Background
Currently, organizations in different economic sectors are implementing different changes in their operation in an effort to enhance their competitiveness. One of the aspects that businesses are increasingly considering relates to integration of Information Technologies such as e-commerce.
The increased demand to achieve efficiency and effectiveness through incorporation of IT has presented an opportunity to companies within the software development industry. One of these companies is Verbanet Technologies which operates in the IT industry in the United Arabs Emirates.
The firm provides multi-dimensional IT solutions to companies in different economic sectors. Some of company’s core activities include web-development, e-commerce and e-marketing, provision of web-security and development of e-commerce portals.
Since its inception in 1999, the company has been very successful with regard to new product development. As a result, the firm has been able to develop and nurture a high level of customer loyalty.
One of the factors that have contributed to the firm’s success arises from the fact that the firm has adopted effective operational strategies such as incorporation of the concept of teamwork. To ensure success in its new product development, members of a particular team are drawn from different departments. The team members are required to work together so as to attain synergy.
Description of the problem
In an effort to ensure that the organization attains its new product development goals, the firm’s management team has integrated a policy which requires a high level of competence amongst the team members. This is due to the fact that the firm appreciates the fact that the effectiveness with which a new product is developed determines its success upon being launched.
To achieve this, members of the R&D team are drawn from different departments. In the process of undertaking our duties, I identified that there was a problem in the team’s operation.
Upon a further analysis, it was clear that the source of the problem was existence of differences amongst team members with regard to expectations of the team. The team had vague expectations with regard to the project being undertaken.
In its operation, Verbanet Technologies is committed at ensuring that the various organizational teams have autonomy in undertaking their duties. The justification for this independence is that it would enhance employee development.
Giving employees an opportunity to implement their ideas in the development of a new product can lead to a high level of employee satisfaction. The resultant effect is that their level of productivity is enhanced.
A further evaluation of the R&D team revealed that the problem was being compounded by lack of effective communication amongst the team members. In the process of developing teams, it is paramount for organizations’ management teams to ensure that they incorporate effective communication practices.
Poor communication culminates in poor project performance and reduced productivity. The R&D team had not incorporated effective communication practices. The team members mainly relied on the internet in their communication process. This greatly reduced physical interaction amongst the team members.
The resultant effect is that the level of trust amongst the team members was very low. Additionally, poor communication also resulted in poor coordination within the team in the execution of its duties which culminated in conflicts. This is due to the fact that the team members were experiencing strong negative emotions which increased their level of stress.
Poor communication was also making it difficult for the team members to complete the project in time. If not dealt with effectively, poor coordination of a new product development project can result in failure of the new product.
Additionally, existence of vague expectations amongst the team members was making it challenging for establishment of synergy amongst the team members. This also made the team members to be diverted from the teams’ goals.
Analysis of the problem and possible options to solve the problem
Effective teamwork is one of the strategies that organizations can incorporate in an effort to attain extraordinary results. However, there are numerous challenges that organizations face in an effort to incorporate effective teamwork.
Some of the challenges that the R&D team in Verbanet Technologies are experiencing relate to differences in expectations amongst the team members and poor communication.
To achieve its NPD goals, it is paramount for the firm’s management team to ensure that it resolves the problem being experienced by its R&D team. To achieve this, there are a number of factors that the firm’s management team should take into account. Some of these factors are outlined below.
Defining expectations
Teams in a particular organization are established with the aim of attaining a particular goal. However, the focus of all the team members on the predetermined goals may be hindered by existence of team members’ expectations a while on the team.
To deal with this problem, it is important for the team leader to ensure that the team members’ clearly understand their expectations. This can be attained by defining the roles and scope of responsibilities with regard to each team member.
Additionally, the top management should ensure that it supplies the team members with the necessary resources to enable them achieve their expectations. The top management should also depict its interest in the team so as to motivate them.
Ensuring good leadership
It is paramount for the firm to ensure that the team leader possesses sufficient skills to aid in the creation and maintenance of a positive working culture amongst the team members. Good leadership within team plays an important role in ensuring that the team members remain motivated. Additionally, effective team leadership ensures that the team members remain focused towards attainment of predetermined goals.
Integrating open communication
Increased use of the internet in its communication process is hampering communication amongst members of the R&D team. This is due to the fact that the internet is hampering interaction amongst the team members.
The success of a particular team in attaining its goals is dependent on the effectiveness with which interpersonal interaction has been developed. One of the strategies that can be integrated is open communication.
Open communication is one of the most important strategies that organizations can use in the development of effective teamwork. By integrating effective communication, an effective team environment is nurtured. This arises from the fact that the team members are able to express their ideas and opinions.
Open communication will also play an important role in mitigating the negative effects of conflicts amongst team members. To resolve conflicts emanating from poor coordination within the team, it is paramount for Verbanet Technologies to ensure that it integrates effective conflict resolution procedures.
Additionally, the team leader should put more effort in nurturing trust amongst the team members. One of the ways through which the firm can achieve this is by organizing occasional face to face meetings amongst the team members. This is important in that it will enable the team members to interact physically hence developing trust for one another.
Resolution of the problem
It is projected that integration of the above options will culminate in achievement of a number of objectives. For example, defining the duties and responsibilities of each team member will ensure that they remain focused. Additionally, it will also contribute towards elimination of uncertainties with regard to their expectations.
On the other hand, integration of open communication will ensure that there is a high rate of interaction amongst the team members. Additionally, organizing face-to-face meetings will ensure that the trust amongst the team members is developed.
The ultimate effect will be creation of cohesion and establishment of synergy amongst the team members. Open communication will also aid in the reduction of disputes that may emanate from poor coordination.
Decision making technique
Considering the fact that the problem affects all members in the team, it is paramount for the organization to ensure that the problems being faced are resolved effectively. To achieve this, the firm should incorporate effective decision making techniques. One of the decision making techniques that should be considered is brainstorming.
Through brainstorming, the R&D team will be able to stimulate imagination and creativity amongst the team members. Brainstorming will also contribute towards identification of other issues that the team may be facing. This arises from the fact that all team members are given an opportunity to make contributions without any hindrance or evaluation.
Through brainstorming, members of the R&D team who may possess a relatively low status within the group or shy are given an opportunity to share their divergent ideas. Incorporation of brainstorming decision making technique will contribute towards generation of diverse ideas on how to resolve the problem facing the team.
Implementation and communication of the solution
Teams undergo a number of phases which include forming, norming and storming before they start performing. However, a number of challenges are experienced in the operation of a team.
To ensure that the problem facing the Verbanet’s R&D team is effectively dealt with, a well defined action plan will be incorporated. The action plan will include a number of steps which include chartering, developing and sustaining. The Gnatt chart below illustrates these steps and the stage at which they will be implemented.
To sustain the team, it will be ensured that the performance of the team is continuously reviewed. This will aid in identification of when the team is experiencing ineffective performance hence making the necessary adjustments. Additionally the team leader will ensure that evaluation of the team’s performance is undertaken without blaming the team members for mistakes that might be committed.
The chartering process will ensure that the team has a strong foundation. This will be attained by ensuring clear definition of the team’s purpose, expectations and roles and responsibilities of the team members.
Additionally, the chartering process will also ensure that effective communication and conflict mitigation strategies are incorporated. Developing the team will entail creation of trust amongst the team members. This will enhance open communication due to increased interaction.