MANAGING YOUR TEAM
It is now time to get managing your team, so they can effectively collaborate to develop the project and make change happen!
Managing your team effectively is just as important as building your team, as it will ensure that your team will make progress.
1. GETTING STARTED
It is now time to get your team up and running, so they can collaborate to develop the project and make change happen!
Start by considering the key parts of the project plan yourself:
What are the key things that need to be done?
What needs to be completed before other things can progress?
Who do you think in the team will be best placed to focus on each area?
How do you measure your success and ensure that you are making progress towards your goals?
You can start by just writing down some of these ideas before moving them onto your team's Trello board.
As the Project Manager, you probably have a good idea of the key parts of the project plan. Once you have these outlined, you can then gather ideas from your project team.
Your team Trello board is the one place for everyone to find what they need and keep track of the project’s progress.
Get your Trello board structure set up and start outlining the tasks to be completed.
Here are some key things to include on your Trello board:
Key Documents: links to the key documents that relate to the overall project
Ongoing Work: work that is ongoing as the project develops without a specific deadline
2 week deadlines: set up your Trello board with two week intervals, to ensure that people know what work is to be completed by when.
Organise a kick-off call to get your team connected so they can start contributing.
Here is a good structure to make your call fun and effective:
Introductions: Ensure that each team member is aware of the roles that people have in the team.
Project plan: Outline the main parts of the project plan. Ask for people’s ideas and add them to the Trello board.
Tasks: Agree together who will take on the different tasks.
Meetups: Book in regular meetups - either online or in person - for the project team. How regular they are will depend on proposed project timelines, but agree on how regular they should be and the best time for most people.
2. KEEPING GOING
Once your team is up and running, it is important that you keep the momentum going!
Clearly defined responsibilities help people understand what they need to do and how they can most effectively support the project.
You should ensure that all team members have tasks assigned to them on the Trello board.
Allow members of your team to assign themselves tasks, as well as recommending tasks they should complete.
Ensure that deadlines are agreed for key tasks and include them on the cards on the Trello board.
Make sure that people keep to deadlines as much as they can, while understanding that sometimes things happen that may make it difficult on occasions.
Agree deadlines with the people responsible for the task in your team. They are volunteers, so some tasks may take longer than you think.
Keep the Trello board updated to ensure that people know what has been completed and what tasks need to be done.
Meetups - Remember to organise regular meetups with the team, as this ensures people stay engaged. If possible, meet up in person when you can. It makes such a big difference to actually ‘meet’ each other!
3. OVERCOMING ISSUES
There are always issues that come with managing online volunteering teams, but there are certain things that you can do to overcome them.
People sometimes have to leave a project because, you know...life happens.
We encourage team members to say whether they can no longer contribute to make it easier for you to plan. However, we also recommend that you bring more people onto the team than you think you might need to ensure this does not delay the project.
You can recruit new team members simply by sending details of the position you need filled to:
One of the most important things to ensure projects continue to progress is for people to be responsive.
You can help to ensure they are by having clearly defined tasks for each team member to complete, updating the team on progress and having regular calls or meetings.
However, if somebody is not responsive after two weeks of messages, you can then remove them from the project team, because we know that you want to keep your project progressing.
You can remove people from the team by removing them from your team Slack channel. Contact your Project Coordinator to let them know this has happened.
If you are having any other issues that are preventing your project from progressing, contact your Project Coordinator.
Recruiting more people - you may find as your project or project team evolves, you need additional skills. Your Project Coordinator can look for available skills across our community of ChangeMakers.
Stepping down - if, in the worst case, you are no longer able to manage your project, then your Project Coordinator will be able to help.
Whatever it is, your Project Coordinator is there to help you!
Redundancy - Try to make sure you have more people in the team than you need.
Updates - Regularly engage with your team members and keep them updated on progress.
Project Coordinator - They are there to help, so reach out to them if you need anything!
TAKE YOUR TEAM TO THE NEXT LEVEL
Now your team is going, here is how you can grow it even further.