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15.1.0
Interagency Team Development Stage One (of Four) - The Forming Stage |
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Louisiana Statewide Transition Project and Louisiana: Healthy and Ready to Work Fact Sheet Series |
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08/04/99 |
I. WHY IS THIS IMPORTANT?
Interagency teams come in all shapes and
sizes. They are also initiated for many different reasons. Some teams are
mandated by law, others are encouraged by the availability of resources or
incentives, and still others are formed voluntarily to solve a particular
problem or to examine a particular issue. No matter why interagency teams are
initiated, they all have certain things in common. According to Tuckman (1965)
effective interagency teams proceed through a developmental process involving
four stages: Forming, Storming, Norming, and Performing. During each stage of
development, effective teams accomplish certain objectives and competencies.
The first stage of team development, the Forming stage, focuses on initiating
and organizing a team.
II. KEY POINTS
Goals of the Forming Stage:
The very first task of the Forming stage is
to determine why the team needs to exist; this is called the
"preliminary need". Usually at this point in team development, at
least two people have discussed the need for a team and the potential impact a
team will have on the community. As this discussion continues, the people and
agencies impacted by the preliminary need become more obvious. These people and
agencies should be invited to the organizational meeting. It is also necessary
to determine the geographic area to be served by the team. This lets all
involved know who will be served by the team. After identifying both the people
and agencies impacted by the preliminary need, as well as the geographic area
to be covered by the team, team initiators should have a clear idea of who
should serve as team members. These people are called "core
stakeholders".
Once the core stakeholders have been
identified and a preliminary membership list has been developed, it is time to
plan and hold an organizational meeting. The organizational meeting is the
first time potential team members will get together, therefore team initiators
should plan carefully. The team initiators should pay attention to the
structure of the meeting as well as the physical space where the meeting will
be held. During the organizational meeting, team initiators should let
stakeholders know why they feel a team is needed. They should also tell
stakeholders why they think the team would benefit from their participation.
Team initiators and core stakeholders should determine if there are any other
people or agencies that should be involved. Finally, a date and time for a
follow-up meeting should be set. Newly identified stakeholders should be
invited to the follow-up meeting. At the follow-up meeting, membership should
be confirmed and a written membership list developed.
A confirmed and committed membership is
possibly the most important outcome of the Forming stage. External support and
recognition are also critical. It is very important to have not only team
member support, but also supervisor/agency support as well for the team effort.
A defined, committed, appropriate membership will ensure attendance and aid in
accountability.
Forming Activities for Effective Teams:
There are several activities that can help to
ensure Forming teams are effective. Gaining consensus on the preliminary need
is one such activity. Consensus is the cornerstone to effective teaming
processes, therefore input must be invited from all team members.
Organizational activities can help to encourage all team members to voice their
opinions.
Teams without common goals can expend a great
deal of energy and accomplish nothing. Team members tend to become tired of
working without results. All team members need to be working toward the same
end, so initial team activities must allow discussion and consensus building
around goals.
Effective meeting processes keep teams
running smoothly no mater what stage of team development they are in. However,
ineffective meeting processes can be especially devastating to Forming teams.
Starting and ending meetings late, inappropriate meeting location or time, and
an unprepared meeting facilitator are all signs that a team needs to review
effective meeting processes. The solution to many problems associated with
ineffective meetings lie in the GOALS, ROLES, and PROCESS of the meeting.
Before beginning each meeting, it is amazingly helpful if the facilitator can
explain the goal of the meeting, for example one of the goals of the
follow-up meeting is to confirm membership. Also, the facilitator should
explain the roles of the meeting participants. Explaining the goal and
roles helps all team members participate fully. Finally, the facilitator should
explain the process for the meeting. Explaining the process will
accomplish two things: (1) It will help the facilitator prepare for the
meeting, and (2) It will give the team members a road map for how the goal will
be accomplished.
Forming Stage Competencies and
Timelines:
The Forming stage is the first stage of team
development, and can also be called the "getting to know you" stage.
This stage is characterized by organizational activities. Upon completion of
the Forming stage the team will have:
·
defined the preliminary
need to be addressed by the team;
·
identified the people
and agencies to be impacted by the need;
·
defined the geographic
area to be served by the team;
·
identified the core
stakeholders to serve as team members;
·
confirmed the team's membership
and have a written membership list; and
·
held an organizational
meeting and at least one follow-up meeting.
Time spent in the Forming stage is mainly
used to discuss why form a team to address a particular issue. The end result
is confirmed membership and a written membership list. The commitment of the
team members is ultimately important, especially as the team moves on to the
activities in the aptly named Storming stage (for information about the
Storming stage see the fact sheet 15.2.0 Interagency Team Development: Stage
Two (of Four) - The Storming Stage).
According to teaming literature and technical
assistance materials, teams usually complete the Forming stage in approximately
seven months, requiring four meetings. However, some teams may require more or
less time and some Forming activities may take more meetings or fewer meetings
to complete.
III. ROLES/NEXT STEPS
Students/Young Adults:
Interagency teams need input form all core
stakeholders, including young adults with disabilities. Young adults can find
out if their parish has an interagency transition team by asking their teacher
or contacting the transition coordinator in their parish. Young adults can make
their concerns known to the interagency transition team and ask for their help
if needed.
Families:
Families are essential to the interagency
transition team. The most effective interagency transition teams have family
members on the team and are aware of family concerns. The transition
coordinator in each parish will have information on interagency transition team
activities in the parish. If an interagency team has not been initiated in your
area, the local education agency is a good place to start.
Agencies:
Interagency transition teams typically
include members from the Local Education Agency (LEA), Louisiana Rehabilitation
Services (LRS), a family organization or a family member, the Office for
Citizens with Developmental Disabilities (OCDD), and the Office of Mental
Health (OMH). The needs of the community will determine the agencies
represented on the interagency transition team, therefore other agencies should
be involved as needed.
Agency personnel interested in facilitating
transition for young adults with disabilities through an interagency transition
team should first contact the local parish's transition coordinator. If an
interagency transition team already exists, the transition coordinator will
have more information on how to become involved. If an interagency transition
team has not been initiated, agency personnel should express their interest in
starting one.
IV. RESOURCES/CONTACTS
Contact the following state offices in order
to get the number of the regional office nearest you:
Families Helping Families (FHF)
888-9111 in New Orleans, or 800-766-7736
Louisiana Rehabilitation Services (LRS)
925-4131 in Baton Rouge, or 800-737-2958
Office for Citizens with Developmental
Disabilities (OCDD)
225-342-0095
Office of Mental Health (OMH)
225-342-2540
V.
REFERENCES
Everson, J.M., Guillory, J.D. (1998). Building
statewide transition services through collaborative interagency teamwork.
Rusch, F.R., Chadsey-Rusch, J. (Eds.), Transition from school to work: New
opportunities for adolescents. 299-317. Pacific Grove, CA: Brookes/Cole.
Tuckman, B.W. (1965). Developmental sequences
in small groups. Psychological Bulletin, 63, pp. 384-399.