Leading or Facilitating a TeamRoom

Every TeamRoom includes a team leader and a team facilitator. The team leader is responsible for organizing the team, defining team objectives, and making sure that the objectives are met. The team facilitator maintains the TeamRoom by creating and updating the TeamRoom information. By default, the person who creates the TeamRoom is both the team leader and the team facilitator. As the leader/facilitator, you can use the TeamRoom Setup options to enter information about the TeamRoom, such as the project name and objective.

You can use the TeamRoom Setup to define a new leader and facilitator. However, the person who creates the TeamRoom is the only one who can view the leader/facilitator options. If you enter a new name as the leader or facilitator, you must use Notes to give that person access to the leader/facilitator options. It is recommended that the person who creates the TeamRoom also facilitates and leads the TeamRoom.

Leading the Team

The team leader is responsible for organizing the team, defining team objectives, and making sure that the objectives are met. The leader might also work with the facilitator to be sure the TeamRoom is set up according to the needs of the project. The leader should be familiar with the information that team members can enter in the TeamRoom (such as the categories and document types they can use for team documents).

Duties that the team leader might perform include:

Creating weekly or biweekly status reports for the team and its subteams.

Updating the list of participants in the TeamRoom.

Organizing team members into subteams.

Deleting documents that are no longer needed in the TeamRoom, or editing a document to add new information. (The leader and the facilitator are the only team members who can edit or delete team documents and information entered by other team members.)

Keeping the team members informed of changes to the TeamRoom by sending e-mails to the team members and making sure they check the TeamRoom regularly for new information.

Ensuring that team members have the resources and information they need to complete their tasks on time.

Facilitating the Team

The team facilitator is responsible for creating and maintaining the TeamRoom Setup. The TeamRoom Setup defines how team members can enter information in the TeamRoom. For example, you can use the Setup to choose categories for team documents and to define deadlines for the project.

Duties that the team facilitator might perform include:

Creating the TeamRoom Setup before others begin to use the TeamRoom. Some information is unavailable until you have created the Setup.

Updating the TeamRoom Setup as the project progresses. For example, you might need to add a new category for team documents, remove a deadline that has become obsolete, or add a new participant to the TeamRoom.

Monitoring the TeamRoom to ensure that team members are using it correctly. For example, if you notice that many team members are using status reports as a way to hold an ongoing discussion, you might suggest that they use team documents for discussions.

Using Lotus Notes to set advanced options for the TeamRoom.

Sending reminders and newsletters to team members. (Reminders and newsletters must be enabled by setting advanced options.)

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