Citizen‘s Charter

Modernization of Public Administration Department (Odbor modernizace veřejné správy)

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Workshop III Teambuilding

A joint initiative of the OECD and the European Union, principally financed by the EU
Elke Löffler and Salvador Parrado
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Goals of an improvement team

Clear and precise definition of the problem
Interdepartmental problem or common to several units
Define clearly the targets
Set reachable goals; not unobtainable
Use a sistematic approach for analysing the problem

Dimensions of an improvement team

The team is established for a limited period of time
It is a voluntary task for team members (to certain extent)
Stakeholders and affected parties of the organization should be included
Different hierarchical levels should take part in the team
Training the members of the team is crucial

Members of the team

Process owner
Facilitator role
Responsible role

RECOMMENDED: 6 to 8 MEMBERS PROBLEMS OF OTHER SIZES. Ideally one or two members from stakeholder groups.

Operational method of the team

Agenda negotiated and worked thouroughly in advance
Frequent meetings for the decision-making process; less frequent for implementation and evaluation
Meetings results should be reported and negotiated
Decisions to be reached within 12 to 16 weeks

Phases

Phase 1: DESCRIBING THE PROBLEM BUILDING THE TEAM
Phase 2: DATA COLLECTION AND PROBLEM ANALYSIS
Phase 3: PROCESS ANALYSIS
Phase 4: BRAINSTORMING SOLUTIONS
Phase 5: BENCHMARKING
Phase 6: ACTION PLAN
IMPLEMENTING SOLUTIONS, ASSESSMENT AND ADJUSTMENTS

THINKING IN REVERSE ORDER

Summary and lessons

Explicit commitment of top managers.
Team work is not an extra-activity for members
The organisation should not have serious problems (trade unions, strikes…) before building up teams
Teams are means for a wider purpose
Divergences between the team results and the daily work should be avoided
Solutions should not be too ambitious or too numerous
Combination of systematic methods and political negotiation
Implementation of solutions should be close to decisions
Teams should focus on results, not on the process only