Team Norms Workshop Toolkit for Hybrid Work Environments

 
Work(place)
 
Evolution
 
Hybrid Work 
and
 Communication Toolkit
Team Norms Discussion
 
Using the slides
Customize
this slide!
 
We have designed this slide deck to align with the menu of
exercises you can 
consider doing with your team during the Team
Norms Discussion.
 
When you have selected the activities and discussion questions
you want to use, customize this slide deck to fit your needs by
deleting slides you do not want to use.
 
In addition to customizing which slides you use, you will also need
to customize some text within the slides. While some slides can be
used as is, those marked with ‘Customize this slide’ or ‘Customize
your approach’ need to be edited to suit your preferences,
approach, and/or specific team context.
Customize
your
approach!
 
Agenda (X mins)*
INTROS & WARM-UP (X mins)
Activity 1
Activity 2
Activity 3
 
HYBRID TEAM NORM GENERATION (X mins)
Discussion question 1
Discussion question 2
Discussion question 3
 
BREAK (X mins)
 
HYBRID NORMS CHECKLIST (X mins)
Complete Team Norms Checklist
 
WRAP-UP (X mins)
Set date to check-in and
share feedback
Customize
your
approach!
 
 
                 
Intros & Warm-Up
(X minutes)
Customize
this slide!
 
 
Warm-Up Question:
 
Your name
 
Your role on the team
 
What you’re most looking forward to 
or
interested to get out of today’s discussion
 
Introduce yourself
 
Warm-Up Question:
 
Each person will write down a unique fact
about themselves, and we will try to match
the facts to the people.
 
Write down a fact
about yourself
 
Warm-Up Question:
 
Send everyone a bingo sheet ahead of time
Customize
this slide!
 
Bingo!
 
Warm-Up Question:
EXAMPLE:
Asking for
help
 
Team strengths:
 
Individual strengths:
EXAMPLE:
Michelle -
Rallying people
 
What are our
strengths, as a team
and as individuals?
 
Warm-Up Question:
EXAMPLE:
Meera is the best
person to reach out
to when I’m struggling
with a summarizing
complex information.
EXAMPLE:
Michelle always
knows how to
help me solve my
tech challenges!
 
What do you enjoy
most about working
on this team?
 
Warm-Up Question:
EXAMPLE:
Completed X
project
EXAMPLE:
Presented at X
conference
 
What have been our
team’s biggest
successes in the past
year
 
In this meeting, we
will…
 
Honour confidentiality
Assume positive intent
Seek to understand
Be curious
Be present & engaged (no multi-tasking)
Be honest & speak your mind – this is a safe space
Use real examples to root observations in reality
Be open to a final outcome we might not have
anticipated
Any other suggestions?
 
Meeting etiquette
Customize
this slide!
 
Identify what we value and what we don’t enjoy
about being in the office. Identify ways to prioritize
the good things and mitigate the challenges.
 
Identify which days we will be on campus, and what
activities we will prioritize when we are together.
 
Identify activities we can do as a group, virtually
and in-person, to support team building and
relationship building
 
Identify when and how we will use communication
tools (email, Teams direct messages, phone, text) to
communicate
 
Identify the hybrid practices we’ve evolved in the
last 3 years that are working well, and those that
are not working well
 
A date when we will check in to see how things
are going
 
Goals
Customize
this slide!
 
In this meeting, we
will…
 
 
                 
Hybrid Team Norm Generation
(X minutes)
Customize
this slide!
 
UBC policy states that 100% remote work arrangements
will not be considered at this time
 
At minimum, all UBC employees are required to be on
campus 20% of the time
 
https://hr.ubc.ca/hybrid-work-guidelines
 
Define:
 
Context
 
Objectives of the hybrid work program are to:
1.
 Attract and retain staff by creating a more flexible workplace
environment.
2.
 Positively impact student experience and outcomes through
flexibility and the use of technology.
3.
 Optimize service levels, work quality, and productivity through
flexibility and the use of technology.
4.
 Reduce carbon emissions through lower levels of commuting and
strain on campus facilities.
5.
 Catalyze collaboration between UBC and its partners through
normalizing remote interactions.
6.
 Promote and enable connections and balance across UBC
campuses.
 
Define:
 
UBC Hybrid
Work Guidelines
Overview
 
Principles—Decisions regarding hybrid work arrangements
must:
1.
 Prioritize the physical and mental health of students, faculty, and
staff.
2.
 Promote the academic mission of the university, respecting faculty
commitments to research, teaching, and service.
3.
 Centre around student experience and outcomes.
4.
 Respect and reflect the importance of diversity, equity, and
inclusion.
5.
 Sustain or improve service levels, quality of work, and productivity.
6.
 Protect culture, team dynamics, and the potential for creativity,
innovation, and collaboration.
7.
 Maintain the vibrancy of our campuses and learning sites.
8.
 Optimize space utilization and consider financial sustainability.
9.
 Uphold the autonomy of units and teams in determining their
work arrangements in alignment with the guidelines and other
principles of the program.
10.
 Support an institutional approach and consistency in application,
maintaining agility to pivot if and as required.
 
Define:
 
UBC Hybrid
Work Guidelines
Overview
 
The following elements of the UBC Hybrid
Guidelines are relevant for our team:
Prioritize physical and mental health
Sustain or improve service levels, quality of work,
and productivity.
Protect culture, team dynamics, and the potential
for creativity, innovation, and collaboration.
 
Current hybrid work arrangements for our team:
Our anchor day(s) is/are:
We are coming in x days a week
New staff may be asked to come in more often to
start
The whole team may be asked to come in more
often when we are onboarding a new team member
Customize
this slide!
 
Define:
 
How our team will
approach hybrid work
EXAMPLE:
Socializing with
colleagues
EXAMPLE:
Getting a break
from kids/pets
at home
 
Define:
 
What makes coming
in to the office
meaningful for you?
EXAMPLE:
When I have
lots of Zoom
meetings
EXAMPLE:
When there is
no one else
around
 
Define:
 
What makes coming
in to the office less
meaningful for you?
 
Think about our current hybrid work
norms & culture.
 
ROSES:
What’s going well?
BUDS:
What’s an emerging opportunity?
THORNS:
What are the painful challenges?
 
Roses, Buds, &
Thorns
 
Define:
 
ROSES:
What’s 
going well
:
 
BUDS:
Emerging opportunities:
 
THORNS:
Painful challenges:
EXAMPLE:
Team meetings
 
In the office:
 
At home
EXAMPLE:
Collaborative
work
EXAMPLE:
Focused work
EXAMPLE:
Zoom
meetings
 
Define:
 
What activities do we
want to prioritize
when we are in the
office vs. when we are
at home?
In-person
 
Define:
EXAMPLE:
Team meetings
EXAMPLE:
1:1s
EXAMPLE:
Brainstorming
EXAMPLE:
Project-based
discussions
Hybrid
Fully Remote
 
What format will we
choose for different
kinds of meetings?
Email
 
Define:
EXAMPLE:
Requesting feedback
on a document
EXAMPLE:
Need to let them
know you are sick
EXAMPLE:
Need an answer to
an urgent question
EXAMPLE:
Have a non-urgent
question
EXAMPLE:
Want to request a
meeting
EXAMPLE:
Have a quick question
MS Teams Message
Text message
 
What communication
channels do we want
to use for what
purposes?
 
 
                 
Break
(X minutes)
Customize
this slide!
 
 
Communicate:
EXAMPLE:
Share the
checklist
 
Onboarding new team members:
 
Revisit this discussion
EXAMPLE:
Discuss at a
team meeting
EXAMPLE:
Lots of new
team members
EXAMPLE:
We feel our
approach isn’t
working
 
How will we share
our team norms with
new members? When
will we revisit this
discussion?
 
 
Communicate:
EXAMPLE:
Update MS
Teams status
 
Communicate working hours:
 
Protect focus time:
EXAMPLE:
Set up a
shared team
calendar
EXAMPLE:
Set MS Teams
status to ‘Do
not disturb’
EXAMPLE:
Block off focus
time in my
calendar
 
How will we
communicate our
working hours? How
will we protect focus
time?
 
 
Communicate:
EXAMPLE:
No
multitasking
EXAMPLE:
Make time at the
beginning of the
meeting to review
pre-read materials
EXAMPLE:
Video on for
hybrid/virtual
meetings
 
What meeting
‘hygiene’ practices do
we want to adopt to
make our meetings
more effective and
more engaging?
 
 
Communicate:
EXAMPLE:
In-person team
meetings
EXAMPLE:
Monthly in-person
or virtual coffee
hours
EXAMPLE:
Plan to eat
lunch together
when onsite
 
How do we want to
invest in team
culture, team
building activities,
and informal ways to
connect as a team?
 
What do we need to
make adoption of
these hybrid work
norms easier?
 
 
Communicate:
EXAMPLE:
Training on
how to use MS
Teams
EXAMPLE:
More days when
everyone is in the
office together so
coming in is “worth
it”
EXAMPLE:
1 team meeting
per year dedicated
to revisiting our
norms
EXAMPLE:
If more than ½ the
team is new since the
last Discussion, we
will do it again from
scratch.
EXAMPLE:
Anonymous team
survey to gather
feedback
 
Evolve
 
How will we ensure
we are evolving our
team norms and
adapting to changes
in context and new
ideas?
 
 
                 
Break
(X minutes)
Customize
this slide!
 
 
                 
Hybrid Norms Checklist
(X minutes)
Customize
this slide!
 
Team Norms
Checklist
 
35
 
Use this slide to tell your team how you want to complete
the team norms discussion. Depending on how much time
you have, you may need to do a combination of approaches.
 
As part of the Team Norms Discussion:
You can end your Team Norms Discussion by completing the
Checklist as a group. Look back at the notes you took and the ideas
you generated as a team during the Team Norms Discussion.
Consolidate and revisit after the Team Norms Discussion:
One person from the team can take away the notes captured during
the Team Norms Discussion and synthesize them into a Checklist
that captures the team’s preferences. Schedule time in your next
team meeting or a specific block of time to review the Checklist
that was created and make any changes that may be necessary.
 
Individual homework:
Ask each person from your team to take the Checklist away to
complete on their own as ‘homework’. Schedule time during your
next team meeting or a specific block of time to compare each of
your Checklists to come up with a single Checklist for your team.
 
Team Norms
Checklist
Customize
this slide!
 
 
                 
Next Steps
(X minutes)
Customize
this slide!
 
Use this slide to consider what you will do to wrap-up
your team norms discussion.
 
What are your next steps as a team to follow-up on the
decisions you have made during the Discussion?
 
If you have asked your team to complete the Team Norms
Checklist as ‘homework’, tell them when you want their
responses back and wen you will meet to discuss them.
Where will you store your Team Norms Checklist?
When will you meet again to check-in on how things are
going?
Will you be following up formally or informally to gather
feedback directly from the people on your team?
Are there any calendar invitations you need to send out
based on decisions you made during the discussion?
Monthly casual coffee hour
In-person lunches
Annual team retreat
 
Wrap-up / Next steps
Customize
this slide!
Slide Note
Embed
Share

Designed for facilitating team discussions on norms in a hybrid work setup, this toolkit provides activities, discussion questions, and checklists to ensure effective communication and collaboration. Customize the slides to align with your team's needs and goals. Includes warm-up exercises, norm generation discussions, and tools to enhance team cohesion.


Uploaded on Mar 09, 2024 | 5 Views


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  1. Work(place) Evolution Hybrid Work and Communication Toolkit Team Norms Discussion

  2. We have designed this slide deck to align with the menu of exercises you can consider doing with your team during the Team Norms Discussion. Using the slides When you have selected the activities and discussion questions you want to use, customize this slide deck to fit your needs by deleting slides you do not want to use. In addition to customizing which slides you use, you will also need to customize some text within the slides. While some slides can be used as is, those marked with Customize this slide or Customize your approach need to be edited to suit your preferences, approach, and/or specific team context. Customize your approach! Customize this slide!

  3. Agenda (X mins)* INTROS & WARM-UP (X mins) Activity 1 Activity 2 Activity 3 Customize your approach! HYBRID TEAM NORM GENERATION (X mins) Discussion question 1 Discussion question 2 Discussion question 3 BREAK (X mins) HYBRID NORMS CHECKLIST (X mins) Complete Team Norms Checklist WRAP-UP (X mins) Set date to check-in and share feedback

  4. UBC Faculty of Medicine | Team Norms Workshop Customize this slide! Intros & Warm-Up (X minutes)

  5. UBC Faculty of Medicine | Team Norms Workshop Warm-Up Question: Introduce yourself Your name Your role on the team What you re most looking forward to or interested to get out of today s discussion

  6. UBC Faculty of Medicine | Team Norms Workshop Warm-Up Question: Write down a fact about yourself Each person will write down a unique fact about themselves, and we will try to match the facts to the people.

  7. UBC Faculty of Medicine | Team Norms Workshop Send everyone a bingo sheet ahead of time Warm-Up Question: B I N G Customize this slide! O Bingo! First or second generation immigrant Knows their Myers Briggs (or other) type Did or do volunteer work Visited a UNESCO heritage site Has a pet Regularly reads more than 3 books a year Climbed a mountain More than 1 sibling Had stitches Failed a class Travelled to at least of the world s continents Can name 7 countries that start with U Plays an instrument Broken a bone Flown on a plane in the past 2 years Speaks more than 1 language Been to all 10 Canadian provinces Wears glasses or contacts Won a trophy Been to any Canadian territory Is an artist (don't be modest) Been scuba diving Is an only child Is left handed

  8. UBC Faculty of Medicine | Team Norms Workshop Team strengths: Warm-Up Question: EXAMPLE: Asking for help What are our strengths, as a team and as individuals? Individual strengths: EXAMPLE: Michelle - Rallying people

  9. UBC Faculty of Medicine | Team Norms Workshop Warm-Up Question: EXAMPLE: Meera is the best person to reach out to when I m struggling with a summarizing complex information. What do you enjoy most about working on this team? EXAMPLE: Michelle always knows how to help me solve my tech challenges!

  10. UBC Faculty of Medicine | Team Norms Workshop Warm-Up Question: EXAMPLE: Completed X project What have been our team s biggest successes in the past year EXAMPLE: Presented at X conference

  11. UBC Faculty of Medicine | Team Norms Workshop Meeting etiquette Honour confidentiality Assume positive intent Seek to understand Be curious Be present & engaged (no multi-tasking) Be honest & speak your mind this is a safe space Use real examples to root observations in reality Be open to a final outcome we might not have anticipated Any other suggestions? Customize this slide! In this meeting, we will

  12. UBC Faculty of Medicine | Team Norms Workshop Goals Identify what we value and what we don t enjoy about being in the office. Identify ways to prioritize the good things and mitigate the challenges. Customize this slide! In this meeting, we will Identify which days we will be on campus, and what activities we will prioritize when we are together. Identify activities we can do as a group, virtually and in-person, to support team building and relationship building Identify when and how we will use communication tools (email, Teams direct messages, phone, text) to communicate Identify the hybrid practices we ve evolved in the last 3 years that are working well, and those that are not working well A date when we will check in to see how things are going

  13. UBC Faculty of Medicine | Team Norms Workshop Customize this slide! Hybrid Team Norm Generation (X minutes)

  14. Define: UBC policy states that 100% remote work arrangements will not be considered at this time Context At minimum, all UBC employees are required to be on campus 20% of the time https://hr.ubc.ca/hybrid-work-guidelines

  15. Objectives of the hybrid work program are to: Define: 1. Attract and retain staff by creating a more flexible workplace environment. UBC Hybrid Work Guidelines Overview 2. Positively impact student experience and outcomes through flexibility and the use of technology. 3. Optimize service levels, work quality, and productivity through flexibility and the use of technology. 4. Reduce carbon emissions through lower levels of commuting and strain on campus facilities. 5. Catalyze collaboration between UBC and its partners through normalizing remote interactions. 6. Promote and enable connections and balance across UBC campuses.

  16. PrinciplesDecisions regarding hybrid work arrangements must: Define: 1. Prioritize the physical and mental health of students, faculty, and staff. UBC Hybrid Work Guidelines Overview 2. Promote the academic mission of the university, respecting faculty commitments to research, teaching, and service. 3. Centre around student experience and outcomes. 4. Respect and reflect the importance of diversity, equity, and inclusion. 5. Sustain or improve service levels, quality of work, and productivity. 6. Protect culture, team dynamics, and the potential for creativity, innovation, and collaboration. 7. Maintain the vibrancy of our campuses and learning sites. 8. Optimize space utilization and consider financial sustainability. 9. Uphold the autonomy of units and teams in determining their work arrangements in alignment with the guidelines and other principles of the program. 10. Support an institutional approach and consistency in application, maintaining agility to pivot if and as required.

  17. Define: The following elements of the UBC Hybrid Guidelines are relevant for our team: Prioritize physical and mental health Sustain or improve service levels, quality of work, and productivity. Protect culture, team dynamics, and the potential for creativity, innovation, and collaboration. Customize this slide! How our team will approach hybrid work Current hybrid work arrangements for our team: Our anchor day(s) is/are: We are coming in x days a week New staff may be asked to come in more often to start The whole team may be asked to come in more often when we are onboarding a new team member

  18. Define: EXAMPLE: Socializing with colleagues What makes coming in to the office meaningful for you? EXAMPLE: Getting a break from kids/pets at home

  19. EXAMPLE: When I have lots of Zoom meetings Define: What makes coming in to the office less meaningful for you? EXAMPLE: When there is no one else around

  20. Define: Roses, Buds, & Thorns Think about our current hybrid work norms & culture. ROSES: What s going well? BUDS: What s an emerging opportunity? THORNS: What are the painful challenges?

  21. ROSES: What s going well: BUDS: Emerging opportunities: THORNS: Painful challenges:

  22. In the office: Define: EXAMPLE: Team meetings What activities do we want to prioritize when we are in the office vs. when we are at home? EXAMPLE: Collaborative work At home EXAMPLE: Focused work EXAMPLE: Zoom meetings

  23. EXAMPLE: Team meetings Define: In-person EXAMPLE: 1:1s What format will we choose for different kinds of meetings? EXAMPLE: Brainstorming EXAMPLE: Project-based discussions Hybrid Fully Remote

  24. EXAMPLE: Requesting feedback on a document Define: Email EXAMPLE: Need to let them know you are sick What communication channels do we want to use for what purposes? EXAMPLE: Need an answer to an urgent question EXAMPLE: Want to request a meeting MS Teams Message EXAMPLE: Have a quick question EXAMPLE: Have a non-urgent question Text message

  25. UBC Faculty of Medicine | Team Norms Workshop Customize this slide! Break (X minutes)

  26. Onboarding new team members: Communicate: EXAMPLE: Share the checklist How will we share our team norms with new members? When will we revisit this discussion? EXAMPLE: Discuss at a team meeting Revisit this discussion EXAMPLE: Lots of new team members EXAMPLE: We feel our approach isn t working

  27. Communicate working hours: Communicate: EXAMPLE: Update MS Teams status How will we communicate our working hours? How will we protect focus time? EXAMPLE: Set up a shared team calendar Protect focus time: EXAMPLE: Set MS Teams status to Do not disturb EXAMPLE: Block off focus time in my calendar

  28. Communicate: EXAMPLE: No multitasking What meeting hygiene practices do we want to adopt to make our meetings more effective and more engaging? EXAMPLE: Make time at the beginning of the meeting to review pre-read materials EXAMPLE: Video on for hybrid/virtual meetings

  29. Communicate: EXAMPLE: In-person team meetings How do we want to invest in team culture, team building activities, and informal ways to connect as a team? EXAMPLE: Monthly in-person or virtual coffee hours EXAMPLE: Plan to eat lunch together when onsite

  30. EXAMPLE: Training on how to use MS Teams Communicate: What do we need to make adoption of these hybrid work norms easier? EXAMPLE: More days when everyone is in the office together so coming in is worth it

  31. EXAMPLE: 1 team meeting per year dedicated to revisiting our norms Evolve How will we ensure we are evolving our team norms and adapting to changes in context and new ideas? EXAMPLE: If more than the team is new since the last Discussion, we will do it again from scratch. EXAMPLE: Anonymous team survey to gather feedback

  32. UBC Faculty of Medicine | Team Norms Workshop Customize this slide! Break (X minutes)

  33. UBC Faculty of Medicine | Team Norms Workshop Customize this slide! Hybrid Norms Checklist (X minutes)

  34. Team Norms Checklist

  35. Use this slide to tell your team how you want to complete the team norms discussion. Depending on how much time you have, you may need to do a combination of approaches. Customize this slide! Team Norms Checklist As part of the Team Norms Discussion: You can end your Team Norms Discussion by completing the Checklist as a group. Look back at the notes you took and the ideas you generated as a team during the Team Norms Discussion. Consolidate and revisit after the Team Norms Discussion: One person from the team can take away the notes captured during the Team Norms Discussion and synthesize them into a Checklist that captures the team s preferences. Schedule time in your next team meeting or a specific block of time to review the Checklist that was created and make any changes that may be necessary. Individual homework: Ask each person from your team to take the Checklist away to complete on their own as homework . Schedule time during your next team meeting or a specific block of time to compare each of your Checklists to come up with a single Checklist for your team. 35

  36. UBC Faculty of Medicine | Team Norms Workshop Customize this slide! Next Steps (X minutes)

  37. UBC Faculty of Medicine | Team Norms Workshop Use this slide to consider what you will do to wrap-up your team norms discussion. Customize this slide! Wrap-up / Next steps What are your next steps as a team to follow-up on the decisions you have made during the Discussion? If you have asked your team to complete the Team Norms Checklist as homework , tell them when you want their responses back and wen you will meet to discuss them. Where will you store your Team Norms Checklist? When will you meet again to check-in on how things are going? Will you be following up formally or informally to gather feedback directly from the people on your team? Are there any calendar invitations you need to send out based on decisions you made during the discussion? Monthly casual coffee hour In-person lunches Annual team retreat

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