Understand the features of successful business teams

1.1 Describe the characteristics of successful business teams

Team is a group of people with different characteristics and different skills together enable to achieve specific objective and goals (Michan and Rodger, 2000). According to the group type and skills consist the objective of the group also will differ. Successful teams generate the synergy effect hence overall team’s members output will increase due to the team work compared to the individual performance (Michan and Rodger, 2000).

Xerox Corporation can increase their productivity and efficiency by introducing successful business teams. Even though there are many characteristics can be seen in successful teams the main characteristics can be shortlisted as follows

One of the main good characteristic of team is they communicate well with each other. Better communication enables to share their thoughts enable to identify the strengths and weakness of the team members. Other than this better communication between teams enable to identify progress of the work and enable keep on track on the work (Game et al., 2010). Poor communication between the teams increase the misunderstanding and misleading the objective of the team. Xerox can increase their team productivity and effectiveness by proper communication for an example proper communication between research section employee and marketing division employee enable to develop a printer which can be demanded by the customer.

Successful teams focus on their goals and objective. According to their goals and objective they segregate works and according to that they contribute their works to achieve organization objectives (Game et al., 2010). This will ensure each member effectively contribution for the group achievement. For an example Xerox particular team objective is increasing the profit of the particular division then according to that they have to segregate their duties to ensure the final objective will be achieved.

In a successful business each and every member able to contribute in the team success. Hence team members able to understand their roles and responsibilities and able to contribute to the success accordingly. For an example Xerox overall success depends on the overall employee’s performance team work, suppose sales department do no contribute their service properly to the organization overall performance of company will be reduced.

Success business team able to identify other team members’ strengths and weakness and act accordingly (Brox, 2015). They are willing to share their knowledge and experience with their tem members and helping other to overcome the issues as a team this will increase the team productivity and ensure the eventual success.

Successful team members’ skills and knowledge are unique compared to their team members. Diversity enable to increase the productivity and creativity of the team (Brox, 2015). For an example Xerox research and development team may consist different skill team (technology related members., marketing members, administrative members etc) members to ensure the innovation.

Successful business teams have a good leader to ensure the success of the team. This person responsible to motivate the team members and ensure the eventual goal will be achieving by the team without any delay in quality manner. Xerox every team has a leader hence every department has a manger to ensure that the particular division objective and goals are achieve for an example finance manger is responsible for the finance team objective and goals.

Successful business teams are well organized even though each member has a different role and responsible in the team, to ensure overall works are running smoothly to achieve organization objectives and goals (Brox, 2015). Organization management has to ensure each employees roles are fulfilled accordingly to achieve organization objectives. Xerox general managers ensure the smooth running of the organization by managing the different team members accordingly.

Successful business teams enjoying their works while achieving the team objectives. Enjoying or entertaining is very crucial for build the team and this will increase the communication and collaboration between team members. Building relationship with colleagues will ensure the smooth running of the organization and motivate the employees.

Assess the importance of team roles in successful business teams

According to the Belbin Model there nine roles can be contributing to success of the business team those are

The plant, this team role enables the creativity and skill development also enable identify and recognize complex problems. Lack of involvement, interest and engagement will reduce this ability (Walz et al., 2016).

The resource investigator is the person who communicate and negotiate with the main stakeholders and always seek new opportunities. Sometime over enthusiasm may negatively affect the business project output (Miller, 2015).

The coordinator is person who consolidate the different skills together and ensure the team task will be achieved eventually. Also coordinator able to delegate the roles and responsibilities according their skills and competences.

The shaper normally hardworking person able to challenge the current situation (Miller, 2015). Able to drive and motivate the team members to achieve their team objective and goals. Normally shaper should have to ensure other team members ideas and views do not clash with them if not it is impossible to achieve the team objective.

The monitor and evaluator is the person who can think deeply and able to take decisions while thinking in long term. He or she can manage business team by avoiding the strategic errors and omissions.

Naturally the team worker is the person who can increase the team working and team bonding. He will ensure the team collaboration and the corporation to ensure to achieve project objectives and goals (Miller, 2015). Also he or she able to reduce the team conflicts between members while reducing the weakness of the team members.

The implementer able to work hard and able to implement the talks in to actions. Also ensure the team actions are reliable to achieve team objectives and goals. He or she can reduce the weaknesses of the team which can make wrong and rapid decisions.

The completer finisher able to finish the works quality manner without any delay. Finisher able to segregate the works of team members according to their strengths and weakness. Also completer able to mitigate the errors and mistakes and ensure the team objective will be achieved.

The specialist who has the special knowledge and expertise in the field level also have a grade knowledge about subject matter to achieve the team goals.

Analyze the value of using theoretical models when building successful business teams

Xerox can utilize Grid theory to build the successful teams. Grid theory two major factors one is employee’s wellbeing next is production. The vertical axis represents managers concern and horizontal axis concern about the employee welfare. For an example lower level vertical grid manger not consider about the production and eventual goal of the organization. Lower level horizontal axis identify the manger consider the lower amount the employee’s welfare. Good leader or manger always maintain a balance between employee welfare and production process.

Next method theory X and Y. Theory X managers or the leaders do not consider about employee or team member’s welfare just they consider the output of the team or organization this will demotivate he employees and the team members and eventually will reduce the output. Theory Y mangers more consider about employee’s welfare and when he or she makes decisions always consider about the employees input. Xerox can utilize the Y theory method for their team members and increase their productivity.

Task 2

2. Be able to support team development

2.1 Explain the stages of team development

Xerox can develop teams to achieve their objective and goals. Mainly the stages of team development include storming, norming, performing and adjourning.

Monday, Sept. 28, 2009 – Xerox CEO Ursula Burns (l) and ACS President and CEO Lynn Blodgett (r) discuss Xerox’s acquisition of ACS, a game-changing deal for Xerox that accelerates its growth in the $150 billion business process outsourcing market and creates a $22 billion global enterprise for document technology and business process management.

Storming as it is the initial stage of the group formation it is the most complex and time consumption stage (Wilson, 2010). In this particular stage different Xerox team member’s ideas together and discuss together. Due to different team members culture, knowledge, aspects and social impacts the conflicts can be arisen. But eventually dominate or the most influential team member’s ideas and views can be taken. For an example if Xerox team develop a marketing team to increase the printer sales initial stages there will be lot conflicts duo to the different member’s view and aspects but eventually the dominant team members view can be taken to implement to increase the marketing sales.

Next phase is norming phase in this particular phase group members understand their roles and responsible and act according to that (Wilson, 2010). Specially satisfy their roles and try to achieve the team objectives. Each members of the group able to appreciate other group member’s talent and expertize also each member of the group respect each other and trust each other rather than compete with others. In this phase team leader will segregate the duties and work together. For an example norming phase Xerox marketing team leader segregate the duties to the marketing team they understand the team member’s strengths of the team members and respect each other to increase the organization overall sales.

Performing phase in this phase each member understands their roles and performing accordingly. In this phase each member gives their maximum support to other members. Also team members performing their maximum level motivate each other achieve business objective and goals (Wilson, 2010). The team leader creates the sprit of the team and motivate the team members. For an example Xerox marketing team will perform according to their target hence printer warranty division will accordingly increase the customer satisfaction while customers service members will handle the customers accordingly to increase sales for the organization.

Adjourning team phase is the final phase this phase includes the end process of the team. In stage the team completed team members will leave the team permanently. Team members reflect their learning and can be used for next team task. The members who performed well will be promoted for the next team leaders. For an example printer division marketing learning outcome will be used for the scanner division marketing. The members who are performed well in the printer marketing division will be promoted for the scanner division team leaders.

2.2 Plan how to motivate team members to achieve given objectives

Xerox can utilize the Maslow’s Hierarchy of Needs to motivate their team members to achieve their objectives and goals.

According to the Maslow identified core physiological needs for the human sustainability are air, water, food and sleep. Normally employees need rest, health and safety, healthy air, sufficient good water, sufficient rest, adequate time between shifts, regularly schedule breaks etc (Burton, 2012). If the organization will not able to provide to the employee’s organization cannot expect the full potential from the employees. Xerox has to provide this essential four elements to their team get the full potential from the employees. If not this will demotivate employees and demotivate the employees specially the employees who are involving in the production need rest and shifts between the works, then only organization can expect their full potential to the organization.

Employees and team members always do consider about their health and safety. Organization has to ensure their health and safety then only they will be motivated and they will concentrate on their works accordingly. Organization has to implement safe practices, health and safety procedures, trainings and safety measures this will increase brand image of the organization and will reduce the legal issues (Burton, 2012). Also organization has to provide the health benefits to employees such medical, insurance, retirement policies, financial provisions to health related issues. Xerox can provide health and safety trainings to the employees, medical benefits, insurances, fire exit, proper ventilation in the production process area this will reduce the health impact and motivate the employees and eventually increase the production of the organization.

As man is social animal search companionship, recognize, inclusion and acceptance. According to Maslow team members and employees need friendship, peer support and ability receive and give love. Xerox should provide the workplace which can offer an opportunity share their knowledge with others, gain knowledge from others, solving the problems, mentoring, unique experience, training and development this will increase satisfaction and increase motivation of employees and eventually increase the productivity of the organization (Burton, 2012) .

Esteem is a concern that employees and team members to be recognized for the personal fulfillments. This part can be divided in to two main parts those are internal and external motivators. External motivators can be categorized as prizes and awards for the excellent performance, promotions, recognition etc. Internal motivators private achievements such as self-learning, personal sales, self-respect and personal development. If the employees or team member of organization identify that their extra effort not going to benefit them they will be demotivated and they will resign or productivity will be reduced also if employees noted there is no correlation between responsibility and reward that will affect the overall performance of the organization (Burton, 2012). Xerox can provide the benefits and annual rewards and personal sales rewards to the employees who are performing well in the different operations this will motivate the employees and enhance the productivity.

If the Xerox provides physiological, safety, social and self-esteem to the employees according to their performance. This will increase motivate and productivity of the organization. Also Xerox can gain maximum potential output from the employees.

2.3 Encourage open communication between team members to support team development

Open communication and participative decision making are methods which allow the employees and team members share their thoughts hence input their thoughts in the decision making process. Open communication enables the team members to input their thoughts and views in to the decision making process hence different stakeholders input will be considered when they make decisions so this will motivate the employees, enhance the personal values of the employees the all level team members to encourage the team members achieve the team objectives and goals.

For an example if Xerox implement the open communication they can gain lot of benefits such as will increase the employee’s satisfaction because they will their inputs can be considered by the top management, increase the relationship between top management and lower management, as the low level employees considered in the decision making their committed to achieve their objectives. Xerox can input their sales executive’s ideas in their marketing strategic decision making process. This will enable to understand the ground level ideas and customer’s feedbacks and encourage the ground level marketing staffs. Eventually this will motivate the employees and increase the customer satisfaction enhance the competitive advantage.

2.4 Evaluate ways of resolving conflict between team members.

Normally conflicts can be arisen different ways in organizations and teams. This will reduce overall organizations performance and productivity sometime can be able to organization objective and goals. The team conflicts can be divided in to methods inter team and intra team conflicts. Inter team conflicts can be arisen between separate two teams or the divisions such as conflicts between marketing team and research and development team. Intra team includes conflicts within the team members (Woodard, 2018) . The conflicts can be arisen for the different reasons such as metal and physical stresses caused by the higher workload, workloads conflicts can be reduced by the following ways such as Xerox can review their team and team members and their workload. This will ensure sufficient staff and sufficient time available to complete the tasks successfully. Identify which team members are handling which kind of tasks and see whether staff member’s tasks are allocated according to their capabilities and skills if not take the necessary arrangements to medicate those issues. If the team member’s workloads are not balanced according to their view, make necessary arrangements to allocate the works accordingly to reduce the workload of the individuals. According to the team member’s feedback redistribute the workload among the employees and may seek help from out the team discuss with team whether there are comfortable with procedures. Meet the team members and seek the improvements twice a week and seek whether team members achieve their objectives and goals without any delay in a quality manner.

Other than this conflicts can be reduced by taking disciplinary actions, negotiation and collaboration, mediation and arbitration (Woodard, 2018). Disciplinary actions can be taken if the Xerox team do not follow the company policies such as organization can give transfers, restrict the promotions, reduce the payments this will ensure the conflicts will be reduced. Xerox can reduce the conflicts by the negotiation for an example if the reelected to perform a particular duty then mangers can negotiate with their salary to overcome the conflict (Woodard, 2018). Xerox can use the mediation procedure to overcome the conflicts this procedure enables open communication between conflict members. Same as organization use arbitration procedure to overcome the conflicts hence natural third party can involve in the free communication between conflict party and enable overcome the conflict.

Task 3

Be able to monitor the performance of teams.

3.1 Monitor the performance of team against given objectives

Xerox can evaluate their employees and specific team member’s in different methods. SMART objective can be used to evaluate the team member’s performance against the team objectives and goals. For an example if the organization set the marketing team as objective to increase their sales in one year. Then management can utilize the SMART objective as follows

When the organization set the objectives they have to mention the objective specifically if not team members may confuse about the objective and eventually will impact the achievement of the objective (Lawlor, 2012). In this particular scenario organization can mention the specific objective as increase the sales by 30% in one year.

Then the objective should be measurable. As this objective can be easily measured team leaders can see the monthly progress where the objective can be achieved end of the month hence if the organization achieve this objective at least there will be 7% increment sales after three months then only they can achieve this particular objective if not they have to take actions accordingly to ensure that final objective will be achieved.

Next the objective should be attainable hence when the team leaders and managers set objectives to employees or the team members it should be achievable then only the members will be motivated. Normally according to Xerox process if the team members strategically make the decision they can easily achieve this target but the organization has to provide the sufficient resources other support to achieve this particular objective (Lawlor, 2012). Then the objectives should be reliable hence when the organization set the objectives that should be tallying with organization overall mission and vision and organizations procedures. Last part includes the time frame hence when the Xerox management set the objectives they should have to mention the time frame to objective here in this particular scenario objective time period is one year so management has to clearly oversee the progress.

3.2 Recommend how to improve performance against given objectives

Xerox can improve their team member’s performance against given objectives in different ways such as

Delegate the works to each member hence organization can delegate their team members work according to their skills and expertize this will ensure the eventual objective will be achieved without any delay. If there is any delay or lack in achievement particular employee or team member will be responsible for that particular issue.

Match the tasks and skills, provide the delegate the objectives according to the employee’s capabilities this will ensure team members conveniently achieve their objective without any delay.

Continuously communicate with team members via the emails and communication methods to ensure the particular objective will be achieved.

Clearly mentioned the long term goals of the organization and clearly mentioned each member roles and responsibilities this will ensure the eventual objective will be achieved.

Providing incentives to the employee’s team leaders and managers should provide incentives and bonuses and promotions to the members who perform their duty beyond the expectation this will motivate and eventually increase the overall performance of the organization.

If the employees or the team members do not perform up-to-date provide their neediness accordingly such as proper training and development to the employees. Give the feedback about their performance this will ensure the employees knowing their strength and weakness and will accordingly to achieve the organization goals and objective.

References

Brox, J. (2015) ‘4 Essential Characteristics of a Successful Team’, 4 Essential Characteristics of a Successful Team, pp. 4–9.

Burton, K. (2012) ‘A Study of Motivation: How to Get Your Employees Moving’, Indiana University, (May), p. 33. doi: 10.1061/40671(2003)125.

Game, T. G. et al. (2010) ‘The effectiveness of workplace coaching: A meta-analysis of learning and performance outcomes from coaching’, International Journal of Evidence Based Coaching and Mentoring, 9(2), pp. 37–55. doi: 10.1111/joop.12119.

Lawlor, K. B. (2012) ‘Smart Goals: How the Application of Smart Goals can Contribute to Achievement of Student Learning Outcomes’, Journal of Developments in Business Simulation and Experiential Learning, 39, pp. 259–267.

Michan, S. and Rodger, S. (2000) ‘Characteristics of effective teams:a literature review’, Australian Health Review, 23(3), p. 201. doi: 10.1071/AH000201.

Miller, T. (2015) ‘Why is ’ Team Role ’ theory important for the team building process ?’, Owner Sabre Corporate Development and Belbin Partners Australia., pp. 1–3.

Walz, A. et al. (2016) ‘Preface Teamwork in Business’, Pamplin College of Business and Virginia Tech Libraries, (July 2016).

Wilson, C. (2010) ‘BRUCE TUCKMAN ’ S FORMING , STORMING , NORMING & PERFORMING adjourning forming performing norming storming’, www.coachingcultureatwork.com, pp. 1–4.

Woodard, R. (2018) ‘10 Methods of Resolving Conflict with Project Team Members’, Bright Hub Project Managment, (Bright Hub Project), pp. 1–3.