Working groups are essential for fostering collaboration and driving projects to success in an organisation. Working groups deliver value by bringing together individuals from various engineering teams based on their expertise and enthusiasm. In this article I want to cover some of the best practices to ensure your working group operates smoothly and achieves its objectives.
Define Clear Objectives and Goals
Start by clearly defining the working group’s objectives and goals. This alignment ensures everyone works towards a common purpose and understands the desired outcomes.
Working Agreement
Define a working agreement to set guidelines for collaboration. This agreement outlines each member’s expected behaviours and responsibilities, fostering a productive and respectful environment.
Assign a Facilitator
For the working group to function, assign a facilitator to lead the meetings. As part of the working agreement, you must define the facilitator’s responsibilities. Examples include preparing the meeting agenda, assigning action items, creating milestones, sharing updates, etc.
Prepare Meeting Agenda
Prepare a structured meeting agenda and share it in advance to allow members to prepare, contributing to more focused and productive discussions. The agenda should include topics to be discussed and their respective owners.
List of Action Items
Ensure accountability by creating a list of action items and assigning an owner to each task. Review the action list at the start of every meeting and assign new actions before the end.
Time Commitment
Communicate the expected time commitment outside the meeting and ensure it aligns with everyone’s availability. Double-check with managers to guarantee they consider it when planning the team’s work.
Remind People To Take Action
The group facilitator must remind everyone who has pending actions assigned. This is crucial to ensure the required work is not blocked or delayed. As a good practice, remember the individuals at a middle point before the next session.
- TIP: Set up an automated reminder using Slack Bot or any other tool to reduce the facilitator’s workload.
Provide Regular Updates
Update the working group’s status regularly in public channels or meetings. This transparency keeps all stakeholders informed and engaged.
Conduct Retrospectives
Feedback is essential to improving people and processes. Organise regular feedback sessions to ensure everyone has the opportunity to share constructive feedback and ideas on how to enhance the working group’s effectiveness.
Success Criteria (If Applicable)
Define performance metrics to measure the working group’s success. Here are some examples of metrics: adoption in the organisation, engineer’s satisfaction, or KTLO % reduction.
Following these best practices ensures that the working group operates efficiently, communicates its progress clearly, and achieves its goals. These strategies will lead to successful project outcomes and a more collaborative work environment.