true he had to arrange with his employees to collect the stolen items by themselves and deliver it to the head office. Every item will be checked from damage. They will have a list about the accepted and defected items

The Area manager had to receive this list and deliver it to the CEO to take his decision about it. About the stolen branches There is a need to open the branches, which need a meeting to search this problem and what will the procedures and their precautions to be able to re-open them? A meeting was held again with the same members, they made a Brain Storming to face this problem trying to search for best solution for it. And there were some alternatives that had been suggested:

We will not able to open them at the recent time. Open them gradually. Open all of them and will take some precautions to protect them.

And after studying every alternative alone and search for its advantages and disadvantages, they choose that they will open them gradually.

1.1 Implementing the plan


They start to explore how damaged was those stores. Every area manager takes action to re-construction. After every store will be ready for working finally, they put a certain limit with stock on them. The warehouse was taken an order with the wanted quantity that would be distributed on every branch. The working hours during the Curfew were from 10 am to 10 pm. And gradually by the end of March all the branches was re-opened.

1.1 Evaluation
The plan was implemented successfully but another problem appeared while implementing this procedures.

2 Security Problem
How will we protect our branches from any danger in order not to be exposed to such a problem from stolen?

2.1 Action plan

By the beginning of March they have to begin the stage of insurance, to protect their company and its all branches. The CEO release a decision in two direction
1- Iron Gates had to be installed for all branches beside the

previous glasses original gates.


2- They had to collect the required

procedures for getting our compensation from the government.

1.1 Implementing the plan

All instructions mentioned in the action plan was taken into action They worked on compensating there losses which reached 13 million Egyptian Pound

Remarks:

1- For the commotions on January all the employees took it at the end of

March although there are other companies didnt give it to its employees, they even didnt give them their salaries.
2- They gave them these commotions without reaching their target

because of the bad conditions and there werent any selling and paying at this time.
3- The employees felt satisfying because of this matter and make them

more loyalty.
4- It was a difficult exam for all the

employees to bear this big problem, and most of them proved their care and loyal to the company and that they were persons who could rely on.

9 Conclusions:
9.1 Benefits of Team Building:
A Teamwise team building event will be is great fun however they have been developed with several aims in mind: Working relationships will be developed: People have to work together and by doing so colleagues will develop more effective working relationships with team members who are new to the team and with team members who have been part of the team for some time. Shared positive experience: the whole day is very memorable, team members will be talking about it for the rest of the year. As such colleagues will share a positive and memorable experience which further develops bonds.

Strengths and talents: Everyone gets fully involved in the day and there are lots of different roles so team workers will see their colleagues in a whole new light and will have a greater understanding of their strengths and talents. Teamwork Everything during the team building day clearly requires teamwork and as such team members will leave with a greater awareness of how teams work and how to make them work better. Reward Staff enjoy the day and feel that the company cares about them.

9.2 Task Force Leaders


The Task Force Team Leader- in our case study CEO- is responsible for managing and supervising all aspects of a mission, both operational and managerial, from the time of activation through the return to the home jurisdiction. This includes all personnel and equipment resources as well as overseeing and directly supervising the task force team management. The task force team Leader is responsible for the development and completion of all task force team objectives as well as the proper reporting, record keeping, and after-action requirements.

The Task Force Team Leader is responsible for:

Developing and implementing the Task Force Team Action Plan. Addressing the coordination, management, and supervision of all Task Force Team activities. Supervising the following positions: 1. Search Team Manager 2. Rescue Team 3. Medical Team Manager 4. Logistics Manager 5. Planning Officer 6. Safety Officer Ensuring the development of all Task Force Team organizational and logistical needs.

Receiving briefings and ensuring that all Task Force Team personnel are kept informed of mission objectives and status changes. Preparing and maintaining records and reports as required. Performing additional tasks and duties as assigned during a mission. Adhering to all safety procedures. Ensuring the completion of all the required reports and maintenance of records. Ensuring incident stress management activities are conducted. Ensuring resource acquisitions are properly processed. Preparing performance evaluations for assigned personnel. Accountability, maintenance, and minor repairs for all issued equipment

9.3 Team Performance.

Effective organizational teams. Organizations are essentially about people working together as a team can accomplish much more than the sum of its individual members and yet frequently groups of people are seen to achieve less than could have been accomplished by the individual members working alone, and it was the reason to form this task force team.

So... we can say that our team was an effective team did his best to achieve his major goal, and prove that the company could rely on this great team.

There is some characteristics can e seen as the raw materials of effective team work: There is clear agreement about and understanding of objectives and of the roles which the team and its members will play in achieving them. Conversation about work is the same both inside and outside the organization. Personal relationships are characterized by support and trust, with people helping each other whenever possible. Personal and individual development is highly rated and opportunities are constantly sought for making development happen. The team regularly reviews where it is going, why it needs to go there, and how it is getting there. Our teams used to work at the company in an atmosphere that make them feel happy and comfortable, the management provides this atmosphere to make the employees satisfy their work and do what required from them. And that what make them participate honestly and have loyalty to the organization.

As we know people get satisfaction from their working lives and work is one of the places where they meet their needs and aspirations. So our team is very lucky to work in such a great place.

9.4 How did the company benefit from this event?


Organizational teams are constituted for a purpose, to meet a set of aims and objectives. In our case study the purpose of this team was a project work and problem solving, often constituted on an ad hoc basis and for the life and duration of the specific matter on hand.

Benefits to organization: When a team formed it has three major benefits of the organization: It maximizes the organizations human resources. Each member of the team is coached, helped, and led by all the team members of the team. A success or failure is felt by all members not just the individuals. We need to succeed at our major goal and all the member must cooperate with each other to solve all our problems and it clearly what happened in our case all the team think, participate, implement, and succeed with each other. Every member feels his success at the end of this task and makes them eager to achieve bigger and better success. There is a superior output against all odds, this is due to the synergistic effect of a team- a team will outperform a group of individuals.

At our task if there isnt any synergistic effect between our team members, they wont be succeed and can overcome the difficult situation that face our company.

There is a continuous improvement. No one knows the job, tasks, and goal better than the team. To get real change, you need their knowledge, skills, and abilities. We noticed that when they succeed in a problem they start on another one continuously by the help and cooperate with each other, everyone know what he had to do and able to accomplish his task in the team.

Benefits to employees: This team has major benefits employees that participate in this task. All employees find opportunities to grow, they participate in reaching the aim that was the in sake of the company and passed this difficult situation. They get the feeling they are part of the action and are making things happen, also they gain increased job satisfaction as monotony is eliminated and job stature improved, and this is what required to be felt from all the employees, as the employees satisfaction results in reaching at the customer satisfaction. Job security is enhanced because the profitability of the company is improved. Their intellectual stature is heightened, as they felt that they are a part of the company.

So... we can say that by this task force team we a result... Importance of insurance for all branches of the company - As Insurance companies take the risks of large but uncertain losses so it gives a sense of security (Removal of uncertainties)

Implementation and Activation of security system for protection all of the branches to avoid theft again - Every business should consider the importance of its security. Often, small businesses do not include this in the immediate to-do list because they might believe they arent targets, since they are only a small operation. This type of thinking is dangerous, and should be avoided.

Increasing the spirit of cooperation between the company's employees more than before. - The reality is that we do not do things alone. Any real progress is the result

of the talents, ideas and energies of many people. - As group cohesiveness increase strongly whenever the membership perceives a threat from the outside

These events were a measure of the loyalty of company's - The company determined the weakness points in employee's loyalty, and it was very clear who was loyal and who was not.

References:
http://humanresources.about.com/od/involvementteams/Team_Building_Emp loyee_Empowerment_Employee_Involvement.htm file:///C:/Users/nevine/Documents/group%20daynamics/Team%20building %20-%20Wikipedia,%20the%20free%20encyclopedia.htm http://www.kalavati.org/definition-of-team-building.html http://training.fema.gov/EMIWeb/IS/IS241A.pdf http://www.team-wise.co.uk/benefits_of_team_building.htm http://www.mainevents.co.uk/team_building_team_bond.htm http://www.catf5.org/public/tfl/index.aspx