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Team Member Communication Modes

Team Member I = Text II = Email III = Discord
Ethan Peterson ✅ ✅ ✅
Kevin Shah ✅ ✅ ✅
Sanjit ✅ ✅ ✅
Siddhant ✅ ✅ ✅

Preference: Text

Team Communication and Coordination

Preference: Text

Meeting Schedule:

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Title: Meeting Coordination

  • What method will you use to remind yourselves of meetings (a shared calendar?)

Group text reminders.

  • How will your team go about changing or adding meeting times?

Group text and finding what times work for the team. Sometimes in-person meetings will not be available for everybody, so depending on the situation, the team would have to discover what is necessary to get the required communication.

  • What's the preferred format for meetings (face-to-face or virtually)?

Face-to-face is ideal for most situations. However, for assignments that are already mentioned, late-night hours work for most individuals. The available hours are a key factor in scheduling meetings.

  • Are there any other procedures that your team feels are necessary? Describe them.

To-do lists and identifying who is best suited for each task, while ensuring no one works alone on any singular task.

Roles and Responsibilities:

Team Member Role
Ethan Peterson Assignment Leader
Kevin Shah Documentation Head
Sanjit Electrical Head
Siddhant PCB Head

Process by which each team member will fulfill each project role and responsibility:

The team will communicate and volunteer for each role based on what they believe is most impactful toward creating a successful outcome. Identifying who is most tactful at specific tasks will help kick-start this process.

Additional Questions:

  • How often will you change project roles?

Team members will change roles as the class demands and depending on the needs of the project.

  • How will you decide who is assigned to each role?

The team will decide collectively, ensuring that roles align with the tasks that need to be accomplished.

  • How will team members help one another meet their responsibilities?

Team members will be responsible for taking action, answering communication, and stepping up to new work. Each member is expected to contribute a plan of action to meet team goals. The assignment leader or project manager will oversee and ensure roles are fulfilled.

  • How will you identify and respond to situations in which the team must adjust roles and responsibilities?

If roles need to change, the team will act quickly and decisively based on the consequences of the situation.

  • How will you track the team activities and milestones?

By using to-do lists that are regularly updated and communicated through the team's group chat.

  • How will you assign technical responsibilities to the team members?

The assignment leader or project manager will assign technical responsibilities for tasks, while the meeting leader ensures understanding of the current to-do list.

Team Coordination & Accountability

  • Assignment Deadlines: Establish clear deadlines for each assignment and communicate them to all team members.

  • Progress Checkpoints: Implement intermediate checkpoints to review progress and ensure tasks are on track.

  • Final Review: Schedule a final review meeting before the submission deadline where each team member reviews and "signs off" on the assignment.

  • Knowledge and Skill Requirements: Conduct an initial assessment to identify each team member's strengths and areas for improvement. This will be done through a simple team interview.

  • Training and Resources: Provide necessary training and resources to fill any knowledge gaps.

  • Mentorship: We will pair less experienced members with mentors who can guide them through the assignment.

  • Feedback Distribution and Action: Use Google Drive to collect and distribute feedback from design reviews.

  • Action Plan: Develop a clear action plan based on feedback, assigning specific tasks to team members.

  • Follow-Up Meetings: Schedule follow-up meetings to ensure feedback has been acted upon and improvements have been made.

Addressing Missed Contributions and Accountability

  • Missed Contributions: Address missed contributions immediately through direct communication with the involved team member.

  • Root Cause Analysis: Identify the reasons for the missed contribution and provide support to resolve any issues.

  • Reassignment: If necessary, reassign tasks to ensure project continuity.

  • Accountability: Clearly define and communicate expectations for each team member.

  • Regular Check-Ins: Hold regular check-in meetings to monitor progress and address any issues early.

  • Peer Accountability: Encourage team members to hold each other accountable through open and respectful communication.

  • Recognizing and Addressing Underperformance: Regularly monitor each team member's performance against set expectations.

  • Support and Improvement Plan: If a team member is underperforming, provide constructive feedback and develop a support plan to help them improve.

  • Consequences: If there is no improvement despite support, the team must consider implementing consequences such as reassigning tasks or, in extreme cases, issuing a "pink slip" to remove the team member from the project.