1 of 21

Promoting Effective Teamwork using a Dynamic, Shared, Workplan

Dr. Contessa Sanders

Lipscomb University, Doctor of Education

2 of 21

Presentation Overview

Objective 1:

Participants will become familiar with how to use a dynamic, shared, workplan to support effective teamwork.

​

Objective 2:

Participants will be able to articulate the benefits and drawback related to using work plans to combat common teamwork pitfalls.

3 of 21

Problem:

Students are being asked to do more and more collaboration, while simultaneously being asked to work remotely more often.

4 of 21

Problem Continued

  • Despite increased expectations for collaboration, students don’t always have effective tools for managing big collaborative tasks.

​

  • Students are often familiar with how to manage familiar tasks (paper, short presentation) but may be less equipped to navigate other types of projects (event planning, large-scale research, exhibits, performance tasks etc.)

5 of 21

Solution:

Shared, Dynamic, Workplan

​

(Providing teams with a tool for effective, remote, collaboration.)

6 of 21

A work plan represents the formal road map for a project. ��It should clearly articulate the required steps to achieve a stated goal by setting demonstrable objectives and measurable deliverables that can be transformed into concrete actions. ��An effective plan serves as a guiding document, enabling the realization of an outcome through efficient team collaboration. (Monday.com)

What is a Shared Workplan?

7 of 21

Basic Components

Who

What

When

Status

Notes

(Other)

8 of 21

Example Shared Workplan

9 of 21

How to use a Shared Workplan

Brainstorm Small Tasks

Assign Due Dates

Add Point Person

Update Status in Real Time

Reflect/Discuss Regularly

10 of 21

Using a shared, dynamic workplan can proactively address common teamwork pitfalls.

Setting and Meeting Deadlines

Procrastination

Balance of Task Allocation

Communication

Why to use a Shared Workplan

11 of 21

Common Teamwork Pitfall: Setting/Meeting Deadlines

Workplans help because...

  • Empty cells reveal un-set deadlines
  • Team members commit to meeting a deadline when they enter their name
  • Quickly see how missing one deadlines impacts the other deadlines
  • Missed deadlines are recorded

​

12 of 21

Common Teamwork Pitfall: Procrastination

Workplans help because...

  • Understand the scope of the project
  • Easily backward map from the final deadline to deadlines for smaller tasks
  • Can see if you are on track to meet the final deadline
  • Allows individuals to block off the time they will need to complete their tasks

​

13 of 21

Common Teamwork Pitfall: Task Allocation

Workplans help because...

  • Easily see who is doing what
  • Records all tasks, not just word count
  • Some teams include time spent on the task
  • Can be provided to professor for individual grading if needed

14 of 21

Common Teamwork Pitfall: Communication

Workplans help because...

  • Reduces miscommunication about who is doing what by when
  • Any team member can check status at any time
  • Notes etc. are recorded
  • All information is in the same place

15 of 21

Tips for using a Shared Workplan

Only assign tasks to self

Update in real time

Shared with all team members

Color code contributions to the document

Strike through, instead of deleting

Put your tasks on your own calendar

16 of 21

When to Use a Shared Workplan

Do the benefits of documentation outweigh the time commitment?

Are there many sub-tasks that require tight turn around times?

Does this project span multiple weeks?

Does the team face challenges with setting deadlines? allocating tasks? communicating? procrastinating?

Does the professor require documentation of individual contributions?

17 of 21

Individual Workplans

Workplans can help with individual productivity too!

18 of 21

Regular Team Step-Backs

  • Discuss the way the team is working together
  • Discuss whether the workplan systems are working

​

19 of 21

Who?

The professor or team leader can provide a template with subtasks, due dates etc.

Individuals or team members can create the plan based on their preferences

20 of 21

What questions do you have?

When might this tool be useful for you?

What other elements might you include?

Reflection Questions

21 of 21

Email me: �Tessa.Sanders@Lipscomb.edu�

CREDITS: This presentation template was created by Slidesgo, including icons by Flaticon, infographics & images by Freepik