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Managing People Communication & Personal Development Training |
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Team Briefing.
What is it? Team Briefing is a system of regular meetings to pass on management information to all employees. To enable this to happen quickly and effectively, a drill is established with dates, times and places for named groups to meet with their 'team briefers'; these briefers are the team leaders for that group of people. There is a team briefing co-ordinator to help set up and maintain the system. What does it do? Team Briefing is a normal part of the manager's or supervisor's job as a communicator. It does not replace other forms of existing management communication - it complements them. The objective is to make sure that other people know what is happening and why through explanation, question and answer. It is not a group grievance session, an opportunity to discipline everyone, or group therapy! How does it work? Once established, Team Briefing takes place every month as a routine, like monthly accounts. It involves everyone in attending a meeting once a month. Those who brief will also lead a meeting once a month. Throughout the organisation, the system will operate as follows: 1. Throughout the month all briefers collect 'snippets' of information and facts on team progress in their briefing folders. Two or three days before the briefing date, briefers will write out their local level 'team brief'. The information will be about People, Policy and Points for Action. 2. The briefers' managers will check the local input that their briefers will be putting across and comment if necessary. 3. The company Board or Executive Meeting is held. Half an hour of this is allocated to items for briefing. 4. Three or four items relevant to everyone will be typed on to a briefing note and copies made for all briefers (some months there will not be any decisions or policy changes that need to be passed on. This will not prevent briefing from taking place at all other times). 5. Directors from the Board meeting will meet with their teams. They will brief and explain the items on the briefing form, answering any questions. Any questions that cannot be answered at the meeting will be answered later (within 48 hours where possible). The team will take their own notes of the relevance of each item and answers to questions. 6. These briefers the add information they have just been given to their own briefs, making sure that this is all relevant. They will then brief their own teams in the same way as they were briefed. Often there is another level of briefing below this. Where this is the case, the process continues. 7. At the final level of briefing notes will not be distributed - as these are only aids to the briefer. There is no reason, however, why everyone should not have access to the briefer's 'briefing file' if they wish. 8. As far as possible, the majority of the employees will be briefed at the same time. Also, the number of levels that information comes down through should be kept to four or less. All meetings are kept to half an hour maximum. 9. After the meetings, briefings need to obtain answers to unanswered questionsand feed back the reply. They also need to keep a note of absentees and brief them as soon as they return, without fail. 10. After the system has been established, it will need to be monitored. Managers will sit in occasionally on their briefers' meetings to keep them in touch. Members of the management will 'walk the job' and chat to people informally about the brief. Please contact us to discuss your organisation's team briefing requirements. |
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