Prepare

Description

This section guides the Meeting Leader through the preparation processes of the Meeting Agenda and Team Charter. Organizing these documents before the actual meeting will save time and lessen frustration due to confusion or lack of direction.

Help

Prior to meeting with the team develop a straw proposal of the team charter.

“It is easier to criticize than to create”
This will focus the team charter session and move the team quickly to agreement and commitment.

Process Flow Diagram

AgendaTEC_TeamCharter

Requirements

The tasks in this activity require a tool called AgendaTEC. You must set up the agenda template before you begin these tasks.

Description

AgendaTEC is used to manage a meeting’s content and make certain that every aspect of the meeting is developed and organized to make for a successfully controlled team meeting.

Alternating views

During this activity, you will be asked to press the Alt + Tab keys on your keyboard to display your instructions and then the agenda file. This way you can move easily between learning and doing.

How to set up the agenda

1) Click the blue heading above (Setting up the agenda template).
Result: The AgendaTEC template appears.

2) Select File and Save As.

3) Name the file, including your meeting date, and save it to your personal computer in an easily accessible place.

4) Follow the task instructions for completing the agenda, saving as you complete each section.

Result: After completing this activity, you will have designed an agenda that you can distribute to the meeting participants as an attachment to an email or as a printed copy.

FrameTEC_ProcessTeamCharter

Requirements

The tasks in this activity also require a tool called FrameTEC. You must set up this template before you begin these tasks.

Description

FrameTEC is used for collecting and organizing meeting content and driving the decision making process, through to action. This template contains pre-formatted facilitation tools (information frames)and should follow the AgendaTEC meeting process.

Alternating views

During this activity, you will be asked to press the Alt + Tab keys on your keyboard to display your instructions and then the agenda file. This way you can move easily between learning and doing.

How to set up FrameTEC

1) Click the blue heading above (Setting up the framing template).
Result: The FrameTEC template appears.

2) Select File and Save As.

3) Name the file and save it to your personal computer in an easily accessible place.

4) Follow the task instructions for completing the frames, saving as you complete each section.

Result: After completing this activity, you will have designed an outline to be utilized during the meeting that can be used to capture the meeting’s content.

Procedures

1) Prepare Team Charter Agenda
Purpose

The goal!
To complete a Team Charter Agenda that clearly defines and describes the intent for the Team’s creation.

Why do it?
Developing the Team Charter Agenda provides a way to manage the team meetings alleviating wasted time and misdirection.

What to do:
Complete each section of the Team Charter Agenda.
Distribute the agenda to all meeting participants prior to meeting date.

Decision:
Have all aspects of the Team Charter Agenda been addressed and documented?
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Responsibility

Team Leader

Before you begin

You must have your AgendaTEC document open. If you do not have it open, go to the Process Overview for Prepare and follow the instructions in Setting up the agenda template or click on the link in the Tools section below.
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Procedure

Follow these steps to prepare the Team Charter Agenda:
Step
Action
1
Press ALT + TAB to your AgendaTEC document.
Result: You move between your browser and the Meeting Agenda.
2
Following the Team Meeting Process, populate the Team Charter Agenda.
3
Distribute the Agenda to Team Members in advance of the meeting in order to communicate information, facilitate full participation, and gather appropriate expertise in preparation for the working Team Charter session.

Purpose

The goal!
To create the Team’s working document for capturing the Team’s content.

Why do it?
Developing the Team Charter assists in collecting and organizing meeting content and driving the decision making process through to action.

What to do:
Prepare the Team Charter document that contains pre-formatted facilitation tools (information frames).

Decision:
Has the Team Chater been prepared successfully?
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Responsibility

Team Leader

Before you begin

In order to continue, you must have your Team Charter FrameTEC document open.
If you do not have it open, go to the Process Overview for Prepare and follow the instructions in Setting up the framing template or click on the link in the Tools section below to open a blank Team Charter document.
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Procedure

Follow these steps to prepare the Team Charter:

Step

Action

1

Press ALT + TAB to your Team Charter FrameTEC document.

Result: You move between your browser and the Team Charter.
2

From the menu bar, select View and select the Header and Footer option.
3

Type in the requested information.
4

Click Close.
5

Proceed to the next activity, Develop the Team Charter, to complete the frames.

Help: If more information about each tool is desired, click on the link in the Tools section of this activity to view the Facilitator’s Toolbox presentation.

Example
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Tools
Team Charter FrameTEC – MS Word
Facilitator’s Toolbox
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Roles and Responsibilities

Roles
General Responsibilities
Leader The Team Leader provides the content for agendas, charter, and work plan.

  • Maintains direction throughout the chartering effort
  • Sets each session up for success with up front planning
  • Creates a safe environment for participation
Facilitator
  • Assist with charter document development
  • Assist the Leader in working through each session agenda
Member The Charter Team is not involved with this stage of the process.
Process Owner The Process Owner is not involved with this stage of the process.
Resource Owner The Resource Owner is not involved with this stage of the process.
Process Council The Process Council shows visible commitment to the project effort.