1. Effectiveness
and efficiency
Effectiveness
and efficiency are two key elements in the whole gamut of management. In all
management activities whether it be a personal or involving a small group or
even the big organization, right things are formulated and then implemented in
right way. The first is the effectiveness and the latter one is efficiency.
Effectiveness is to do the right things and efficiency is doing the things in
right way. The better and optimum result originating from any action or
activities relate to these two salient aspects. If right things and approaches
are not embarked or selected, the purpose or objective will not be met as per the
need. Similarly even if the right things are selected but not done efficiently,
the objective may not be realized as per the requirement. Hence, the harmony
between the effectiveness and efficiency is paramount in order to meet the
objectives or target in most cost effective way in stimulated time. A purchase of
mobile hand set can best illustrate these two dimensions. A mobile user had to
analyze his requirements (voice, data, and video traffic) and affordability so
that he/she gets the best mobile set of a particular brand. This is
effectiveness. Once the mobile set is purchased, the care and usage will
determine the efficiency.
2. Organization
and team
Organization
exists to serve its purpose. They, typically, render either the goods or the
service, whether it is a business organization or a non- profit organization or
social organization. Fundamentally, an organization functions as a team as its
name itself suggests. Although the word “team” is used frequently and in
various occasions, its key ingredients needs to be understood for creating
strong and effective team. The major ingredients are (1) formal or informal
group of people (2) complementary skills (3) collaborative attitude and at the
apex (4) a common goal or objective. Marketing department of a certain business
organization is an example of formal team where the manager acts as the
connecting pin between various divisions like sales, advertisement, customer
relations, product or service need etc. Members
of different departments or within the same department can form informal group.
Culture of informal team formation shall be taken as a healthy indication as it
not only acts as a catalyst to co-ordinate the various activities of formal team
but also help to maintain and strengthen the norms and values and satisfy the
human need for friendship, support and security. The informal group also can
help in solving the problems in swiftly manner.
Delivery
of service is achieved through various skill related to the service. These
skills are complementary in nature possessed by different team members who
prescribe the need of collaboration so that the complementary skills are
synchronized. Lastly, the common goal which is the objective or the service of
the organization itself is the paramount factor as it is the binding or the
integrating force to each and all individual member with the complementary
skills. Hence, definition of a “team” can easily be spelled or put forward but
each member of team shall contemplate on the key elements of team; only then
the team can be effective and its objectives can be realized efficiently.
3. Creation
of effective team
The
word “team” is paradoxical. A team performs but it does not perform by itself.
A team is equivalent to virtual body and its members are the one orchestrating
the performance inside. Hence, the formation of a team is just not the
solution. Only the team with all its elements described above when properly
placed only acts as a true team. Many times a team is formed but soon gets
disintegrated or performs below margin. Hence the formation of a right team is
utmost important. An effective or right team can be made with following
considerations.
1.
The
purpose or goal of a team formation shall be clearly defined. And each team
member must give due consideration to the goal for which he or she has been
included with team. Without clear goal setting, there will ever be a chance
that team members as per their liking start defining their own goal and a
disagreement among the team members will surface. Consequently, the team will cease
to function.
2.
A
chart with practical time line shall be specified so that the team accomplishes
the given assignment in time. Delayed output results is diminishing utility and
importance of the output which can be detrimental to organizational growth in
present cut throat competitive environment. If the time line is too tight,
unnecessary stress to the team members may result in degraded performance where
as if the time line is too long, complacency from team members may also result in
deteriorated output.
3.
The
composition of the team structure shall be optimum and balanced. Team members
of appropriate complementary skill and knowledge shall be selected so that the
desired goal is achieved in prescribed time frame. If the members in a team exceeds
in number, unnecessary debate and discussion may hamper the work environment as
consensus and agreement will be difficult and decision may be delayed. Likewise,
if the team size is very small, there will be a limited exchange of knowledge
and skill adversely affecting the team result. Similarly, members selected in
the team shall have complementary skills so that the harmony brings superior
result. Care needs to be taken such that many members with same skill are not
included or there are members without needed skill. Both these conditions can
have negative impact on team environment.
4.
Appropriate
selection of team leader is crucial for smooth functioning of a team for best
team result. A team leader shall have prolific qualities like authenticity,
commitment, vision, open mind, care taking and intervention capability.
4.
Creation of efficient
team
Once
an effective team is formed to its best, efficiency becomes important to
achieve the best team performance. An efficient team can be built by providing
due attention to following aspects.
1.
The
successful performance of a team, to a large extent, depends on the attitude of
the individual member of the team. The productivity of an act is dependent on
knowledge, skill and attitude of the concerned person with approximately 15%,
25% and 60% weightage respectively. Just
as stated earlier, the team functions but does not function by itself; a member
of the team performs but does not perform solely by oneself as the
organizational objective cannot be realized by single skill and the performance
to achieve the objective is the function of synergy available among the
complementary skills of the individual team member. So, the mantra to be
followed by a team member is that” I must perform but only performance is not
adequate and my knowledge and skill need collaboration with the knowledge and
the skill of other members.” Dialogue and communication are the two key
components for harmonizing the individual complementary skills. Dialogue and
communication seem to be a daily routine affair but it is never like that. Many
times a conversation becomes a mere monologue as the other member is pre
occupied with his own thoughts and ideas to be thrown at when his turn to speak
comes. Most of the time, the other member may not be listening but only
hearing. This sort of situation arises because of “I-it” relationship where one
member puts himself in the superior position. Hence open communication, equal
participation, no blame game, enthusiasm, dynamism are the key aspects for the
team to function efficiently.
2.
A
work plan needs to be formulated so that the team result can be achieved in
prescribed time line. Team leader together with team members shall devise
detail preparation schedule to match with the prescribed time line specified
during team formation e.g. basic initial preparation time, meeting schedules
with targets, report writing, report finalization, report presentation and
delivery. Certain rules and procedures needs to be agreed among team members
for smooth team meeting. Punctuality, friendly atmosphere and desire for
fulfillment of set target of the meeting are the key elements related with team
output.
3.
There
is nothing perfect in this world. There may be development of certain instances
where individual team member may differ in view, feeling and perception
creating an environment of difference and conflict. The occurrence of
differences shall be taken as normal and natural as human beings have their own
set of liking, choices, concepts, prejudices. Differences do not always act as
barriers, if properly handled can lead to a better creative solution. However,
care should be taken so that differences do not flare into open conflicts
leading to a break up of team or causing damage to team objective. It needs to
be always remembered and understood that the goal of team formation is the
binding force. In such circumstances, the team leader plays important role by
carrying out the necessary intervention so that the team objective is brought
in place without hurting the feelings of individual team member.
5.
Team spirit
“Team
spirit” is a wonderful combination of two words. Deep understanding of these
two words will not only bring happiness and joy to an individual but also
brings success and satisfaction in his profession. The word ‘team’ symbolizes
unity, integration, harmony, interdependence and interrelationship. A team is a
community just like a “sangha”. A “sangha” in Buddhism is a community of wise
and conscious individuals living in harmony to find the truth and path of peace
and liberation. Similarly, a team is an organization with group of people having
appropriate skill, knowledge and attitude to realize organizational objective.
The word “spirit” refers to the super consciousness. Thus, “team-spirit” refers
to group of people with multi-dimensional complementary skill working in
harmony in a state of total awareness. Thus a work carried out with team spirit
will have its goal knocking the door enabling the organization to function
effectively and efficiently.
Author: Surendra Prasad Thike
Note: This article originally appeared in the print magazine, Management Vision-an opinion based magazine of business and entrepreneurship prepared by the BBA students of People’s Campus.
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