Traditions include casual Fridays, potluck lunches, pizza parties, family picnics, birthday and holiday celebrations, team outings, and other activities that the team expects on a regular basis.  One of my favorites is “tea time” at 3 pm, every day.  For 10 or 15 minutes, we grab a cup of tea, coffee or soda and gather together to share what’s going on with us at work, home, or leisure.  When starting my consulting practice, I recognized the importance of  our team “connecting” each day–regardless of what’s going on in the office–because we are often moving in a million different directions.  Tea(m) time allows us to focus on the people side of teams, not just the great work.

At WorldNow, Mark Zagorski started a monthly ritual to recognize individuals for the great work that they do.  Every month someone is presented with The Team Drill, a clunky old tool that he picked up at a garage sale.  The monthly winner is expected to perform a few simple tasks:  Personalize the drill in some way and devise a new rule for how to care for it.  One team member added a Bart Simpson trigger.  Another made the drill wireless by adding an antenna.  At the end of the monthly staff meeting, the current winner passes the drill to next star.  Mark observes,  “Okay, it’s just a goofy $2 purchase.  But the dented old drill captures our unofficial mantra of  ‘drilling down to solve problems.’  You can implement culture initiatives through new-hire training sessions, but when you create a company icon–no matter how silly–you’re carrying on the conversation from one generation of the company to the next.”

In his book, How to Become an Employer of Choice, Roger Herman shares the “nice catch” ritual at Modern International Graphics for those who spot a problem with a customer’s printing job.  When someone catches a mistake and calls it to the team’s attention, the ritual begins.  First, over the public address system comes the honk of a bicycle horn.  Then the team parades through the plant with balloons and kazoos until they reach the workstation of the problem-finder and presents them with Ohio Lottery tickets.  The tickets could be big winners–or not–but it’s fun getting the recognition and a chance at some big money.

Question:  What ritual are you known for?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

I was on the third leg of a trip starting at 6:30am in Philadelphia, connecting through Toronto, then Ottawa and then on to PEI.  I have been on my fair share of Air Canada and Star Alliance flights, so I wasn’t really expecting anything special.

Until I was greeted by an extraordinary flight attendant, Kryan (I think I got the spelling correct).  This guy obviously loves his job.  He greeted each passenger with a cheery hello, asked if we were from the island, regaled some visitors with little tidbits of island lore.  As we were flying, he pointed out key landmarks such as the Confederation Bridge and noted the various patchwork colors of green and red on the island.

All in all, a very pleasant experience for the passengers.  But what really struck me is how much fun HE was having.  I truly believe he decided that he was going to have a great day – and we were all infected with his enthusiasm.

Trust me, after 7 hours in the air and three stops, I arrived much more relaxed and happy to be back home in PEI!

True enough; however, there are a few tell-tale signs of truly extraordinary teams who achieve exceptional results using an effective process while building cooperative relationships:

Diverse Agenda.  The agenda has many topics and different “presenters” to lead that section of the agenda.  Teamwork cannot thrive when the leader dominates over fifty percent of the agenda.

Volunteers.  When tasks are assigned at the conclusion of the meeting or as the team identifies actions forward, team members willingly volunteer based on their time availability, expertise and the workload of the entire team.  Extraordinary teams don’t have to pull teeth to get people to volunteer!

Facilitator.  Extraordinary teams use a facilitator or process observer to ensure the team stays on track, on time, and gracefully intervenes when appropriate.  No one is allowed to hijack the team’s time and agenda without the full consent of the team.

Invisible Leader.  When observing the team during a brainstorming session, I cannot tell who the team leader is.  The leader is actively participating along with the rest of the team and no one defers to the authority in the room.

Aim for Consensus.  For really big decisions, most teams aim for consensus where all can live with and support the decision upon implementation.  However, sometimes teams get stuck.  Extraordinary teams have already determined a “fall back” position where the team either takes a majority vote, remands it to the team leader or parks it until a later time when more information is available.  As a result, teams don’t feel pressured to compromise for the sake of achieving a consensus.

Focus.  Extraordinary teams have clarity of purpose.  They understand the big picture goal as well as the day-to-day mechanics of what needs to be done.  They don’t sweat the small stuff; they focus on the vital tasks.

No Bickering.  Conflict is a natural part of the team process because everyone brings a different perspective to the team.  It takes time to understand multiple perspectives and make some mutually agreeable decisions forward.  Yet some teams move beyond conflict and obsess over stupid stuff that shouldn’t even be an issue among adults.  Somehow, the issue creeps into the teams’ psyche, manifesting into annoying, petty, childish behavior.  Extraordinary teams give themselves a lot of space and don’t focus on these small, pea-sized irritants.

Have Fun.  As soon as you walk into the room, you sense that team members enjoy the work that they do and the people who they work with.  They appreciate a positive atmosphere and collaborative environment.

Question:  Are you part of an extraordinary team?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

Many team leaders feel it is their responsibility to create fun in the workplace.  So they create the “fun” committee with representatives from each department.  They schedule the “fun” around birthdays, the company picnic, and other significant events.  Team leaders make sure the balloons arrive on time, the banners are up, and the production is ready to go.  And the rest of the team feels obligated to attend and smile throughout the entire ordeal. 

To put it bluntly, team leaders suck the spontaneity out of fun.  They can’t be the ring masters because they are compelled to organize, schedule, and manage everything around them.  It’s in their job description to manage and control the fun. 

Fun and playfulness has to come from within the team rather than the top.  To allow an environment that encourages fun:

Talk About Fun.  Have a great discussion within the team about what fun and playfulness is all about.  Allow the team to kick around ideas that might work.  Give them verbal and non-verbal cues to encourage their involvement.

Be Spontaneous.  Encourage the team to seek out ways to play “in the moment.”  Fun is all around us.  We just have to take advantage of those moments.  For example, a team keeps a digital camera in their workspace so that anyone can take a picture of something fun and share it with the rest of the team.

Have a Kitty.  Let’s face it.  Some fun things cost money.  Not a lot of money, but a few bucks here and there.  Let others know that they can be reimbursed when they create fun.  For example, on “Eat Your Green Vegetables Day,” two women on the dietary team served lunch in rented green artichoke costumes.  It was a small amount of money that had the entire organization laughing for days!

Keep Your Preferences to Yourself.  As a team leader, you might prefer to go to an Admirals hockey game.  If you mention it (or anything else) they might go along with your idea – and you have the huge potential to start coordinating the fun.  Back off.  You have lots of other things to do.  Let the team figure out the fun.

Question:  What is the last fun event that you team enjoyed?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

I suggest sharing these general guidelines for office potluck lunches:

Pick a Day.  Don’t wait until the last minute.  Schedule the potluck at least three days in advance, a full week before is even better!

Have a Theme.  What would otherwise be chaos becomes organized around themes.  For example, a Christmas Holiday potluck is more fun than a boring, regularly scheduled potluck.  People will hook into something fun, unique and creative.

Strike a Balance.  While sign-up sheets are helpful (especially if everyone typically brings potato chips), balance the need for structure with others’ need for spontaneity.  Many teams post a sign-up sheet with categories and people adjust their contributions by noting what “holes” in the menu need to be filled.  Regardless, do what works for your particular culture, ensuring that people enjoy the process rather than resenting it.

Dish It Out.  Let people bring what they want to bring, preferably homemade.  Here’s the opportunity to try out that new recipe or bring in your favorite dish.  Let people be creative and don’t slam them for trying something new!  (By the way, have you ever noticed that most people eat their own food at potlucks?)

Be Gracious.  Recognize that not everyone can cook or has the time to bring a homemade casserole.  Prepared foods are fine as long as they don’t bring in the same thing time after time and/or bring in gacky chow you wouldn’t even feed to your dog.  Then again, we all know some people who are simply food-impaired; let them bring the paper products or soft drinks.

Drift Away.  Allow team members to participate within a window of time, usually an hour or so.  This allows people to drift in and out, depending on their schedules for the day.  No need to stay the entire time, but feel free to come back to help clean up!

Enlist Others.  Success is directly proportional to the number of people involved and energized in creating a festive event.  From picking the date, theme and dishes, make it a team effort and let others coordinate the activity as much as possible.

If you are looking for an outside-the-box idea for promoting teamwork, check out what Steve Priest, Senior Vice President of DaVita Inc., is doing.

Question:  What is the most outside-the-box idea you have had for building teamwork?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

Staffing Needs.  Know your staffing requirements and priorities.  Which positions must be filled upon pain of death if there is a “no-show?”  Which positions are important, but not critical to your operations? 

Allocation.  How many bodies do you currently have on board?  How many are you allowed to have on the payroll?  Are you in the process of hiring someone?  Are you using temporary agency help?  Do you allow overtime and for what reasons?  Do you intend to increase or decrease your staff and/or dependency on the agency?

Staff Readiness.  Can your current staff handle this responsibility?  Are they mature adults who can have a rational discussion or will it be a free-for-all mud wrestling that you’ll end up refereeing anyway?  If you’re absolutely certain it’s the latter, you might want to build their team skills before you introduce this concept!

Due Dates.  When is the schedule due and for what length?  I suggest giving the team two weeks to build the next month’s schedule.

Rewards.  Can you offer the team some benefit for actually planning and following through on a team-based schedule (e.g., pizzas or a small bonus if the unit is fully staffed for the entire month)?

Once you have established the key elements to building a schedule, meet with your team.

Tell ‘Em Why.  Describe the reasons why you want to move to team-based scheduling; how the company will benefit, as well as how they will benefit.  Remember, there has to be something in it for each team member to climb on board this concept.

Build Commitment.  Let the team see the advantages to team-based scheduling.  Let them talk about the pros and the cons, the issues as well as the opportunities involved.  They need to own this idea or it will never work.

Describe the Parameters.  The team must work with the key elements you have already thought about.  Be open and honest about why the boundaries are the way they are (e.g., we only have X amount of dollars for agency help). 

Agree on Ground Rules.  All participate, no one dominate.  Be fair and consistent.  Recognize that conflict is part of the process, so have the courage to speak up for what you want, but also the consideration to let others express what they want.  Listen to each other.  Look for opportunities to work with each other rather than against each other. 

Be Fair.  The team should develop specific ground rules to ensure fairness among team members (e.g., everyone must work one weekend every month; we deal with “ties” by flipping a coin).  Remember, scheduling is an ongoing activity.  What may not be “fair” during this scheduling period should balance out during the next scheduling period. 

Prevent Absences.  When a team member can’t make it in for whatever reason, it is that team member’s responsibility to find their replacement.  Period.  It is up to the team to decide how to deal with recurring absences – not you, as the boss!

Facilitate the Process.  Suggest they use a process to help them develop a team-based schedule: 1) Create a visual schedule or “blank bingo card” that ALL can see and write on.  2)  Each team member grab a pencil and write their name in on the “ideal” schedule.  Don’t worry about several names being in the same block.  Conflicts are part of the process and will be negotiated later.  3)  Ink in the work hours that are not contested.  4)  For those blocks that are empty, facilitate the team to fill in the empty blocks.  Recognize that someone has to “give” at some point.  Refer to the “fairness ground rules.”  5)  While the empty blocks are being filled in, other blocks will be adjusted.

Before you know it, you will have a team-based schedule that everyone is committed to following!

Question:  Have you been able to implement team-based scheduling and how is it working?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

To sit or not to sit.  If you are having a quickie meeting (less than 10 minutes), keep standing.  If you sit down, arrange the chairs in a u-shape or semi-circle.  Flipcharts can be placed at the opening so all members can focus on the task at hand.

Table it.  Consider having a meeting with no tables or barriers to communication – just people talking to people.

Just right.  Have just enough space so team members aren’t crowded and not too large that the empty space sucks all the energy out of the room.

Seats, everyone.  If your meeting will last over an hour, take a look at the chairs.  Wheels on chairs are nice, armrests are good, extra padding is great.  Otherwise, schedule breaks often!

Something to drink?  Water on the tables is a nice touch and costs nothing.  Coffee and juice in the morning and sodas in the afternoon as well as snacks are a real treat.  Donuts are a classic meeting food but include healthy alternatives such as bagels or bran muffins.  In the afternoon try cookies, cheese and crackers, or a vegetable tray.

Location, location, location.  Have the meeting centrally located so that no participant is inconvenienced.  The room should be close to the restrooms.  The entrance/exit doors should be at the back of the “U” so that participants are not interrupted.

Paraphenalia.  Flipcharts, pens, pencils, markers, note pads, post-it ( notes are useful during most meetings).  If you can, use your company’s imprinted items – they boost morale and remind everyone of the organization’s common goal.

Lighting and Temperature.  Know how to adjust the lights and temperature.  If you know that the location is usually at Ice Station Zebra, advise participants to bring a sweater.

Technology.  Overhead projectors, LCD panels, copyboards, and notebook computers are being used more and more frequently.  Will someone need technology on site?  Who will bring it, does it work, and is there electrical and internet access?  Whatever your plan, do a dry run.  Murphy’s Law prevails: What can go wrong, will go wrong!

Visit the room prior to the event.  Make sure it is the best possible environment.  Run through the agenda and ask yourself, “Is there anything I can do which will enhance the team members’ contributions?”

Attention to these small details can make the difference between a dull, unproductive meeting and one that is upbeat, enthusiastic, and really gets results.

Question:  What do you need to do to make your meeting room more conducive to participation and creativity?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

“The hotel used a pallet jack from the Peabody Essex Museum to transfer the pumpkin from a pickup truck to the hotel’s catering truck, which has a lift gate. It was lowered to a heavy cart with large wheels and rolled through the hotel’s side door.

While this went on, Lederhaus was standing on an island in Hawthorne Boulevard talking to the pumpkin crew.

“Do you want me to stop traffic?” she shouted.

Just as she spoke, she heard a voice behind her say, “I don’t think you have the authority to do that.”

Lederhaus spun around and saw a familiar face, Congressman John Tierney, who was in town for a public meeting.

The big pumpkin is part of a “family of pumpkins” on display in the hotel lobby.

While it was, indeed, a comical series of events to get the Great Pumpkin into the lobby, I have GOT to believe that Congressman Tierney was making a joke, too.  It’s not whether she has the “authority” to stop traffic – because traffic is going to stop by the very nature of the work being done.

Here’s where it ceases to become funny. I know there are people working in teams who feel they need to ask permission to facilitate the flow of traffic or make things easier for the team – in spite of the events of the day.  Why do you need permission?  As Nike says, “Just do it.”  Help out.  Don’t wait for someone to rain on your parade…or would that be your great pumpkin?

http://www.salemnews.com/punews/local_story_279001117.html?keyword=secondarystory

Question:  Do you wait for permission to facilitate the flow of traffic on your team?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

Think about the meeting spaces where you have been the most productive, creative, and comfortable.   Look at the little things that send the subliminal message to each team member that their contribution is important and valued.  You just can’t lock a team up in a windowless room wallpapered with cinder blocks and expect miracles to occur!  To create a “team room,” consider:

Colors.  Select colors based on the overall feeling you are trying to create.  Try blues, purples or yellows for a “vibrant, creative” environment.  Some team rooms have variable colored lighting that can project a different shade on the walls, depending on the mood you are trying to create.

Flexible Tables.  Teams don’t need long, traditional boardroom tables.  Choose small, modular tables that allow teams to come together as one large team or pull apart to enable smaller groups to meet.

Great Chairs.  Don’t get the stackable kind.  Get comfortable chairs with lots of seat padding, adjustable height, and can tilt.  But don’t make them too comfy.  You want your team to work, not fall asleep.

Lighting.  Working surfaces such as walls and tables should be well lit.  Fluorescent lighting can be a strain on the eyes, so look for a combination of fluorescent (I prefer indirect fluorescent) and incandescent.  If you can, put them on “banks” of lights so you can dim the front, the back and provide spot lighting even during multimedia presentations.  Dimming features allow even more flexibility.  Don’t forget natural light through windows or skylights – just make sure you have a good “blackout shades!”

Smooth Walls.  Have lots and lots of wall space to hang flip charts, run large swaths of poster paper, and just otherwise be creative.  If you must hang pictures, don’t bolt them into the wall (I’ve always wondered – who would want to steal a piece of hotel art?).

Sound.  Install sound absorbent ceiling, wall, and floor materials to reduce noise and eavesdropping.

Technology.  Integrate the technology into the meeting room.  Keep in mind that technology is an enabler for interaction – not the primary reason to meet.

Accessible Outlets.  Team members want to plug in, dial up, and log in.  You need electrical outlets, phone connections, and high-speed internet access in the walls and, depending on the size of the room, in the floor.

Screens.  Retractable screens for overheads and multimedia presentations are preferred, since you can put them away at the flip of a switch.

Clock.  Most people want to know what time it is.  Put your clock in the back of the room where everyone can see it.

Aroma:  Aromatherapy has hit it big in many corporate meeting rooms.  Try a combination of essential oils such as geranium, lemon, jasmine, and lavender to stimulate creativity, concentration, and relieve stress.

I am convinced that the small creature comforts enable teams to work more effectively together.  As you design your team room, create a welcoming and supportive environment for teams to do great work.

Question:  What are your ideas for creating a the best environment for your team?

To book Kristin to speak or view her products go to www.ExtraordinaryTeam.com

An exceptionally talented (and beautiful) colleague of mine, Roxanne Emmerich, is offering a free teleseminar on

How to transform your workplace from adult daycare filled with energy vampires to a “bring- it-on” place you and your customers love.

Register today—you don’t want to miss this.  I’m not going to!

Here are some thoughts from Roxanne:

Remember when you first started your job?

It was amazing…wasn’t it?

If you were like me, you had butterflies in your stomach and everything was new and exciting. You were starting with a clean slate—everyone you worked with was wonderful, your assignments and projects were exciting and you couldn’t wait to leap out of bed to start your day.

And then you actually had to start doing the work… and pretty soon like me, you may be questioning if you’re underpaid and overworked… or just plain nuts!

Now does this sound familiar to you… or maybe to someone you know? You hit the snooze button three or four times and can’t function at all until you’ve consumed a gallon-sized triple latte with an extra shot of espresso to get you going.

What in the heck happened to that “New job feeling?”

And, as long as we’re on the topic, what in the heck happened to your co-workers?

Exactly when did your workplace turn into an adult daycare filled with energy vampires?

If you’re an average manager 34 percent of your day (or more) is wasted dealing with dysfunctional behavior. Imagine what you could be doing with this time!

And if you’re an average employee, you spend a huge chunk of your day frustrated by the dysfunctional behavior around you.

Help is only a question and a phone call away.

Here’s what you can do, take 30 seconds and tell me your SINGLE biggest work issue or most OUTRAGEOUS workplace situation. All you have to do is submit it online—and I’ll provide you with tools and advice to get rid of it once and for all so you can re-capture that “new career feeling” and start loving your job again.

Don’t worry—I’ll keep your identity on the down low, so feel free to be as candid as you’d like!

Take 30 Seconds to Get Registered Now!

Just click the link below (or cut and paste the link into your browser’s address bar):

http://www.thankgoditsmonday.com/specialcall/

How to transform your workplace from adult daycare filled with energy vampires to a “bring- it- on” place you and your customers love.

• Tuesday, April 7, 2009

• 2-3 p.m. Central Time

Even if you don’t have a question, you can still RSVP to listen-in and learn!

So, if you could ask me ANY question or resolve ANY workplace situation, what would it be? Go ahead…ask your question and start living a Thank God It’s Monday™ life.

Committed to your success,

Roxanne

P.S. Feel free to pass this invitation along to anyone who could benefit from participating in my teleseminar.

P. P. S. Subscribe to my Thank God It’s Monday e-zine. It’s FREE and filled with practical advice, tongue-in-cheek quips, and easy-to-implement tips. Sign up today at www.ThankGoditsMonday.com.