Develop Operating Guidelines
Written guidelines help a group function effectively and efficiently. They help people understand expectations about how the group will work and how the members will interact.
As the initiator and/or driver of a CDAT it will be your responsibility to ensure that the team addresses a number of operating guidelines. Having a foundation document available will help the group reach understanding and consensus quickly.
Here are some examples of things you may want to include as part of your guidelines:
Agendas
Sending out a detailed agenda before a meeting can help everyone stay on schedule and be fully prepared when they arrive. The group may want to decide whether it is helpful to see a preliminary agenda a few days before the meeting to provide input.
Brainstorming
We recommend everyone follow the basic rules of brainstorming: there are no bad or dumb ideas; avoid criticizing or putting down ideas or comments; respectfully consider everything; look to combine ideas or build on them in different ways. Go for quantity rather than quality; make it a challenge to come up with as many ideas as possible.
Communication
Email can be used to send agendas, meeting minutes and updates, as well to share information. It is effective because it automatically creates a dated record of materials and messages and is easily saved to a designated folder.
Individual telephone calls or text or instant messaging can be used for quick questions and personal discussions. Some messaging tools allow for the possibility to save a transcript.
It may be appropriate to set up a password-protected blog and grant team members authoring privileges. This creates a handy 24x7 online repository, if you have someone who can easily handle administrative functions.
A conference bridge service may be useful if the members are widely dispersed and want to work via the telephone. Some services also provide recording and transcription services for a fee.
Community Development
The CDAT is a group that comes together to complete a task of helping one or more individuals drive career planning and development while paying attention to and deepening everyone’s growth. This form of community combines task focus with an emphasis on individual members’ personal growth and well-being. Value to each member may come in the form of:
- Networking – A way to meet and work with people and get to know them
- Self-awareness and assessment – As the initiator of the CDAT states and shares needs, questions, issues this can motivate others to be more open
- Learning – The CDAT model itself, plus career planning and development material, may stimulate the members in new directions
- Creativity – When everyone supports a true brainstorming culture (openness, encouragement) everyone can be exposed to new ideas and ways of thinking
Confidentiality
We recommend everyone agree to several points: avoid discussing group activities outside the group; no forwarding of emails to anyone outside the group without prior written permission of the creator and the group; no copying or distributing material developed or contributed by any member without prior written permission of the creator and the group; and no writing about the working of the group, its discussions, or its findings without prior written permission of the group.
You may want to discuss how to handle the storage of transcripts, minutes, or other materials generated as a result of the work. This may include the duration of storage as well as method of destruction.
Group Leadership
As the initiator and/or driver, you may be expected by the other members to continuously guide the process and provide direction and course correction. If you prefer the group to be self-managing, then we recommend you address how and when you will transition from the role of initiator and/or driver into the role of co-participant. You can remain in an advisory capacity to provide information and answer questions.
Location
The possibility to meet face-to-face will depend on whether the participants can easily get to one location. The meeting location may rotate if it is appropriate to the participants’ needs, so each team member might “host” a meeting at her or his location. For the most part, gatherings will be working meetings to make efficient use of available time. Physical locations should be as free from background noise and distractions as possible.
Membership
Will the team replace someone if they must leave the group before the CDAT ends? How will the team handle a member who is not working out as planned? If you see your goals change, how will you proceed: In the Single-Driver Group how will you proceed if you feel it is necessary to reconstitute the team? In the Mutual Action Circle how will you proceed if you feel it is necessary to work with other people? We recommend you think through your desired outcomes or actions and be ready to share them with the group.
Minutes and Action Items
The group can discuss how to handle minutes and action items. Even if there are no formal minutes taken we recommend you make your personal note taking a top priority.
If you want an audio recording of the meetings so you can have a complete and accurate account of the discussion, obtain permission from all members in advance. In some cases it might be appropriate to bring in a dedicated note taker. This person would, of course, be bound by the same confidentiality requirements and restrictions as the other team members.
If you have a member who desires to retain copyrights on her or his writings or recorded comments, be prepared to sign an agreement before beginning CDAT meetings.
Openness
The group may want to agree that everyone is expected to be open and to share thoughts and feelings honestly. Ideally, the group members will feel that the team creates a safe and comfortable space for speaking and writing openly. If members feel this is not happening you may want to discuss it or talk with a coach or counselor about what steps you might take to change the situation.
Scheduling
The group will can discuss when to meet and whether to meet face-to-face or via another medium. The time of the meeting may be fixed, or it may be flexible to accommodate time differences and travel schedules. It can be helpful to publish a yearly calendar and then update, distribute, or post it regularly. This would include dates for quarterly or special reviews or updates.
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